Contractor for Heating System Upgrade and Gas Conversion Emergency Works Project at St. Joseph’s Community College, Kilkee, Co. Clare

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 a contractor to undertake an emergency works project involving the upgrade of the heating system and conversion to gas at St. Joseph’s Community College, Kilkee, Co. Clare. The project encompasses mechanical, electrical, and associated general builder works.

Key activities and components include:

• Heating System Upgrade: This involves the installation of new heating services, including pipework laid a minimum of 750mm below grade. Radiators must be certified and tested in accordance with EN 442 and supported by CE marking. Collectors are to be used in emitters with large aeration chambers. Pipework for safety valves and other components must be fabricated from copper piping to BS EN 1057.
• Gas Conversion: The project includes the installation of new gas services. A gas slam shut valve, designed to EN 161 and DIN Class A, is to be installed internally. Gas supply pipework must be pressure tested in accordance with BS BS EN 12327. The tender specifies matching multi-block gas trains to EN 676.
• LPG Gas Compound: A new LPG gas compound layout and details are provided, indicating the need for a new gas storage compound.
• Electrical Installations: Associated electrical installations for the heating and gas systems are required, including proposed heating services MCC power & controls schematic and proposed heating services power & control and boiler house electrical layout. Voltage signal cables require a minimum of 300mm separation.
• General Builders Works: Associated general builders works are included, with layout and details provided across three sheets. This may involve modifications to existing structures to accommodate the new systems.
• Phasing and Site Management: The project includes proposed phasing and compound layout. Contractors must manage operations on site, ensuring minimal disruption to school staff and over 200 students on campus.
• Quality and Standards: Contractors must ensure all outputs are in accordance with EN14037, with outputs quoted in literature also needing to be EN14037 compliant. Materials for pipework are to be manufactured from round, seamless tubes made of pure red copper to EN12735-2.
• Defects Liability: The contract includes a 12-month defects liability period for the gas safety system, extending until October 2027 for Phase 1 and August 2028 for Phase 2.

The project is divided into two phases, with substantial completion for Phase 1 and Phase 2 required by 20th August 2026 and 20th August 2027, respectively. An operational heating system must be in place by November following the contract start.

3. Background & buyer context

This procurement is for emergency works at St. Joseph’s Community College in Kilkee, Co. Clare. The project addresses the need for an upgraded heating system and conversion to gas. The Limerick and Clare Education and Training Board (ETB) is the contracting authority. The tender documents reference a Short Public Works Contract PW-CF6 v1.15, dated 25th November 2025, indicating a recent update to standard contracting terms. The project's nature as "emergency works" suggests an urgent requirement for these upgrades. The specific policy or programme driving this procurement is not explicitly stated, but it aligns with the ETB's responsibility for maintaining educational facilities.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Public Liability Insurance: Minimum level of cover of €6,500,000.
• Employer’s Liability Insurance: Minimum level of cover of €13,000,000 for any one event.
• Maximum levels of excess for insurance of the Works and goods and materials for the Works: €1,000.
• Maximum levels of excess for public liability: €6,500.
• Maximum levels of excess for employer’s liability: €6,500.
• Certifications: Contractors, sub-contractors, and suppliers shall be ISO 9000 certified.
• 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 extract. Typically, public sector tenders in Ireland follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality. Specific weightings for technical merit, price, and any other evaluation factors would be detailed in the full tender documentation. Any minimum scoring thresholds per criterion or overall would also be specified in the RFT.

6. Submission requirements

Bidders are required to submit the following:

• Method statement / response document: Not specified for this tender.
• CVs: Not specified for this tender.
• Pricing schedule: Volume C - Pricing Document / Schedule of Prices.
• Case studies: Not specified for this tender.
• Declarations:
• 2628 Declaration (Declaration of Suitability For Contractors for Small Works).
• Bona Fides: Clearance Access Number and Tax Reference Number required for online verification of tax status.
• Tax clearance: Not explicitly stated as a separate document, but implied by tax reference number requirement.
• Conflict of Interest: Not explicitly stated as a separate document.
• Mandatory site visit: Not specified for this tender.
• Submission portal: eTenders. Specific format rules for submission are not detailed here.
• Copies: Tenders must include the number and type of paper and/or electronic copies.

7. Key dates & process

8. Contract terms that matter

The contract will be governed by the Short Public Works Contract PW-CF6 v1.15 (25th November 2025).

• Term + extension structure: The contract length is not specified. However, a 12-month defects liability period is standard for the gas safety system.
• Payment terms: Payments are made in instalments: interim payments on account, a percentage upon substantial completion, and the balance after the Defects Certificate is issued. Payment claim notices are required, with a 14-day response period for the Employer's Representative. Invoices are to be paid within the period stated in the Schedule. Late payments incur interest as per the European Communities (Late Payment in Commercial Transactions) Regulations 2012.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Applicable if the Contractor fails to substantially complete the Works within the Time for Completion, at the rate specified in the Schedule.
• Termination clauses: The contract allows for termination under specific circumstances, including suspension of works for over 3 months.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Contractors may engage sub-processors (sub-contractors) provided prior written notice is given to the Employer and reasonable opportunity to object is allowed. Sub-processors must have equivalent contractual clauses.
• Parent-company guarantee or bond: A performance bond may be required if stated in the Schedule, to be provided within 7 days of tender acceptance.

9. Risks, red flags & unusuals

• "Emergency Works" designation: This implies a need for rapid mobilisation and execution, potentially requiring a contractor with immediate capacity.
• Tight Completion Deadlines: Phase 1 substantial completion is due by 20th August 2026, and Phase 2 by 20th August 2027. An operational heating system is required by November of the contract year. These deadlines may present a risk if not managed effectively.
• Short Public Works Contract: This standard form contract is typically used for projects up to €5 million. Its specific clauses, particularly regarding compensation events and price adjustments, will govern the contractual relationship.
• ISO 9000 Certification Requirement: This is a mandatory selection criterion for contractors, sub-contractors, and suppliers, potentially limiting the pool of eligible firms.
• No specified turnover requirement: While common for smaller projects, the absence of a turnover requirement might be unusual for a project of this estimated value, potentially indicating a focus on technical capability and insurance.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with demonstrable experience in mechanical and electrical services, specifically heating system upgrades and gas installations within educational or similar public sector environments.

• Who can credibly bid: A firm with a strong track record in public sector construction projects, holding the required ISO 9000 certification, and possessing the specified insurance levels. Experience with school environments and managing works around active student populations would be advantageous.
• Consortium or sub-contracting: Sub-contracting is permitted, as indicated by the requirement for ISO 9000 certification for sub-contractors. This allows SMEs to partner or subcontract specialised elements if needed.
• Indicative bid-prep effort: Given the detailed technical specifications and contract conditions, bid preparation could require 10-20 working days for a firm familiar with public procurement and the PW-CF6 contract. This includes developing technical responses, pricing, and ensuring all documentation is compliant.
• Pwin signal: The "emergency works" designation and the use of a standard public works contract suggest a competitive process. The absence of specific past performance data or incumbent information makes it difficult to assess incumbent strength. The ISO 9000 requirement for all parties may favour established firms.

11. Where to dig deeper

• Source RFT filename(s): Not explicitly listed, but implied by document titles.
• eTenders CFT ID: Not specified.
• Contact email or clarification portal: Marie Cooney, Limerick & Clare ETB (contact details not provided in extract).
• Most important attachments:
• PW-CF6 Contract_v1.15_25-11-2025.pdf (Conditions of Contract)
• 2628 Drawing Schedule & Issue Sheet.pdf (Drawings and Document Schedule)
• Volume B - Form Of Tender & Schedule
• Volume C - Pricing Document / Schedule of Prices