MI-CFT26-035 Provision of Small Vessel Charter services for the ACCLIMATISE project

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 seeks the provision of small vessel charter services for the ACCLIMATISE project, divided into two lots. The contractor will supply vessels to support marine research and survey activities. The services are to be provided in accordance with the specification detailed in Appendix 1 of the Request for Tender (RFT) and the contractor's submission.

The scope of work includes:

• Vessel Charter: Providing suitable small vessels for marine operations.
• Lot 1 Maximum Hire Days: The maximum number of vessel hire days for Lot 1 will not exceed 40 days over the contract term.
• Lot 2 Maximum Hire Days: The maximum number of vessel hire days for Lot 2 will not exceed 15 days over the contract term.
• Notice Period: It is anticipated that 2 days' notice would be given to confirm or cancel vessel hire.
• Weather Dependency: Vessel hire schedules may be changed depending on weather forecasts in the preceding 5 days.
• Service Provision: The contractor must provide services in accordance with the Specification, the RFT, the Client's directions, and the terms of the agreement.
• Compliance: The contractor must comply with all local security and health and safety arrangements as notified by the Client, and all applicable laws, including environmental, social, and labour law.
• Personnel: The contractor is responsible for the employment, remuneration, taxes, immigration, and work permits of all personnel.
• Subcontracting: The contractor is the prime contractor and assumes full responsibility for its subcontractors. Subcontractors must comply with relevant terms of the agreement.
• Reporting: The contractor shall liaise regularly with the Client's Contact to address issues impacting performance and agree on milestones, compliance schedules, and operational protocols. Formal progress reporting may be required.

3. Background & buyer context

This procurement is for the provision of small vessel charter services for the Marine Institute's ACCLIMATISE project. The Marine Institute is a state agency responsible for marine research, technology, and innovation in Ireland. The ACCLIMATISE project, as indicated by its name, likely relates to climate change adaptation or research within the marine environment. The tender is advertised via the Official Journal of the European Union (OJEU), indicating it falls under EU procurement regulations. The contract is structured with two lots, suggesting distinct service requirements or geographic areas for vessel charter.

4. Eligibility & selection criteria

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €13.0m
• Public Liability: €6.5m
• Marine / Vessel Liability Insurance: €6.5m
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• 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 contract extract. However, the contract states that the RFT, including any clarifications, is incorporated by reference, implying that the award criteria would have been detailed within the original RFT documents. Typically, public sector tenders in Ireland are awarded based on the Most Economically Advantageous Tender (MEAT), which balances price and quality.

6. Submission requirements

The provided documents do not detail the specific submission requirements for the tender response. However, based on standard public procurement practices and the contract structure, bidders would typically be required to submit:

• A comprehensive response to the RFT, addressing all technical and qualitative requirements.
• A detailed pricing schedule.
• Declarations regarding financial standing, tax compliance, and absence of exclusion grounds (likely via an ESPD - European Single Procurement Document).
• Proof of insurance coverage meeting the specified minimum indemnity limits.
• Details of proposed vessels and personnel.
• Any other documentation requested in the RFT to demonstrate capability and compliance.

The contract references the RFT and the Submission (including any clarifications) as integral parts of the agreement, highlighting their importance in defining the contractor's obligations.

7. Key dates & process

8. Contract terms that matter

• Term & Extension: The contract has a specified Term (from 'Insert Date' to 'Insert Date'). The Client reserves the right to extend the Term for up to two periods of six months each.
• Payment Terms: Payment of Charges (plus VAT) is subject to contractor compliance with the agreement, submission of valid invoices with supporting documentation, and the Client possessing the contractor's current Tax Clearance Certificate. Invoices are deemed accepted if no queries are raised within 14 days. Payment is subject to the European Communities (Late Payment in Commercial Transactions) Regulations, 2012.
• Key SLAs/KPIs: Not explicitly detailed in the contract extract, but implied through the Specification and the contractor's obligation to act with due care, skill, and diligence.
• Liquidated Damages: Not explicitly detailed in the contract extract, but a clause exists for "Liquidated Damages Threshold" which, if met or exceeded, allows the Client to claim remedies for loss and potentially terminate the agreement.
• Termination: Either party may terminate with one month's written notice. Immediate termination is possible for serious breaches (uncured within 30 days), insolvency, conflicts of interest, or if exclusion grounds apply.
• IP Ownership: All Intellectual Property Rights (IPR) in materials produced for the agreement vest in the Client. The Contractor assigns all IPR in these materials to the Client.
• Sub-contracting: The Contractor is the prime contractor and assumes full responsibility for subcontractors. The Client can require the replacement of a subcontractor if exclusion grounds apply.
• Parent-Company Guarantee/Bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Vague Dates: Key dates such as the RFT issue date, clarification deadline, contract start, and go-live are not specified, requiring bidders to seek clarification.
• Unspecified Award Criteria: The absence of explicit award criteria in the provided documents means bidders must rely on the RFT for this crucial information.
• Limited Contract Value: The estimated value of €90,000.00 is relatively low for a multi-lot charter service, potentially indicating a limited scope or duration per lot.
• Maximum Hire Days: The explicit mention of maximum hire days (40 for Lot 1, 15 for Lot 2) suggests a capped usage rather than a guaranteed volume, meaning actual usage could be less.
• Short Notice Period: The 2-day notice for confirmation or cancellation requires a flexible operational model from the contractor.
• Weather Dependency: The ability to change schedules based on weather forecasts introduces operational uncertainty for the contractor.
• Contractual Priority: The contract specifies a strict order of priority in case of conflict between documents (Agreement > RFT > Submission), which is standard but important for bidders to note.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) that own or operate small vessels and have experience in marine charter services. The relatively low estimated value and the specific nature of vessel charter suggest that large, diversified companies may not find this tender economically attractive unless it aligns with existing operations.

• Credible Bidders: Companies with a fleet of suitable small vessels, a proven track record in marine operations, and the necessary insurance coverage would be well-positioned. Experience in supporting research or survey projects would be advantageous.
• Consortium/Sub-contracting: The contract designates the bidder as the "prime contractor" and allows for subcontractors, indicating that a consortium approach or the use of subcontractors for specific aspects is permissible, provided the prime contractor retains overall responsibility.
• Indicative Bid-Prep Effort: Without the full RFT, it's difficult to estimate precisely. However, for a tender of this value and scope, bid preparation could range from 5 to 15 days, depending on the complexity of the technical response and the bidder's existing documentation.
• Pwin Signal: The tender does not explicitly indicate an incumbent. The two-lot structure might suggest different operational requirements or geographic focuses, potentially favouring specialist providers for each lot. The low value might deter larger players, potentially increasing the competitive landscape for SMEs.

11. Where to dig deeper

• Source RFT Filename(s): MI-CFT26-035 (implied from title)
• eTenders CFT ID: Not specified in provided documents.
• Contact Email/Portal: www.etenders.gov.ie (for RFT clarifications)
• Most Important Attachments:
• Appendix 1 to the RFT (detailing the Services)
• Appendix 5 - Draft Services Contract.docx (provided extract)
• RFT documents (including any RFT Clarifications)