Operation and Maintenance Services to the Automated Public Convenience (APC) Units of Galway City

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 contractor is responsible for the operation and maintenance of Automated Public Convenience (APC) units across Galway City. This includes ensuring the cleanliness, functionality, and safety of the units, which are essential public facilities. The contract covers a total of 14 existing APC units and a potential new unit, with services required year-round.

Key activities include:

• Daily Maintenance: The contractor must attend each APC unit a minimum of twice daily to ensure cleanliness and functionality.
• Emergency Response: Immediate response to emergencies, such as user lock-ins, within 60 minutes, any time of day or night.
• Routine Inspections: Conduct routine inspections and maintenance checks, including a comprehensive test every five years.
• Reporting: Provide regular reports on the condition of the units, including any necessary repairs or replacements.
• Replacement of Parts: Maintain a detailed list of items for replacement throughout the year, based on annual inspections.
• Compliance: Adhere to all relevant Health & Safety and Environmental legislation.

The units are located at:

• Blackrock, Salthill – 4 units
• Ladies Beach, Salthill – 4 units plus 1 changing unit
• Palmers Rock, Salthill – 2 units
• Eyre Square, City Centre – 3 units
• Potential new unit at Ballyloughane Beach

3. Background & buyer context

This procurement aligns with Galway City Council's commitment to maintaining public amenities and enhancing the quality of public services. The decision to procure these services now is driven by the need for consistent maintenance and operation of the APC units, which are vital for public hygiene and convenience. The council aims to ensure that these facilities meet the expectations of residents and visitors alike. The incumbent contractor is not specified in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €200,000 during one of the last three years.
• Insurance:
• Employer's Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Motor Third Party Property Damage: €6,500,000
• Certifications: Compliance with relevant Health & Safety and Environmental legislation.
• Past experience: Demonstrate successful delivery of at least 3 comparable contracts involving similar services.
• Personnel: Key personnel must have relevant experience, although specific roles and years of experience are not detailed.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the most economically advantageous tender (MEAT) criteria. The scoring breakdown is as follows:

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the named template with a maximum of 6 A4 pages.
• CVs: For key personnel, limited to 2 A4 pages each.
• Pricing schedule: Complete the Schedule of Rates & Materials as per the provided template.
• Case studies: Evidence of at least 3 comparable projects.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Scheduled for 20 April 2026; attendance must be confirmed by 16 April 2026.
• Submission portal: Tenders must be submitted via the electronic postbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

The contract will have a term of 2 years, with the possibility of up to 3 one-year extensions. Key terms include:

• Payment terms: Payments will be made subject to the Services Contract.
• Key SLAs/KPIs: Specific performance indicators related to response times and maintenance frequency.
• Liquidated damages: A penalty of €200 per month for non-compliance with service provisions.
• Termination clauses: Either party may terminate the contract with 14 days' notice.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but a prime contractor must be designated.

9. Risks, red flags & unusuals

Potential risks include:

• The turnover requirement of €200,000 may limit participation to established firms, potentially excluding smaller businesses.
• The requirement for immediate emergency response (within 60 minutes) may pose challenges for bidders without adequate resources.
• The contract's reliance on annual inspections and routine tests every five years may create operational challenges for new entrants unfamiliar with the existing systems.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in public facility maintenance. Viable bidders should have:

• A proven track record in similar service contracts.
• The capacity to meet insurance requirements.
• The ability to respond to emergencies effectively.

Consortium or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities. Bid preparation may require several days of effort, particularly in gathering documentation and case studies. The presence of a potential incumbent may affect the competitive landscape.

11. Where to dig deeper

• Source RFT filename: Request for Tender - Services.pdf
• eTenders CFT ID: not specified
• Contact email: via the messaging facility on www.etenders.gov.ie
• Important attachments:
• Appendix B2 — Suitability Assessment
• Schedule of Rates & Materials
• Requirements and Specifications Document