Derryclure Landfill Leachate Management Consultancy

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1. At a glance

2. Scope of Work

This tender seeks specialist environmental engineering consultancy services for Stage (i) of a long-term leachate management project at Derryclure Landfill. The contract is for preliminary services only, with subsequent stages to be procured separately. The landfill continues to generate leachate requiring ongoing treatment and management, incurring significant operational costs and environmental obligations for Offaly County Council.

The consultant's primary role is to conduct an evidence-based assessment of current and future leachate generation, evaluate the performance of existing leachate management infrastructure, and identify feasible long-term treatment options. This assessment must consider regulatory requirements, environmental protection, operational practicality, carbon impacts, and whole-life costs. The commission is time-critical to ensure continued EPA licence compliance, protect groundwater and surface waters, and minimise long-term environmental liabilities.

Stage (i) includes mandatory ground and groundwater investigations to verify subsurface conditions, leachate pathways, environmental risks, and infrastructure performance. These investigations will employ intrusive and non-intrusive methods, such as trial pits, boreholes, soil sampling, groundwater sampling, and infiltration/slug tests. The consultant is responsible for procuring, competitively tendering, evaluating, appointing, and supervising all subcontracted investigation works in full compliance with Irish public procurement rules.

The expected outcome is a clear, defensible, and implementable long-term treatment strategy supported by robust analysis, site inspections, stakeholder engagement, and structured reporting. Regular progress meetings and site visits are integral to Stage (i).

Key activities and deliverables include:

• Project Initiation (Sub-Stage i a):
• Inception meeting, confirmation of project objectives, constraints, and success criteria.
• Establishment of communication protocols, programme, milestones, and reporting structure.
• Creation of project risk and stakeholder registers (EPA, Irish Water, OCC Planning, landowners, internal OCC teams).
• Deliverables: Inception Report, Project Execution Plan, Communications Plan, Programme, Risk Register, Stakeholder Register.
• Review of Existing Information (Sub-Stage i b):
• Review of historic landfill records, previous investigations, engineering studies, EPA licence and monitoring data, leachate production records, geological/hydrogeological reports, Irish Water discharge arrangements, existing operating costs, and infrastructure records.
• Deliverables: Existing Information Review Report, Data Gap Analysis.
• Baseline Assessment (Sub-Stage i c):
• Site inspection, assessment of existing infrastructure (pumps, tanks, lagoons, pipework), review of leachate storage and pumping systems, and environmental baseline (groundwater, surface water, habitats).
• Development of a Conceptual Site Model (CSM).
• Assessment of future leachate generation, including climate change impacts.
• Assessment of existing system performance.
• Mandatory ground and groundwater investigation (trial pits, boreholes, sampling, tests).
• Procurement and management of subcontracted investigation works.
• Deliverables: Baseline Assessment Report, Conceptual Site Model, Leachate Generation Assessment, Existing System Performance Review, Ground and Groundwater Investigation Report (including subcontractor documentation), and interpretation.
• Options Assessment (Sub-Stage i d):
• Evaluation of feasible long-term leachate management options (e.g., continuation of existing, on-site treatment, constructed wetlands, membrane systems, new lagoons, surface water diversion, landfill capping, combination options, alternative ownership/disposal).
• Assessment using Multi-Criteria Analysis (MCA), Cost-Benefit Analysis (CBA), Whole-life cost modelling, carbon assessment, environmental risk assessment, regulatory pathway analysis, climate resilience assessment, and sensitivity analysis.
• Deliverables: Options Appraisal Report, Multi-Criteria Analysis, Cost-Benefit Analysis, Sensitivity Analysis, Ownership/Disposal Feasibility Assessment, Preferred Option Recommendation.
• Stage Gate (i) – Preliminary Services:
• Submission of all deliverables from sub-stages (i a) to (i d).
• The Council will review for completeness and accuracy of assessments, investigations, and option evaluations.
• Project Management:
• Undertake site visits, attend inception and progress meetings, prepare agendas/minutes, provide monthly progress reports, and coordinate specialist inputs/stakeholder engagement.
• Nominate a dedicated contract manager.

3. Background & buyer context

Offaly County Council is procuring consultancy services to address the ongoing management of leachate at Derryclure Landfill. Although waste acceptance operations are paused, the facility continues to generate leachate, necessitating continuous treatment and management. This situation results in significant operational costs and environmental obligations for the Council. The procurement is driven by the need to ensure continued EPA licence compliance, protect groundwater and surface waters, and minimise long-term environmental liabilities. This project aligns with the Council's environmental management responsibilities and regulatory obligations. The current leachate management arrangements are assessed as potentially inadequate, requiring a strategic review and the identification of sustainable long-term solutions. This tender covers only Stage (i) – Preliminary Services; subsequent stages will be procured separately.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements on a pass/fail basis to be considered admissible:

• Turnover requirement:
• Confirmation that the tendering party's turnover exceeded €500,000 in one of the last three years.
• For recently established firms, pro-rata turnover is acceptable, provided the firm has been in existence for at least 6 months.
• Confirmation of financial standing demonstrating the capacity to pay debts as they fall due. Evidence required prior to award.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Professional Indemnity: €1.25 million
• Environmental Liability Impairment (EIL): €1 million (where risk of gradual pollution/contamination exists).
• Certifications:
• Health & Safety Management System: In line with Safety, Health & Welfare at Work legislation. Evidence required as a condition of contract award.
• Quality Assurance Management System: Details of policies and systems, and whether 3rd party certified.
• Environmental Management System: Appropriate system, whether 3rd party certified or in-house.
• Past experience:
• A minimum of two previous comparable contracts.
• Each contract description must include specific, verifiable details demonstrating capability. Required elements include: Project Title, Client, Contract Value, Duration, Scope of Works, Relevance to Mandatory Experience Areas, Key Deliverables, Technical Disciplines, Regulatory Engagement, Outcome/Benefits, and Team Members Involved.
• Personnel:
• Demonstrate access to the minimum number of skilled personnel as defined in the Tender Response Document (TRD). Specific roles and minimum experience levels are detailed within the TRD.
• Geographic / facility constraints:
• Not specified for this tender.

Tenderers may rely on the resources of other entities (e.g., SMEs forming consortia) to meet these requirements, provided they can prove these resources will be at their disposal.

5. Award criteria & scoring

The contract will be awarded on the basis of the Most Economically Advantageous Tender (MEAT), with a total maximum score of 100 marks.

• Cost: Scored using a proportional formula based on the lowest tender price. A single lump-sum price is required.
• Qualitative Criteria (B-F): Scored based on detailed descriptions provided by tenderers. Marks range from 0-100% for each criterion, with specific interpretations for score ranges (Outstanding, Excellent, Very Good, Good, Acceptable, Mediocre, Poor, No response). A score below 50% for any qualitative criterion is considered inadmissible.
• Tie-breaker: In case of a tie, the tenderer with the highest quality score will be awarded. If quality scores are identical, the tenderer with the highest score on the highest weighted qualitative criterion wins.

6. Submission requirements

Tenderers must submit their response via the eTenders.gov.ie portal. The submission must include:

• Tender Response Document (TRD): This document contains the self-declaration model for suitability and technical capacity.
• European Single Procurement Document (ESPD): May be used electronically via eESPD on eTenders or as a separate uploaded attachment.
• Declarations:
• Declaration of Bona Fides (as per Art. 57 of Directive 2014/24/EU).
• Declaration regarding compliance with relevant statutory obligations (Irish or equivalent legislation).
• Financial Information:
• Confirmation of tax compliance with Irish Revenue Commissioners and country of establishment.
• Confirmation of turnover exceeding €500,000 in one of the last three years (or pro-rata for newer firms).
• Confirmation of financial standing.
• Insurance Confirmation: Evidence of required Employer’s Liability, Public Liability, Professional Indemnity, and Environmental Liability Impairment insurances.
• Technical Capacity Information:
• Details of personnel and skills, including minimum numbers as defined in the TRD.
• Details of technical equipment and resources, including minimum requirements as defined in the TRD.
• Descriptions of at least two previous comparable contracts.
• Information on Health & Safety, Quality Assurance, and Environmental Management Systems.
• Pricing Schedule: A single lump-sum price for Stage (i).
• CVs: For key personnel as detailed in the TRD.
• Method Statement / Response Document: Demonstrating understanding and methodology.
• Case Studies: Not explicitly mentioned, but relevant experience is required.
• Mandatory site visit: Not specified.
• Submission Portal: www.etenders.gov.ie only.

7. Key dates & process

8. Contract terms that matter

• Contract Length: 120 days, with a potential extension of up to 30 days at the Contracting Authority's sole discretion.
• Payment Terms: Payment will be made upon acceptance of Stage (i) deliverables, specifically the Ownership/Disposal Feasibility Assessment. Payment is expected within 30 days of invoice submission, subject to deductions for withholding tax.
• Key SLAs/KPIs: Not explicitly detailed as formal SLAs/KPIs, but successful delivery of all Stage (i) deliverables to the Council's satisfaction is implicit. Monthly progress reports and regular meetings are required.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: The Contracting Authority reserves the right to terminate the contract at its sole discretion due to matters outside its control (e.g., increased costs rendering the arrangement uncompetitive). Termination for convenience is also possible with 14-28 days' notice.
• IP ownership: Not specified.
• Sub-contracting rules: Tenderers may rely on the resources of other entities, but if successful, a grouping must establish legal personality. The consultant is responsible for procuring and managing subcontracted investigation works.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

• Phased Procurement: This tender is for Stage (i) only. The outcome of this stage will determine if the project proceeds to subsequent procurement stages (Stages ii-v). This creates uncertainty for bidders regarding future opportunities.
• Indicative Budget: The budget of €50,000 – €100,000 (ex VAT) is relatively modest for the scope, which includes significant ground investigations and complex option appraisals. This may influence the calibre or number of firms willing to bid, or the depth of investigation possible.
• Subcontracting Management: The requirement for the consultant to procure, tender, evaluate, appoint, and supervise all subcontracted investigation works adds a layer of complexity and risk, particularly regarding compliance with public procurement rules for those subcontracts.
• Environmental Liability Insurance: The mandatory €1 million Environmental Liability Impairment (EIL) insurance, where applicable, indicates the perceived environmental risk associated with the site.
• No Minimum Score for Cost: While qualitative criteria have minimum scores, the cost criterion does not. This means the lowest price, if compliant, could theoretically score maximum points, potentially leading to a price-driven award if qualitative scores are close.
• Contract Duration: A fixed 120-day contract for a complex assessment including site investigations and procurement of subcontractors is ambitious and may require efficient project management.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs), particularly those with specialised environmental engineering expertise.

• Who can credibly bid: A firm with demonstrable experience in landfill leachate management, environmental engineering consultancy, and managing complex site investigations. Experience with EPA-regulated projects and multi-criteria option assessments is crucial. SMEs can form consortia or joint ventures to meet financial or technical capacity requirements, such as the turnover threshold or the need for specific technical resources.
• Consortium/sub-contracting: Consortia and joint ventures are explicitly permitted. SMEs are encouraged to collaborate. The consultant is also required to manage subcontractors for site investigations, meaning a lead consultant may not need to directly employ all investigation personnel.
• Indicative bid-prep effort: Preparing a compliant bid will require significant effort. This includes gathering evidence for past experience (two comparable projects with detailed descriptions), detailing management systems (H&S