Technological University of the Shannon Single Supplier Framework Agreement for Building Management System (BMS) Servicing and Maintenance

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start | :-------------------------------------- | :--------------------------------------------------------------------------------------- | :------------- | :-------------- | :------- | :------------- | :--- | :------------------- | :-------------- | :------------------ | :-------------- | Technological University of the Shannon Single Supplier Framework Agreement for Building Management System (BMS) Servicing and Maintenance 50710000-5 not disclosed not stated Open Procedure 1 Athlone, Ireland 12 months 2026-09-08 15:00 not stated

2. Scope of Work

This tender seeks a single supplier to provide comprehensive servicing and maintenance for the Building Management System (BMS) across the Technological University of the Shannon: Midlands Midwest (TUSMM) Athlone Campus. The contract duration is for an initial 12-month period, with potential for extension.

The scope of work encompasses the following key activities:

• Planned Preventative Maintenance (PPM):

• Scheduled inspections and servicing of all BMS controllers and associated hardware.

• This includes specific tasks such as:

• Checking and cleaning of all BMS controllers.

• Testing of all BMS inputs and outputs.

• Inspection and testing of all BMS network points.

• Inspection and testing of all BMS control panels.

• Inspection and testing of all BMS actuators, including Belimo damper actuators up to 3sqm.

• Inspection and testing of all BMS sensors.

• Inspection and testing of all BMS valves.

• Inspection and testing of all BMS meters.

• Inspection and testing of all BMS variable speed drives (VSDs).

• Inspection and testing of all BMS air handling units (AHUs).

• Inspection and testing of all BMS heating systems.

• Inspection and testing of all BMS cooling systems.

• Inspection and testing of all BMS lighting systems.

• Inspection and testing of all BMS fire alarm systems.

• Inspection and testing of all BMS security systems.

• Inspection and testing of all BMS access control systems.

• Inspection and testing of all BMS CCTV systems.

• Inspection and testing of all BMS communication systems.

• Inspection and testing of all BMS network infrastructure.

• Inspection and testing of all BMS software.

• Inspection and testing of all BMS hardware.

• Inspection and testing of all BMS documentation.

• Inspection and testing of all BMS graphics.

• Inspection and testing of all BMS assets.

• The contractor shall allow for 1 day per building for revisions to the programme and 1 day per building for routine maintenance.

• A minimum of 2 number standard call-outs and 2 number emergency call-outs are to be included during each 12-month period.

• A 12-month all-inclusive warranty on all works is required.

• Reactive Maintenance and Call-Outs:

• Provision of emergency call-out services for BMS system failures or malfunctions.

• The contract includes for 2 number emergency call-outs during the 12-month term.

• The contractor shall include for 2 number standard call-outs during the 12 month term.

• Reporting and Documentation:

• Submission of detailed monthly reports within 3 days of site visits.

• Issuance of service reports within 5 days of completion of work.

• Provision of Asset Registers within 21 days of commencement of the contract.

• All reports must be in typed format.

• Minor Works:

• The contractor may be required to undertake additional minor works, up to a value of €50,000 ex VAT per 12-month term, associated with the maintenance of the BMS.

• Training:

• Provision of a minimum of 4 hours training in each of two sessions per year of the contract.

The BMS network covers numerous locations across the TUS Midlands Campus, including but not limited to: IT LAB Facilities Building, Earl of Rosse Theatre, Kitchen Office, Staff Canteen, Roof Plantroom, Admin Offices, MPH areas (Gym, Students Union, Hall, Boilerhouse, DWS Room, Marketing), Kitchen Roof, Science Labs, Student Resource B17, Main Boiler House, Core A, Link Boiler House, AHU units, Library, LPHW Pumps, Link Metering, Remote PC, New Trades areas, Nurses Buildings, Comms Rooms (RTE, Post Grad, Arena Basement), Trade Centre, Engineering buildings, Admin Comms Panels, Innovation Centre, Plastics Boiler House, Businesss Studies, Sport Arena areas, New Engineering buildings, Art Blocks, MV Panels, MV Sub Stations, Hubs, and Patch Panels. The network comprises numerous controllers, identified by IP numbers and specific controller designations (e.g., Controller 23, IP number 192.168.1.2).

3. Background & buyer context

This procurement is initiated by the Technological University of the Shannon: Midlands Midwest (TUSMM) to ensure the continued operational efficiency and reliability of its Building Management System (BMS) at the Athlone Campus. The tender aligns with TUSMM's commitment to maintaining its facilities and supporting its educational and research activities. The current contract for BMS servicing and maintenance is concluding, necessitating a new framework agreement. The tender documents indicate a comprehensive list of BMS controllers and network points, suggesting an established and extensive system requiring ongoing expert management. The requirement for ISO 50001 Energy Management Standard accreditation highlights a strategic focus on energy efficiency within the university's operations.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for this tender:

• Turnover requirement: Not specified for this tender.
• Insurance: Not specified for this tender.
• Certifications:
• Universities ISO 50001 Energy Management Standard accreditation is required.
• The contractor's services must be complementary to the Universities ISO 50001 Energy Management Systems policies.
• Compliance with EN 14175 Fume Cupboards standard is cited.
• Past experience:
• The Contractor shall include a minimum of 2 No. references for comparable projects.
• The Contractor shall include a minimum of 2 No. references for comparable projects.
• The Contractor shall include a minimum of 2 No. references for comparable projects.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award of this contract will be based on the principle of the most economically advantageous tender (MEAT). The evaluation will consider a combination of quality and price.

Note: Specific scoring mechanisms and minimum thresholds for each criterion are not detailed in the provided extract.

6. Submission requirements

Bidders are required to submit the following documentation:

• Method statement / response document: Not specified for this tender.
• CVs: Not specified for this tender.
• Pricing schedule: Not specified for this tender.
• Case studies: Not specified for this tender.
• Declarations:
• ESPD (European Single Procurement Document)
• Bona Fides declarations
• Tax clearance declarations
• Conflict of Interest declarations
• Mandatory site visit: Not specified for this tender.
• Submission portal: Bids must be submitted electronically via the eTenders platform. Specific formatting rules for uploaded documents are not detailed.

7. Key dates & process

8. Contract terms that matter

• Term: The contract is for an initial 12-month period, with potential for extension. Any extension will be reviewed on an annual basis.
• Payment terms: Not specified for this tender.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

The primary unusual aspect of this tender is the absence of a disclosed estimated value. This, combined with the lack of specific detail on turnover requirements, insurance, and award criteria weighting, suggests that the evaluation process may rely heavily on qualitative assessments and the bidder's demonstrated capability and experience. The requirement for ISO 50001 accreditation is a specific technical gate. The extensive list of BMS controllers and network points, detailed across multiple documents, indicates a complex system, and bidders must ensure they have the capacity and expertise to cover the entire scope. The deadline of September 2026 is unusually far in the future, suggesting this is a long-term planning exercise.

10. SME fit assessment

This tender is likely best suited for established Building Management System (BMS) service and maintenance providers with a proven track record in large, complex facilities. Small to medium-sized enterprises (SMEs) could potentially bid if they possess:

• Specialisation: Deep expertise in BMS servicing and maintenance, particularly with Cylon systems as indicated by the asset list.
• Accreditation: The ability to demonstrate ISO 50001 Energy Management Standard accreditation.
• Capacity: The resources to cover the extensive campus network and provide the required call-out services.

Consortium bidding or subcontracting may be a viable route for SMEs to meet the requirements, provided it is permitted by the full tender documentation. The bid preparation effort is likely to be significant due to the volume of technical documentation and the need to detail experience with a wide array of BMS components. The "single supplier" nature of the framework agreement and the lack of a disclosed value could indicate a preference for a provider capable of managing the entire scope, potentially favouring larger, more established firms or those with a strong existing relationship with TUSMM.

11. Where to dig deeper

• Source RFT filename(s): Not specified in provided extract.
• eTenders CFT ID: Not specified in provided extract.
• Contact email or clarification portal: Not specified in provided extract.
• Most important attachments:
• BMS Graphics and Assets List.zip
• BMS Network point diagram.pdf
• BMS Controller Asset list.pdf