Purchase of 1 No. Self Propelled Cabbed Chip Spreader

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 procurement concerns the supply of one (1) self-propelled, cabbed chip spreader. The Goods Contract will have an initial term of 24 months, with the option for the Contracting Authority to extend the term by up to 12 months. The estimated expenditure for the goods over the term, including potential extensions, is €400,000 (excluding VAT).

The core requirement is to provide a chip spreader that meets the minimum specifications outlined in Appendix 1 of the RFT. While specific operational tasks are not detailed, the scope implies the provision of a functional unit capable of performing road maintenance or similar spreading operations. The tender documents do not specify volumes or frequencies of use, but the estimated value suggests a single unit purchase for ongoing operational use.

Key components and requirements for the chip spreader include:

• Self-Propelled: The unit must be self-powered and mobile.
• Cabbed: The operator must be accommodated within a protective cab.
• Chip Spreader Functionality: The primary function is to spread chips (likely for road surfacing or maintenance).
• Compliance with Specifications: Tenderers must confirm their ability to meet all requirements detailed in Appendix 1.
• Manufacturer's Warranty: A minimum of 12 months manufacturer's warranty is required.
• Delivery: All prices quoted must be all-inclusive, including shipping, packaging, and delivery.
• Documentation: Where samples are provided, comprehensive documentation and manuals relating to operation, maintenance, safety, and disposal are required.

The tender is structured as a single lot. The Contracting Authority reserves the right to cancel the competition at any time before a formal contract is executed.

3. Background & buyer context

Donegal County Council is the Contracting Authority for this procurement. The tender is being issued under an open procedure, adhering to the European Union (Award of Public Authority Contracts) Regulations 2016. The procurement aims to acquire a specific piece of equipment, a self-propelled cabbed chip spreader, to meet the Council's operational needs.

The estimated expenditure of €400,000 suggests a significant capital investment for a single unit, indicating a requirement for a robust and specialized piece of machinery. The tender documents emphasize encouraging participation from Small and Medium Enterprises (SMEs) and suggest that larger enterprises should consider including SMEs in their proposals to maximise social and economic benefits. This aligns with broader government policy objectives to support SME growth and local economic development.

There is no mention of an incumbent supplier or a specific programme this procurement directly feeds into, beyond the general operational requirements of Donegal County Council. The strategic driver appears to be the need for updated or new road maintenance equipment to ensure efficient service delivery.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered compliant:

• Turnover requirement:
• Average annual financial turnover for the previous 3 years (or each year of operation if less than 3 years) must be a minimum of €500,000.
• Insurance:
• Employer’s Liability: €13 Million
• Public Liability: €6.5 Million
• Product Liability: €6.5 Million
• Environmental Liability Impairment: €6.5 Million
• Professional Indemnity: Not specified for this tender.
• Certifications:
• Not specified for this tender.
• Past experience:
• Details of 2 previous similar contracts completed in the last 3 years are required.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Not specified for this tender.

Tenderers must also complete and submit the European Single Procurement Document (eESPD), the Tenderer’s Statement (Appendix 3), and the Declaration as to Personal Circumstances (Appendix 4). They must confirm their ability to meet the technical specifications outlined in Appendix 1.

5. Award criteria & scoring

The award of the contract will be based on the evaluation of compliant tenders. The tender documents do not explicitly detail the award criteria or scoring methodology in a table format. However, it is implied that the evaluation will consider factors beyond just price. The procurement is conducted under an open procedure, which typically involves a balance between quality and price. Tenderers must confirm their ability to meet all specified requirements. The Contracting Authority reserves the right not to accept the lowest priced tender.

6. Submission requirements

Tenderers must submit the following documentation:

• European Single Procurement Document (eESPD): Completed electronically.
• Tenderer’s Statement: Signed and submitted on letterhead, as per Appendix 3.
• Declaration as to Personal Circumstances: Signed, as per Appendix 4.
• Evidence of Turnover: A statement demonstrating annual financial turnover for the previous 3 years (or fewer if applicable), meeting the minimum requirement of €500,000. This should be submitted on one A4 page.
• Pricing Schedule: Completed and signed, as per Appendix 2.
• Specification Confirmation: A statement confirming the ability to meet requirements detailed in Appendix 1.
• Past Experience Details: Information on 2 previous similar contracts completed in the last 3 years.
• All-inclusive Pricing: Prices must be all-inclusive (shipping, packaging, delivery, ancillary costs) and quoted in Euro, exclusive of VAT.
• Tax Clearance: Tax Clearance Access Number and Tax Reference Number must be provided for online verification.

All submissions must be made via the electronic tenderbox on www.etenders.gov.ie. Tenders must be submitted in English.

7. Key dates & process

8. Contract terms that matter

• Term: The initial contract term is 24 months.
• Extension: The Contracting Authority has the right to extend the term for a period or periods of up to 12 months, with a maximum of one such extension.
• Pricing Validity: All prices quoted must remain valid for 6 months from the Tender Deadline.
• Price Adjustments: Prices may be increased or decreased only on the first anniversary of the Effective Date of the Goods Contract and subsequent anniversaries, based on a specified index.
• Payment Terms: Payments will be made in accordance with the Goods Contract at Appendix 5.
• Warranty: A minimum manufacturer’s warranty period of 12 months is required.
• Termination: Either party may terminate the contract with 14 days' notice in circumstances where no queries are raised within a specified 14-day period (this clause appears to relate to invoice acceptance, not general termination). Breach(es) capable of remedy can be terminated with 30 days' notice after a written request.
• Sub-contracting: The successful Tenderer must designate a Prime Contractor responsible for the entire contract, irrespective of sub-contracting.
• Insurance: The successful Tenderer must hold specified insurance cover for the term of the contract.
• Tax Compliance: Compliance with all EU and domestic tax laws is a condition of the contract.

9. Risks, red flags & unusuals

• Turnover Requirement: The minimum annual turnover requirement of €500,000 is a significant hurdle for very small businesses, especially given the estimated contract value of €400,000 over two years. This may limit the pool of potential bidders.
• Insurance Levels: The insurance requirements, particularly Public Liability and Product Liability at €6.5 million each, are substantial for a single-unit purchase.
• No Explicit Award Criteria: The absence of a detailed breakdown of award criteria and scoring weights means bidders must infer the importance of quality versus price.
• Single Lot: The procurement is for a single item, meaning no opportunity for partial bidding or specialization across multiple lots.
• eTenders File Size Limits: Tenderers must be mindful of the 250MB per file and 2GB total upload limits on the eTenders platform.

10. SME fit assessment

This tender is structured to allow for SME participation, with explicit encouragement for SMEs to form relationships with larger enterprises or other SMEs if the scope is beyond their individual capacity. However, the minimum annual turnover requirement of €500,000 is a significant threshold for many small businesses. A credible bidder would likely be a specialist supplier of road maintenance equipment or a general vehicle/machinery supplier with a dedicated division for such equipment.

Consortium bidding is permitted, and SMEs are encouraged to explore this. Sub-contracting is also a possibility, with the Prime Contractor bearing overall responsibility. The bid preparation effort would involve understanding the technical specifications in Appendix 1, completing the eESPD, preparing the pricing schedule, and gathering evidence of past experience and turnover. This could reasonably take several days for a company familiar with public procurement.

The tender does not explicitly mention an incumbent, but the specific nature of the equipment and the turnover/insurance requirements suggest that established suppliers in the road maintenance equipment sector are likely to be the primary bidders.

11. Where to dig deeper

• Source RFT Filename: Request for Tender Doucment Purchase of 1 No. Self Propelled Chip Spreader for Donegal County Council.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact: All queries must be directed via the messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement