Chiller Upgrade to Netlabs Building

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 concerns the installation of a new free cooling chiller and associated mechanical and electrical works at the NetLabs building, South East Technological University (SETU), Carriganore, Co. Waterford. The NetLabs building is a state-of-the-art ICT facility housing the Walton Institute, a hub for advanced digital research. The works are to be completed within a circa 10-week programme.

The contractor will be responsible for:

• Chiller Installation: Replacing existing chiller units with new free cooling chiller units. This includes the removal of existing equipment and the installation of new plant.
• Mechanical Works:
• Modifications to existing plinths to accommodate new chillers.
• Making good openings on the roof after chiller replacement.
• Ensuring the current working chiller is maintained operational during all new strip-out and installation works.
• Facilitating future chillers (2nr. 150kw units) without system shutdown, including flexibility in unit maintenance, electrical installation, and controls.
• Modifications to existing pipework, including supply/return, valves, and strainers, to interface with new chillers.
• Ensuring compatibility of old valves and actuators with new control strategies or pressure/flow requirements.
• Addressing potential piping corrosion and scaling risks.
• Correct commissioning and hydraulic balancing of the new system.
• Managing strainer/filter contamination risks.
• Mitigating water hammer risks.
• Ensuring adequate drain/venting during changeover.
• Managing thermal expansion risks.
• Electrical and Controls Works:
• Ensuring electrical compatibility (voltage, phase, short-circuit capacity, starters/VFD arrangements).
• Managing cabling routes and terminations to meet manufacturer requirements.
• Integrating new chillers with existing control systems (e.g., BACnet/Modbus protocols).
• Ensuring correct point lists and sequences of operations.
• Managing sensor mismatch risks.
• Ensuring interlocks and safety cutouts function correctly.
• Addressing load shedding priority risks.
• Refrigerant and Environmental Management:
• Safe handling and containment of refrigerants during removal and connection.
• Compliance with F-gas and refrigerant handling regulations.
• Managing contamination risks (moisture, oil compatibility).
• Proper recovery and disposal of refrigerant, oil, and contaminated components.
• Builders Works: Undertaking necessary builder's works to support the services installation.
• Testing and Commissioning: Treating, testing, and commissioning the complete installation, including adjustments and balancing.
• Operational Continuity: Maintaining the property as operational and safe for occupancy use throughout the works.
• Site Management: Overall site management, programming, and coordination of the supply chain and sub-contractors.
• Health and Safety: Implementing a robust Safety Management System, adhering to all legislative requirements, and fostering a positive safety culture. This includes developing and implementing Risk Assessment & Method Statements (RAMS) and obtaining necessary permits to work.
• Site Logistics: Arranging for delivery, lifting, hoisting, safe and secure storage, and movement of all plant equipment and materials.
• Daily Briefings and Risk Assessments: Participating in daily action briefs and conducting dynamic risk assessments.
• Dust Mitigation: Implementing dust mitigation measures, particularly in critical areas like electrical and plant rooms.
• Site Protection: Protecting roof areas and other access routes with mats and plywood.

3. Background & buyer context

The procurement is for the replacement of chiller units at the NetLabs building, a key ICT research facility at South East Technological University (SETU) in Carriganore, Co. Waterford. The NetLabs building, opened in 2011, serves as the headquarters for the Walton Institute, focusing on AI, future communications networks, cybersecurity, and quantum technologies. The project involves replacing existing service equipment and associated infrastructure. The works are being procured to ensure the continued operational efficiency and safety of this critical research facility. The Preliminary Safety & Health Plan was developed by DCON Safety Consultants, acting as Project Supervisor for the Design Process (PSDP) H&S Coordinator supporting BDP.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover Requirement:
• Average annual turnover of €250,000 arising from chiller installation and associated works.
• Insurance:
• Professional Indemnity Insurance: Minimum level of €1,500,000 per claim. Maximum permissible excess is the greater of 2% of annual turnover or €5,000.
• Public Liability Insurance: Minimum level of €6,500,000 per accident. Maximum excess for property only is €10,000.
• Employer's Liability Insurance: Minimum level of €13,300,000 per accident.
• Certifications: Not specified for this tender.
• Past Experience:
• A minimum of 3 and a maximum of 5 completed projects of a similar nature and complexity to the works required. These projects must have been undertaken within the period specified in the qualification criteria (period not explicitly stated in the provided text, but implied by the need for certificates).
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria and scoring mechanism are not detailed in the provided text. Typically, public sector tenders in Ireland follow a Most Economically Advantageous Tender (MEAT) approach, which balances price and quality. The specific weighting and sub-criteria for this tender are not disclosed in the extract.

6. Submission requirements

Bidders are required to submit the following:

• Method Statement / Response Document: Not explicitly detailed, but implied by the need to address qualification criteria and provide project details.
• CVs: Not specified for this tender.
• Pricing Schedule: A pricing schedule in the specified format is required.
• Case Studies: A list of previous works projects is required, with a minimum of 3 and a maximum of 5 projects to be included. These must be similar in nature and complexity to the works required. Certificates of satisfactory execution must be organised in order of precedence.
• Declarations:
• Tax Clearance Access Number and Tax Reference Number for online verification of tax status.
• Bona Fides declarations (implied by standard tender process).
• ESPD (European Single Procurement Document) is typically required for EU public tenders.
• Conflict of Interest declarations.
• Mandatory Site Visit: Not specified for this tender.
• Submission Portal: Tenders must be submitted via the eTenders platform. Specific format rules for electronic copies (PDF and Excel for pricing) are mentioned.

7. Key dates & process

8. Contract terms that matter

• Contract Length: Circa 10 weeks.
• Payment Terms: Not specified in the provided text. Standard prompt payment directives apply.
• SLAs/KPIs: Not specified in the provided text.
• Liquidated Damages: A rate of €250 per day is mentioned in the "DO-NOT-USE-AS-BINDING" section, but its applicability to this specific tender is not confirmed.
• Termination Clauses: Not specified in the provided text.
• IP Ownership: Not specified in the provided text.
• Sub-contracting Rules: Not specified in the provided text.
• Parent Company Guarantee/Bond: Not specified in the provided text.

9. Risks, red flags & unusuals

• Live Building Operation: The works are within a functioning multi-purpose property (lab, office, data centre). This necessitates strict adherence to operational continuity, daily briefings, dynamic risk assessments, and potential permits-to-work for high-risk activities.
• Working at Height: Significant risks are associated with rooftop plant works, including falls, dropped loads, and weather dependency.
• Critical Area Access: Access to electrical rooms and plant rooms requires prior approval and stringent dust mitigation measures.
• Incumbent System Maintenance: The existing chiller must remain operational throughout the replacement process, adding complexity to the installation and sequencing.
• Health and Safety Focus: The tender places a strong emphasis on health and safety, with detailed risk assessments and a requirement for a robust Safety Management System. The contractor assumes the role of 'person in control of the premises'.
• Tight Programme: The circa 10-week programme requires efficient planning and execution, especially given the operational constraints.
• Coordination: The project involves coordination with multiple stakeholders, including SETU Estates & Facilities, BDP, the crane operator, and BMS integrators.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with specialised mechanical and electrical contracting experience, particularly in HVAC systems and chiller installations.

• Credible Bidders: SMEs with a proven track record in chiller replacement, mechanical and electrical services, and experience working within live, operational facilities would be well-positioned. The turnover requirement of €250,000 average annual turnover is accessible for many established SMEs.
• Consortium/Sub-contracting: The tender documents do not explicitly prohibit consortia or sub-contracting. However, the lead bidder must meet the minimum turnover and insurance requirements. SMEs may consider partnering if they lack specific expertise or capacity.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort, likely in the range of 5-10 days for an experienced SME. This includes gathering project references, detailing methodologies, preparing RAMS, and completing pricing schedules.
• Pwin Signal: The tender does not explicitly indicate an incumbent. The value is not disclosed, making it difficult to assess the scale relative to typical market players. The €250,000 turnover requirement suggests it is not a mega-project, making it accessible to SMEs. The primary challenge will be demonstrating capability and managing the risks associated with working in a live research environment.

11. Where to dig deeper

• Source RFT Filename(s): Invitation to Tender Letter.doc, Appendix B1 - List of Previous Works Projects.docx, Volume A - Appendix 4 Preliminary HS Plan.pdf
• eTenders CFT ID: CFT for the installation of a new free cooling Chiller and associated mechanical and electrical works to the existing Netlabs building at SETU Waterford (Reference CHNTLBS - 202608)
• Contact: All initial contact shall be made through BDP.
• Key Attachments:
• Invitation to Tender Letter
• Appendix B1 - List of Previous Works Projects
• Volume A - Appendix 4 Preliminary HS Plan