FIN-21 - Architectural and Project Management Services

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 Health Information and Quality Authority (HIQA) seeks to procure architectural and project management services for the refurbishment of offices located in Cork and Dublin. The contractor will be responsible for a range of activities essential to the successful completion of the project.

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

• Project Management: Overseeing the entire refurbishment process, ensuring adherence to timelines, budgets, and quality standards.
• Architectural Design: Developing architectural plans and designs that comply with relevant regulations and standards.
• Technical Support: Providing technical staff with a minimum of five years’ post-qualification experience (PQE) in architectural projects.
• Stakeholder Engagement: Coordinating with HIQA and other stakeholders to gather requirements and feedback throughout the project lifecycle.
• Compliance and Reporting: Ensuring all designs and works comply with the Public Sector Climate Action Mandate, which requires a minimum of 51% reduction in CO2 by 2030.
• Documentation: Preparing and submitting all necessary documentation, including design reports, compliance certificates, and project updates.
• Site Management: Conducting regular site visits to monitor progress and address any issues that arise during construction.

The contractor must demonstrate experience in similar projects and provide evidence of past work that aligns with HIQA's requirements.

3. Background & buyer context

This procurement aligns with HIQA's ongoing commitment to improving health and social care services in Ireland. The refurbishment project is part of a broader initiative to enhance operational efficiency and service delivery within the organization. The decision to procure these services now is driven by the need to modernize existing facilities and ensure compliance with updated health and safety standards. HIQA has a history of engaging with various contractors for similar projects, although the incumbent for this specific tender has not been disclosed.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Minimum average annual turnover of €800,000 for the last three financial years.
• Insurance:
• Minimum level of Public Liability Insurance required in respect of any one accident: €2,600,000.
• Minimum level of Employer’s Liability Insurance required in respect of any one accident: €2,600,000.
• Minimum level of Professional Indemnity Insurance: €1,500,000.
• Certifications: Bidders must hold relevant certifications from recognized bodies, such as the Royal Institute of Architects in Ireland (RIAI).
• Past experience: Minimum of three comparable projects completed in the last five years, demonstrating similar scale and complexity.
• Personnel: Key team members must have a minimum of five years’ experience in relevant roles.
• Geographic / facility constraints: Bidders must be located within 50 km of the project sites in Cork and Dublin.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing quality and price.

6. Submission requirements

Bidders must submit the following documents as part of their tender:

• Method statement / response document: Must follow the provided template with a maximum length of 10 pages.
• CVs: For key personnel, limited to two pages each.
• Pricing schedule: Must use the specified template and include a detailed breakdown of costs.
• Case studies: At least three case studies of previous projects, with values ranging from €200,000 to €800,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Attendance at a site visit is required; details will be provided upon request.
• Submission portal: All documents must be submitted via the eTenders portal, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: The initial contract term is for 12 months, with the option to extend for up to two additional 12-month periods, subject to performance.
• Payment terms: Payments will be made monthly based on milestones achieved, with a retention of 5% until project completion.
• Key SLAs/KPIs: Performance will be measured against agreed timelines, budget adherence, and quality standards.
• Liquidated damages: A penalty of €1,000 per day will apply for delays beyond the agreed completion date.
• Termination clauses: Either party may terminate the contract with 30 days' written notice for non-performance.
• IP ownership: All intellectual property developed during the project will be owned by HIQA.
• Sub-contracting rules: Sub-contracting is permitted with prior written approval from HIQA.

9. Risks, red flags & unusuals

Potential risks and red flags for this tender include:

• Turnover requirement: The minimum turnover requirement of €800,000 closely aligns with the contract value, potentially limiting competition.
• Geographic constraints: The requirement for bidders to be located within 50 km of the project sites may restrict participation from capable firms outside this radius.
• Tight timelines: The go-live date is set for September 2026, which may be challenging for bidders to meet, especially if unforeseen delays occur.
• Incumbent advantage: Previous contractors may have an advantage due to familiarity with HIQA's processes and requirements.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with the following characteristics:

• Credible bidders: Firms with experience in architectural and project management services, particularly those with a proven track record in refurbishment projects.
• Consortiums and sub-contracting: Bidders may form consortiums or subcontract portions of the work, provided they meet the eligibility criteria.
• Bid preparation effort: Estimated preparation time is approximately 10-15 days, considering the need for detailed documentation and case studies.
• Pwin signal: The presence of an incumbent contractor may indicate a competitive environment, but the clear requirements may also allow new entrants to compete effectively.

11. Where to dig deeper

• Source RFT filename: FIN-21 - FTS9_Consultancy Tender + Schedule 01.docx
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments:
• Appendix B1 — List of Previous Projects
• Appendix D — Quality Control Documents
• Pricing Schedule Template