Provision of Office Design and Fit-out Services for Kildare County Council

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 contract involves the provision of office design and fit-out services for Kildare County Council. The initial focus is on the fit-out of the boardroom and adjacent assembly area, with an estimated budget of €150,000. The overall framework value is projected at €600,000, covering various design and fit-out projects over a two-year period.

Key activities include:

• Space Planning:

• Analysis of current and future space needs.

• Design of office layouts, including workstations, meeting rooms, and collaboration zones.

• Architecture and Design:

• Interior design services covering aesthetics, materials, and finishes.

• Architectural services for any necessary structural changes.

• 3D modeling and rendering for visualization.

• Interior Design:

• Development of color schemes and branding.

• Implementation of soundproofing measures in open-plan areas and meeting rooms.

• Project Management:

• Creation of a project timeline from planning to completion.

• Selection and management of contractors and suppliers.

• Budget Planning:

• Establishment of a clear budget covering design, materials, furnishings, and labor.

• Monitoring of expenses throughout the fit-out process.

• Sustainability:

• Use of sustainable materials and energy-saving measures.

• Accessibility:

• Compliance with national guidelines for accessibility, ensuring adequate space for wheelchair users.

The contractor must ensure continuity of design across all fit-out projects undertaken during the framework.

3. Background & buyer context

This procurement aligns with Kildare County Council's ongoing efforts to enhance its facilities and services for the local community. The council aims to modernize its office spaces to improve functionality and employee engagement. The decision to initiate this tender follows a strategic review of existing office layouts and the need for upgrades to meet contemporary standards. The framework is intended to facilitate multiple fit-out projects over the contract duration, with the initial focus on the boardroom and assembly area.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €225,000 during one of the last three years.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: €1 million
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Access to a minimum of three skilled personnel with relevant qualifications.
• Geographic / facility constraints: Not specified for this tender.

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 price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided Tender Response Document (TRD) template, adhering to page limits.
• CVs: For key personnel, limited to two pages each.
• Pricing schedule: Must follow the specified format in the TRD.
• Case studies: Provide a minimum of three, detailing projects valued between €10,000 and €50,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Scheduled for 26 June 2026, from 9:00 to 14:00. Contact Clodagh Lyons at [email protected] to confirm attendance.
• Submission portal: Tenders must be submitted via www.etenders.gov.ie, following specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: The framework agreement is for two years, with the possibility of extending for two additional 12-month periods.
• Payment terms: Payments will be made upon completion of milestones as defined in the contract.
• Key SLAs/KPIs: Performance will be monitored against agreed service levels and key performance indicators.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The Contracting Authority reserves the right to terminate the agreement under specified conditions.
• IP ownership: All intellectual property developed during the contract will belong to Kildare County Council.
• Sub-contracting rules: Sub-contracting is permitted, but the lead tenderer must maintain overall responsibility for contract performance.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €225,000 may limit participation from smaller firms, potentially favoring larger incumbents.
• The absence of specified past experience requirements could lead to variability in bid quality.
• The contract's focus on a single-party framework may limit competitive pricing and innovation.
• The initial contract's value of €150,000 may not guarantee further work, as additional contracts are contingent on future needs.

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 office design and fit-out, capable of meeting the insurance and turnover requirements.
• Consortium or sub-contracting: Allowed, enabling smaller firms to collaborate and meet capacity requirements.
• Indicative bid-prep effort: Estimated at 5-10 days, depending on the complexity of the proposal.
• Pwin signal: The single-party framework structure may favor incumbents, but the absence of specified past experience could open opportunities for new entrants.

11. Where to dig deeper

• RFT filename: Request for Tender Single Party Framework Open Procedure.docx
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 – Draft Framework Agreement Terms and Conditions
• Appendix 2 – Draft Contract Terms and Conditions
• Appendix 3 – Draft Confidentiality Agreement