Servicing, Collection, Transportation and Recycling of Glass and Aluminium Can Bring Banks

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 requires the provision of services for the servicing, collection, transportation, and recycling of glass and aluminium can bring banks for Leitrim County Council. The estimated value of the services contract, excluding any rebates, is between €20,000 and €30,000 (excl. VAT) per annum. Over the initial 2-year term and potential extensions, the total estimated value is between €120,000 and €180,000 (excl. VAT).

The constituent activities include:

• Servicing: This involves attending to the bring bank sites. The contract specifies that the service provider must respond to incidents notified by the council or the public via a displayed phone number at no additional cost to the council. An answering machine is acceptable for the displayed number, but incidents must still be responded to within 24 hours. An out-of-hours contact telephone number for servicing issues is also required.
• Collection: The contractor will be responsible for collecting glass and aluminium cans from the bring banks.
• Transportation: This includes the transportation of collected materials from the bring bank locations.
• Recycling: The contractor must ensure the recycling of the collected glass and aluminium cans.
• Site Management: While not explicitly detailed as a separate activity, the servicing requirement implies a degree of site management to ensure the bring banks are maintained and operational.
• Reporting: Although not detailed in the provided text, standard practice for such contracts would involve reporting on collection volumes, recycling rates, and site condition.
• Incident Response: The contractor must be available to respond to incidents related to the bring banks, with a 24-hour response time for reported issues.

The contract is for a term of 2 years, with the option for Leitrim County Council to extend the term for periods of up to 1 year, with a maximum of 4 such extensions, potentially leading to a total contract duration of 6 years. The contract is not divided into lots.

3. Background & buyer context

Leitrim County Council is procuring these services to manage its glass and aluminium can bring bank infrastructure. The procurement is conducted under an open procedure, indicating a desire to attract a competitive market. The estimated annual expenditure for these services is relatively modest, suggesting a focus on efficient waste management and recycling within the county. The council aims to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider including SMEs in their proposals to maximise social and economic benefits. The contract is for a defined term with potential for extensions, allowing for continuity of service.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered:

• Turnover requirement:
• Minimum average annual turnover of €250,000 for the past three years (2025, 2024, 2023).
• Alternatively, if the tenderer was established more recently, a minimum average annual turnover of €250,000 averaged for each financial year the entity has been established.
• Insurance: The successful tenderer must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: Not specified
• Professional Indemnity: Not specified
• Motor Third Party Property Damage: €6,500,000 (all policies must provide an indemnity to Leitrim County Council).
• Certifications: Not specified for this tender.
• Past experience: Tenderers must demonstrate that within the past 3 years they have successfully delivered and implemented three previous projects of similar size and complexity to that required by Leitrim County Council.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the services being provided within Ireland.

Tenderers must also declare by way of eESPD that no mandatory grounds for exclusion apply, or provide evidence of sufficient reliability if exclusion grounds do apply. They must also satisfy the technical and professional ability requirements, including meeting minimum specification requirements, possessing a relevant Health and Safety statement, and completing the Council's Health and Safety questionnaire if required.

5. Award criteria & scoring

The contract will be awarded on the basis of the most economically advantageous tender.

The scoring methodology for cost is based on a formula where the lowest cost tender that also meets all minimum requirements of the qualitative award criteria receives the maximum score. Qualitative award criteria are not detailed in the provided text, but the selection criteria (Technical and Professional Ability) imply that meeting these will be a prerequisite for evaluation.

6. Submission requirements

Tenderers must submit the following:

• European Single Procurement Document (eESPD): An electronic version must be completed and submitted.
• Tenderer’s Statement: A scanned, signed copy on the tenderer’s letterhead, as per Appendix 3.
• Pricing Schedule: Completed as per Appendix 2.
• Suitability Questionnaire: Completed as per Appendix 8, with relevant proof attached if required.
• Previous Experience Documentation: Completed as per Appendix 7.
• Declarations:
• eESPD declarations regarding exclusion grounds and selection criteria.
• Declaration of no conflict of interest.
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration regarding personal circumstances (Appendix 4).
• Supporting Documentation: As requested by the Contracting Authority to verify selection criteria.
• Submission Portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie.
• Format: All submitted documents must be in PDF format and readable.

7. Key dates & process

8. Contract terms that matter

• Term: 2 years, with an option for up to 4 annual extensions, subject to agreement and legal obligations.
• Payment terms: As per the Services Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 days.
• Price adjustments: Prices can be adjusted only on the first anniversary of the contract's effective date and subsequent anniversaries, based on the percentage change in the Consumer Price Index (CPI) published by the CSO.
• Termination: Either party may terminate with 14 days' notice in circumstances where no queries are raised. Specific termination clauses for breach are also present, requiring remedy within 30 days of a written request.
• Sub-contracting: The successful tenderer must designate a Prime Contractor responsible for the entire contract, irrespective of sub-contracting. Subcontractors may need to submit separate eESPDs.
• Insurance: Mandatory for the term of the contract, with specific indemnity limits for Employer's Liability (€13m), Public Liability (€6.5m), and Motor Third Party Property Damage (€6.5m).
• Indemnity: All insurance policies must provide an indemnity to Leitrim County Council.
• Compliance: Tenderers must comply with all applicable environmental, social, and labour laws, including EU and national legislation on employee rights during transfers of undertakings. Compliance with the Protection of Employees (Temporary Agency Work) Act 2012 is also required if agency workers are used.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated annual contract value (€20,000 - €30,000) is significantly lower than the minimum average annual turnover requirement (€250,000). This suggests that the turnover requirement is based on a standard template or a broader category of services, and may not accurately reflect the scale of this specific contract. Bidders should assess if their turnover is genuinely related to similar services.
• Limited Qualitative Criteria: The award criteria heavily favour cost, with only 1000 points allocated to cost and no explicit points for qualitative aspects beyond meeting minimum specifications. This suggests that while technical ability is a pass/fail gate, the primary differentiator will be price.
• Insurance Requirements: The insurance requirements, particularly Employer's Liability at €13,000,000, are substantial relative to the estimated contract value.
• Contract Term and Extensions: The initial 2-year term with up to four 1-year extensions offers potential for a long-term engagement, but the pricing mechanism for extensions is tied to CPI, not negotiated rates.
• SME Encouragement: While the council encourages SME participation, the turnover requirement might be a barrier for very small businesses.

10. SME fit assessment

This tender is structured to be accessible to SMEs, provided they meet the financial and experience criteria.

• Credible bidders: A small to medium-sized enterprise with a proven track record in waste collection, transportation, and recycling services, specifically handling bring banks or similar recycling infrastructure, would be a credible bidder. The key is demonstrating the required average annual turnover of €250,000 and having successfully completed three similar projects in the last three years.
• Consortium/Sub-contracting: Consortiums and sub-contracting are permitted. SMEs are encouraged to form relationships with other SMEs or larger enterprises if the scope is beyond their capacity. A Prime Contractor must be designated.
• Indicative bid-prep effort: Preparing a compliant tender will require significant effort. This includes completing the eESPD, compiling detailed responses for the Suitability Questionnaire and Previous Experience documentation, and preparing the Pricing Schedule. An estimate of 5-10 days of dedicated effort for a small team is reasonable, assuming readily available historical data and documentation.
• Pwin signal: The tender is open procedure, suggesting no pre-determined incumbent. The strong emphasis on cost in the award criteria indicates that competitive pricing will be a significant factor. The relatively low estimated value for the services, contrasted with the higher turnover and insurance requirements, might deter larger, more diversified companies, potentially favouring specialist SMEs.

11. Where to dig deeper

• Source RFT filename: RFT - Bring Banks - Leitrim Co Co.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: www.etenders.gov.ie (messaging facility)
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 7: Previous Experience Documentation
• Appendix 8: Tender Suitability Questionnaire