Single-Party Framework Agreement for the Provision of Project Management Led Multi-Disciplinary Design Team Consultancy Services for the Construction of a VR Incident Command Suite Extension

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract involves the provision of project management-led multi-disciplinary design team consultancy services for the construction of a Virtual Reality (VR) Incident Command Suite Extension at the Fire Service Training & Development Centre in Kilcruttin, Tullamore, Co. Offaly. The project aims to enhance training capabilities for fire service personnel through advanced simulation technologies.

The contractor's day-to-day activities will include:

• Project Management: Overseeing the entire project lifecycle, ensuring adherence to timelines and budgets.
• Design Services: Providing architectural, civil, structural, and building services design.
• Consultation and Coordination: Engaging with stakeholders, including fire service representatives and local authorities, to gather requirements and feedback.
• Documentation: Preparing necessary documentation for planning permissions and compliance with building regulations.
• Site Management: Supervising construction activities on-site to ensure safety and quality standards are met.
• Reporting: Regularly updating the Offaly County Council on project progress, challenges, and milestones.
• Phased Approach: The project will be executed in phases, including:
• Phase 1: Preliminary Design and Planning
• Phase 2: Detailed Design

The contractor must ensure that all deliverables align with the project specifications and comply with relevant regulations.

3. Background & buyer context

This procurement aligns with Offaly County Council's strategic initiative to enhance emergency response capabilities through advanced training facilities. The project is part of a broader effort to modernize fire service training, ensuring personnel are equipped with the latest skills and technologies. The decision to procure these services is driven by the need for specialized expertise in multi-disciplinary design and project management, particularly in the context of constructing a state-of-the-art training facility. The incumbent provider is not specified in the tender documents.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €800,000 over the last three financial years (2023, 2024, 2025).
• Insurance:
• Public Liability Insurance: Minimum €6,500,000 per accident.
• Employer’s Liability Insurance: Minimum €13,000,000 per accident.
• Professional Indemnity Insurance: Minimum €1,000,000 per claim and €1,500,000 annual aggregate.
• Certifications: Not specified for this tender.
• Past experience: Evidence of at least three comparable projects completed in the last five years.
• Personnel: Key personnel must include a project manager with a minimum of five years' experience in similar projects.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will follow the Most Economically Advantageous Tender (MEAT) principle, balancing quality and price.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, limited to 20 pages.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Must follow the specified format in the provided template.
• Case studies: Provide three case studies of similar projects, with values ranging from €100,000 to €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: A site visit is required; details will be provided upon request.
• Submission portal: All documents must be submitted via the eTenders platform, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial contract duration of 12 months, with potential for extensions based on performance.
• Payment terms: Payments will be milestone-based, contingent on the completion of specific project phases.
• Key SLAs/KPIs: Performance indicators will include adherence to timelines, budget compliance, and quality of deliverables.
• Liquidated damages: A penalty regime will apply for delays, with specific amounts to be defined in the contract.
• Termination clauses: The contract may be terminated for non-performance or failure to meet specified criteria.
• IP ownership: All intellectual property generated during the project will remain with Offaly County Council.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed and approved by the contracting authority.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €800,000 may limit participation to larger firms, potentially excluding smaller businesses.
• Insurance requirements: High insurance coverage levels may pose a barrier for smaller firms without established insurance relationships.
• Geographic constraints: Not specified, but any implicit local preference could limit competition.
• Tight timelines: The project has a defined go-live date, which may pressure bidders to meet aggressive schedules.
• Incumbent advantage: If an incumbent exists, they may have an advantage in terms of familiarity with the project and stakeholders.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in project management and multi-disciplinary design services. Viable bidders should have:

• A proven track record in similar projects, ideally with experience in public sector contracts.
• The capability to meet insurance and turnover requirements, potentially through consortium arrangements.
• An estimated bid preparation effort of 10-15 days, including document preparation and site visits.
• A moderate Pwin signal, as the presence of an incumbent may influence competition dynamics.

Consortium or subcontracting arrangements are allowed, enabling smaller firms to collaborate and meet the tender requirements collectively.

11. Where to dig deeper

• Source RFT filename: QC1 Part 1 Tullamore Fire PM Lead.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix B1 - List of Previous Projects/Certificate of Satisfactory Execution
• Suitability Assessment Questionnaire (Part 1)