Provision of Services for Preparation of Integrated Source Protection Plan

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 contractor will provide services to develop an Integrated Source Protection Plan (ISPP) for the Kilmovee Urlaur Group Water Scheme (GWS). The ISPP aims to protect the water source from contamination. The contract duration is 12 months from the award date.

The core activities include:

• Development of the ISPP: This involves creating a comprehensive plan that identifies potential risks to the water source and outlines measures to mitigate these risks. The plan must comply with the European Union (Drinking Water) Regulations 2023 (S.I. No. 99/2023).
• Data Analysis: The contractor will analyse existing data related to the water source, including water quality parameters such as colour, turbidity, THMs, nitrates, TP, and conductivity. This analysis will inform the risk assessment and protection measures. For example, raw water colour values ranged from 2 mg/L PtCo, and treated water colour ranged from 2 mg/L PtCo. Turbidity of raw and treated water ranged from a minimum of 0.
• Risk Assessment: A thorough assessment of potential contamination pathways and sources within the catchment area will be conducted. This includes considering agricultural practices such as fertiliser and soiled water spreading, with specific buffer zones stipulated (e.g., no chemical fertiliser within 2m of surface waters, organic fertiliser/soiled water spread within 20m of a lake shoreline or 5m of a surface water course).
• Protection Measures: The contractor will define and recommend specific protection measures. This may include recommendations for infrastructure improvements, such as replacing dilapidated timber fencing around the water treatment plant.
• Reporting and Documentation: The contractor will produce the final ISPP document. This will be based on the Request for Tenders (RFT) and the contractor's submission, including any clarifications. The contractor must also comply with the Client's directions and any project governance protocols.
• Key Personnel Engagement: The contractor must ensure that key personnel, as specified in their submission, are available for the duration of the agreement. Any replacement personnel must have equivalent experience and expertise, subject to the Client's discretion.
• Client Liaison: Regular liaison with the Client's Contact is required to address issues, agree on milestones, and report on progress. The contractor must keep the Client informed of any matters affecting their obligations.

The final ISPP must be completed within 12 months of the contract award.

3. Background & buyer context

The procurement is driven by the transposition of S.I. No. 99/2023 – European Union (Drinking Water) Regulations 2023. These regulations mandate the requirement for an Integrated Source Protection Plan (ISPP) to ensure the safety and quality of drinking water. The Kilmovee Urlaur Group Water Scheme (GWS) is the contracting authority procuring these services to meet this regulatory obligation. The scheme serves the Kilmovee Urlaur area. The tender documents reference existing dilapidated timber fencing surrounding the Kilmovee Urlaur water treatment plant, suggesting potential infrastructure needs that may be addressed within the ISPP.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Professional Indemnity: €1,500,000 Bidders must confirm their ability to upgrade to these levels if successful.
• Certifications: Not specified for this tender.
• Past experience:
• A minimum of 5 years' practical expertise in catchment science is required for one role.
• A minimum of 10 years' demonstrated expertise in catchment science is required for another role.
• The RFT requires a minimum of one year's data for surface water sources.
• Personnel:
• A role requiring a degree in a relevant discipline and a minimum of 5 years' practical expertise in catchment science.
• A role requiring a degree in a relevant discipline and a minimum of 10 years' demonstrated expertise in catchment science.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring percentages in the provided text. However, the contract will be awarded based on the RFT and the Contractor's Submission, which includes the Specification. The contract will be awarded to the tenderer who provides the most economically advantageous tender. The contractor must act with due care, skill, and diligence. Payment of charges is subject to the contractor's compliance with the agreement, including any milestones and operational protocols.

6. Submission requirements

Bidders are required to submit the following:

• Response Document: This will form part of the contract, incorporating the RFT, RFT Clarifications, the Contractor's Submission, and any Submission Clarifications.
• Pricing Schedule: Details of the Charges are to be stipulated in Schedule C.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (dated 04/06/21), confirming no exclusion grounds under Regulation 57 apply.
• Tax Clearance Certificate must be current and provided to the Client.
• Insurance: The contractor must retain and maintain insurances for the nature and amount specified in the RFT. Proof of current premiums and valid certificates of insurance must be provided upon request.
• Key Personnel: Details of key personnel assigned to provide the Services must be available for the Term of the Agreement.
• Subcontractors: The contractor assumes full responsibility for its subcontractors and must ensure their compliance with the agreement.

7. Key dates & process

8. Contract terms that matter

• Term: The agreement has an initial Term, with the Client reserving the right to extend it for periods of up to one month, with a maximum of six such extensions permitted, subject to legal obligations. The final ISPP must be completed within 12 months of the award.
• Payment Terms: Payment of Charges is subject to the contractor's compliance with the agreement, including milestones and operational protocols. Invoices require supporting documentation and must be submitted to the Client's Contact. Queries on invoices must be raised within 14 calendar days; otherwise, the invoice is deemed accepted. Payment is subject to the Client possessing the Contractor's current Tax Clearance Certificate. The European Communities (Late Payment in Commercial Transactions) Regulations, 2012 apply.
• Key SLAs/KPIs: Compliance with service levels and performance indicators set out in Schedule D is required. Time of delivery is of the essence.
• Liquidated Damages: Not explicitly detailed with specific amounts, but the contract states that if the contractor fails to deliver within the specified time, the Client may deduct amounts as liquidated damages up to a threshold, and may terminate the agreement.
• Termination: Either party may terminate with one month's written notice. Termination can also occur immediately for serious breach (if not remedied within 30 days), insolvency, conflict of interest, or if exclusion grounds under Regulation 57 apply. Force Majeure events continuing for 14 days allow termination with 14 days' notice.
• IP Ownership: All Intellectual Property Rights (IPR) in reports, data, manuals, and other materials produced for the agreement vest in the Client. The Client grants the contractor a royalty-free, non-exclusive licence to use the Client's pre-existing IPR for the Term.
• Sub-contracting: The contractor is the prime contractor and assumes full responsibility for subcontractors, ensuring their compliance with the agreement. The Client can require the contractor to replace a subcontractor if exclusion grounds apply.
• Parent-company guarantee or bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Tight Deadline for ISPP Completion: The requirement for the final ISPP to be completed within 12 months of award, while standard for such plans, requires efficient project management.
• Client's Right to Extend: The Client's ability to extend the contract for up to six one-month periods offers flexibility but introduces uncertainty regarding the final contract duration.
• Detailed Insurance Requirements: The specified insurance levels (€13m Employers Liability, €6.5m Public Liability, €1.5m Professional Indemnity) are substantial and may be a barrier for very small or newly established firms.
• Data Analysis Scope: While specific water quality parameters are mentioned, the depth and breadth of data analysis required for the ISPP are not fully detailed, potentially leading to scope creep if not clarified.
• Client Discretion on Replacement Personnel: The Client's "absolute discretion" regarding the suitability of replacement key personnel could lead to disputes if replacements are not deemed acceptable.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with specialised expertise in environmental science, hydrogeology, and water resource management. The estimated value of €15,000 suggests a project of moderate scope, manageable for a focused SME.

• Credible Bidders: A viable bidder would likely be a consultancy firm with demonstrable experience in developing source protection plans, water quality analysis, and environmental risk assessment. They would need to possess or be able to secure the required insurance levels. The personnel requirements, specifically the need for individuals with 5-10 years of experience in catchment science, indicate a need for qualified professionals rather than junior staff.
• Consortium/Sub-contracting: The contract documents do not explicitly prohibit consortia or sub-contracting. However, the contractor is designated as the "prime contractor" with full responsibility for all obligations, including those of subcontractors. This implies that any sub-contracting arrangements must be managed carefully by the prime contractor.
• Indicative Bid-Prep Effort: Preparing a bid for a tender of this nature, including detailing methodologies, personnel qualifications, and pricing, could require approximately 5-10 working days for a small team.
• Pwin Signal: The tender is for a specific, regulated deliverable (ISPP) for a Group Water Scheme. There is no explicit indication of an incumbent provider being favoured, nor is it a framework agreement. The value is modest, suggesting it's not a high-stakes competition for major consultancies, but rather a focused procurement for a specific technical service.

11. Where to dig deeper

• Source RFT Filename: [Blank_GWS_ISPP_Contract_for_Services.docx]
• eTenders CFT ID: Not specified
• Contact Email / Clarification Portal: www.etenders.gov.ie (messaging facility)
• Most Important Attachments:
• Schedule B – Specification of Services
• Schedule C – Charges
• Appendix 6 – Confidentiality Agreement