MI-CFT26-036 Call for Tenders for the provision of Seismic Data Processing 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 contractor will provide seismic data processing services to the Marine Institute. The services encompass the processing of seismic data, with specific requirements detailed in Schedule B of the draft service contract. This includes the nature, quality, time of delivery, key personnel, and functional specifications of the services, as outlined in the Request for Tenders (RFT) and the contractor's submission.

Key activities and requirements include:

• Service Provision: Deliver seismic data processing services in accordance with the Specification, RFT, Client's directions, and the terms of the Agreement.
• Compliance: Adhere to all policies, guidelines, and project governance protocols issued by the Client. Comply with local security and health and safety arrangements.
• Industry Standards: Provide services in accordance with good industry practice and all applicable laws, including environmental, social, and labour law established by EU law, national law, collective agreements, and international conventions listed in Schedule 7 of the European Union (Award of Public Authority Contracts) Regulations 2016.
• Personnel: The contractor is responsible for ensuring all key personnel specified in their submission are available for the Term of the Agreement. Replacement personnel must have equivalent experience and expertise, subject to the Client's absolute discretion.
• Data Processing: Commencement of shore-based Data Processing Services is required within 1 week of contract award.
• Deliverables: Final deliverables are to be made available within 2 weeks of Marine Institute assessment and acceptance.
• Reporting: Maintain records and comply with reporting arrangements and protocols as required by the Client.
• Client Liaison: Liaise with the Client's Contact regularly to address issues impacting performance and agree on milestones, compliance schedules, and operational protocols.
• Premises Inspection: The Client or its authorised representative may inspect the Contractor's premises, lands, and facilities relating to the Agreement upon reasonable written notice.

The contract prioritises the RFT, followed by the draft service contract, and then the contractor's submission in case of conflict.

3. Background & buyer context

This procurement is for the provision of seismic data processing services by the Marine Institute. The services are defined by a Request for Tender (RFT) titled "MI-CFT26-036 For the Provision of Seismic Data Processing Services." The contract will be governed by a draft service contract, which incorporates the RFT and the contractor's submission. The Marine Institute is the contracting authority. The contract is expected to commence on the Effective Date and expire on a specified date, unless terminated or extended. The value of the contract is stated as €80,000.00.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €13 million limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Public Liability: €6.5 million for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Product Liability: Not specified for this tender.
• Professional Indemnity: €1.0 million in the aggregate per insurance year.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Key personnel assigned to provide the Services must be available for the Term of the Agreement. Replacement personnel must have equivalent experience and expertise, subject to the Client's discretion.
• Geographic / facility constraints: Not specified for this tender.

The contractor must also provide its Tax Clearance Access Number and Tax Reference Number for online verification of tax status.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring percentages in the provided text. However, the contract prioritises the RFT, followed by the draft service contract, and then the contractor's submission in case of conflict. The text mentions a scoring element of "30 (10) (3) (7) (7) (3) 15" which may relate to scoring weights or sub-criteria, but without further context, its precise application is unclear. The contract states that the contractor must provide services to enhance the quality and reliability beyond minimum requirements.

6. Submission requirements

Bidders are required to submit a response to the RFT, which will be incorporated into the Agreement. Specific submission requirements include:

• Pricing Schedule: All prices quoted must remain valid for 120 days from the Tender Deadline.
• Tax Clearance: The contractor must possess a current Tax Clearance Certificate.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer, confirming no exclusion grounds under Regulation 57 apply.
• Bona Fides: Not explicitly stated but implied through other declarations.
• Tax clearance: Required for payment.
• Conflict of Interest: Not explicitly stated but implied through exclusion grounds.
• 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 the services must be provided.
• Subcontractors: If subcontractors are used, their details and compliance with relevant terms must be ensured.
• Submission Portal: Not specified in the provided text, but typically eTenders for public sector procurements.
• Mandatory Site Visit: Not specified for this tender.

7. Key dates & process

8. Contract terms that matter

• Term: The contract expires on a specified date unless terminated or extended.
• Payment: Charges are payable subject to compliance with the agreement, valid invoicing, and possession of a current Tax Clearance Certificate. Payment is subject to the European Communities (Late Payment in Commercial Transactions) Regulations, 2012. The Client may deduct sums recoverable from the Contractor from payments due.
• Key SLAs/KPIs: Service levels and performance indicators are set out in Schedule D. Time of delivery is of the essence.
• Liquidated damages: Not explicitly stated, but the Client may recover excess prices if obliged to order elsewhere due to contractor failure.
• Termination: Either party may terminate with one month's written notice. Immediate termination is possible for serious breaches, insolvency, conflict of interest, or if exclusion grounds apply.
• IP Ownership: All Intellectual Property Rights (IPR) in reports, data, manuals, and other materials produced for the agreement vest in the Client. The Contractor assigns all IPR to the Client.
• Sub-contracting: The Contractor is responsible for its subcontractors and must ensure their compliance. Subcontracting more than 50% of the contract value to third countries subject to an IPI measure is restricted, with proportionate charges for non-observance.
• Parent-company guarantee or bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Low Value, High Specification: The estimated value of €80,000.00 is relatively low, which may suggest a need for highly specialised services, potentially leading to higher bid preparation costs for bidders.
• Tight Mobilisation: Commencement of shore-based Data Processing Services within 1 week of contract award is a very tight timeframe, requiring immediate operational readiness.
• Broad IPR Vesting: All IPR in materials produced vests in the Client, which is a significant transfer of ownership for the contractor.
• Unspecified Award Criteria: While a scoring element is hinted at, the detailed award criteria and weighting are not fully specified in the provided text, making it difficult to fully assess the evaluation process.
• Potential for Subcontractor Scrutiny: The contract includes clauses regarding subcontractor compliance and the Client's right to require replacement if exclusion grounds apply, indicating a potential for scrutiny of the supply chain.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with specialised expertise in seismic data processing.

• Credible Bidders: Firms with a proven track record in seismic data analysis and processing, possessing the necessary technical expertise and software capabilities, would be well-positioned. The insurance requirements, particularly Professional Indemnity at €1.0 million, are standard for such services.
• Consortium/Sub-contracting: The contract allows for subcontractors, suggesting that a prime contractor could engage specialist firms for specific tasks. However, the prime contractor remains fully responsible for all obligations.
• Indicative Bid-Prep Effort: Given the specialised nature of seismic data processing and the need to detail key personnel and service specifications, bid preparation could require 10-20 days of effort for a focused team.
• Pwin Signal: The tender does not explicitly name an incumbent. The relatively low value and specific technical nature suggest it may not be a large-scale, long-term contract dominated by a single incumbent. The tight mobilisation timeline could favour bidders with existing capacity and streamlined onboarding processes.

11. Where to dig deeper

• Source RFT Filename: [Appendix 5 - Draft Service Contract.docx] (This appears to be the primary document provided, containing the contract structure and some RFT details).
• eTenders CFT ID: MI-CFT26-036
• Contact Email / Clarification Portal: Not specified in the provided text.
• Most Important Attachments:
• [Appendix 5 - Draft Service Contract.docx]
• Schedule B (detailing Services)
• Schedule C (detailing Charges)