Single Party Framework Agreement for the Provision of Design and Project Management Services for the proposed Office Fit-out for the National Treatment Purchase Fund

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

This tender seeks a single party framework agreement for the provision of design and project management services for a proposed office fit-out for the National Treatment Purchase Fund (NTPF). The framework agreement will establish the terms and conditions under which the successful bidder, referred to as the Framework Member, will be appointed to provide these services. The NTPF may then issue 'Call-Off Contracts' to the Framework Member for specific fit-out projects.

The scope of services includes, but is not limited to:

• Design Services: This encompasses all aspects of design related to the office fit-out, including space planning, strategy development, and detailed design. The services must meet sustainability requirements, including a minimum BER A3 rating.
• Project Management: The Framework Member will be responsible for managing the entire fit-out process. This includes overseeing the procurement of fit-out contractors, managing construction works, and ensuring the successful handover of the completed project.
• Strategy and Planning: The initial phase involves developing the strategy, space planning, and overall design approach for the office fit-out.
• Detailed Design: Following the initial strategy, detailed design specifications will be developed.
• Procurement Support: The Framework Member will assist in the evaluation and award process for fit-out contractors.
• Fit-Out and Construction Management: This is the core execution phase, where the Framework Member will manage the physical works.
• Handover: The final stage involves the formal handover of the completed office fit-out.

The framework agreement is for a period of four years, with a maximum estimated value of €600,000 (excluding VAT) over its lifetime. This value is not a guarantee of spend. The NTPF reserves the right to operate outside the framework if it is not achieving value for money or if the nature of a contract benefits from a separate competitive process. Contracts awarded under the framework may be by direct appointment or by invitation for a Supplementary Tender if the original tender competition did not specifically address a particular contract's needs.

3. Background & buyer context

The National Treatment Purchase Fund (NTPF) is procuring design and project management services for a proposed office fit-out. This procurement is being conducted under an open procedure, advertised on etenders.gov.ie. The NTPF currently employs 105 direct and contract staff and manages a budget of €200 million. The establishment of this framework agreement is intended to streamline the process for future office fit-out projects, ensuring a consistent approach to design and project management. The framework agreement itself is a standard form, with the successful bidder expected to indicate any objections to its terms within their tender submission.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Public Liability: €6,500,000 per claim, with a maximum excess of €10,000.
• Employer's Liability: €13,000,000 per claim.
• Professional Indemnity: €1,500,000 on each and every claim basis, and €1,500,000 on an annual aggregate basis. The maximum excess is not specified.
• Certifications: Not specified for this tender.
• Past experience:
• A minimum of 15 years' experience leading on large projects similar in nature, scale, and complexity.
• A minimum of 10 years post-qualification experience working on projects similar in nature and scale.
• Evidence of satisfactory execution of previous projects must be provided using the format in Appendix B1, with up to 28 instances possible.
• Personnel: Not specified for this tender, beyond the general experience requirements.
• 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 documents. However, the tender documents indicate that the Framework Member will be appointed following an evaluation of its tender against published award criteria. The framework agreement itself is a draft, and the successful bidder is required to indicate any objections to its terms. The selection process will involve evaluating tenders against these criteria, and the contract will be awarded to the most economically advantageous tender.

6. Submission requirements

Bidders are required to submit the following:

• Tender Response: A comprehensive response detailing how they will meet the requirements of the framework agreement.
• Pricing Schedule: Details of pricing for services, as per Schedule 1 of the Framework Agreement.
• Resources: Details of nominated personnel and their qualifications, as per Schedule 2 of the Framework Agreement.
• Insurances: Evidence of insurances in place, meeting the levels required for the framework, as per Schedule 3.
• Proposed Contract Terms and Conditions: As per Schedule 4. Bidders must indicate any objections to the draft Framework Agreement Terms and Conditions.
• Appendix B1: List of Previous Projects/Certificate of Satisfactory Execution: Applicants must provide up to 28 certificates of satisfactory execution for previous projects of a similar nature.
• Declarations: Not explicitly detailed, but standard declarations regarding bona fides, tax clearance, and conflicts of interest are implied by the contract terms.
• Submission Portal: Tenders must be submitted via the etenders.gov.ie portal.

7. Key dates & process

8. Contract terms that matter

• Term: The Framework Agreement is for a period of four (4) years from the Commencement Date.
• Extension: Not specified.
• Payment Terms: Payment is due within 30 days after the Consultant supplies a valid invoice, provided a current tax clearance certificate is supplied. Fees are subject to inflation adjustment annually, except for elements based on calculated time charges or specific disbursements.
• Key SLAs/KPIs: Not specified in the provided documents.
• Liquidated Damages: Not specified.
• Termination: The Contracting Authority can terminate with three (3) months' written notice, or fourteen (14) days' notice for material breach or failure to perform. Termination can also occur if improved value for money is available elsewhere, business needs change, or if the Member becomes unable to pay debts or faces insolvency proceedings.
• IP Ownership: Not specified.
• Sub-contracting: The Consultant may not sub-contract performance of any Services unless agreed or requested by the Client. The Consultant remains responsible for the acts and omissions of sub-consultants.
• Parent Company Guarantee/Bond: Not specified.

9. Risks, red flags & unusuals

• Single-Operator Framework: This is a single-operator framework, meaning only one bidder will be appointed. This significantly limits competition and may indicate a preference for an incumbent or a highly specialised provider.
• Low Framework Value: The maximum framework value of €600,000 over four years (€150,000 per year) is relatively low for design and project management services for office fit-outs, especially considering the €6.5 million public liability and €13 million employer's liability insurance requirements. This suggests the framework may be for smaller, specific projects or that the NTPF anticipates using it sparingly.
• Draft Framework Agreement: Bidders are required to submit tenders without a signed agreement but must indicate any objections to the draft terms. This places the onus on the bidder to identify and raise concerns upfront, potentially leading to negotiation during the tender process.
• Extensive Experience Requirements: The minimum 15 years of leading large projects and 10 years of post-qualification experience are substantial, potentially filtering out smaller or newer firms.
• Unspecified Award Criteria: While the tender states tenders will be evaluated against published award criteria, these criteria and their weighting are not detailed in the provided documents. This lack of transparency can make it difficult for bidders to tailor their submissions effectively.

10. SME fit assessment

This tender is structured as a single-party framework agreement with a low overall value (€600,000 over 4 years). The substantial insurance requirements (€6.5m PL, €13m EL, €1.5m PI) and the significant minimum experience criteria (15 years leading large projects, 10 years post-qualification) suggest that the tender is primarily aimed at established firms with a proven track record in delivering significant projects.

• Who can credibly bid: Established consultancies or project management firms with extensive experience in office fit-outs and a strong financial standing to meet the insurance demands. Small to medium-sized enterprises (SMEs) may struggle to meet the experience thresholds and insurance levels unless they operate as part of a consortium.
• Consortium/Sub-contracting: The draft framework agreement states that the Consultant may not sub-contract performance of any Services unless agreed or requested by the Client. This implies that while sub-contracting might be permissible with approval, the primary responsibility remains with the Framework Member. Consortium bids are not explicitly mentioned but would likely be evaluated based on the combined experience and capabilities of the members.
• Indicative bid-prep effort: Given the need to provide up to 28 certificates of satisfactory execution, detail significant past experience, and address objections to the draft framework agreement, bid preparation could require substantial effort, potentially 10-20 days for a well-prepared firm.
• Pwin signal: The single-operator nature of the framework and the high experience bar suggest a potentially limited competitive field. If an incumbent provider has a strong existing relationship and a track record with the NTPF, they may have an advantage. The low framework value might also deter larger firms focused on higher-value projects.

11. Where to dig deeper

• Source RFT filename(s): Not explicitly stated, but implied by the eTenders reference.
• eTenders CFT ID: 8889484
• Contact email or clarification portal: etenders.gov.ie (for queries and submission)
• Most important attachments:
• DRAFT Framework Agreement Terms and Conditions.pdf
• Appendix B1: List of Previous Projects/Certificate of Satisfactory Execution
• COE1_Standard Conditions of Engagement.pdf