Provision of Specialist Vessel Engine Maintenance Services

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 services required are specialist marine vessel engine maintenance. This encompasses complete inspection, diagnostics, maintenance, and repair of specific engine equipment. The equipment is deployed on vessels operated by Geological Survey Ireland as part of the INFOMAR inshore fleet. The contract covers four specific survey vessels: R.V. Lir, R.V. Galtee, R.V. Geo, and R.V. Tonn.

The scope of work includes:

• Engine Inspection: Comprehensive visual and diagnostic checks of vessel engines.
• Diagnostics: Identifying faults and performance issues using appropriate tools and techniques.
• Maintenance: Performing scheduled and preventative maintenance tasks to ensure optimal engine performance and longevity. This includes servicing, lubrication, filter changes, and other routine tasks.
• Repair: Undertaking necessary repairs to engine components and systems to restore full functionality.
• Specific Vessel Coverage: Services are to be provided for the R.V. Lir, R.V. Galtee, R.V. Geo, and R.V. Tonn.
• Equipment Type: Focus is on specific vessel engine equipment used for marine survey operations.

The estimated expenditure over the contract term, including potential extensions, is €495,000 (excluding VAT). Tenderers must acknowledge that this figure is an estimate based on current and future expected usage. The contract duration is for 3 years, with an option for a single 1-year extension.

3. Background & buyer context

This procurement is initiated by the Department of Climate, Energy and the Environment. The services are required for the maintenance of specialist marine vessel engines used by Geological Survey Ireland. These vessels are part of the INFOMAR (Integrated Mapping of the Marine Resource) programme, which is a national seabed mapping survey. The procurement aims to ensure the operational readiness and efficiency of the survey fleet. No specific programme or policy is explicitly cited as the driver, but the context relates to marine resource management and data acquisition. There is no mention of an incumbent provider in the provided documentation.

4. Eligibility & selection criteria

Tenderers must meet the following criteria to be considered:

• Turnover requirement:
• Minimum average annual turnover greater than €200,000 for each of the last three financial years.
• Financial statements must demonstrate this minimum turnover per annum for each of those years.
• Insurance:
• Employer’s Liability: €13m
• Public Liability: €6.5m
• Product Liability: €6.5m
• Professional Indemnity: Not specified for this tender.
• Tenderers must confirm they will hold these insurances for the term of the contract and that their policies include Ireland within their territorial limits.
• Certifications: Not specified for this tender.
• Past experience:
• A minimum of 2 contracts of a comparable nature to the RFT requirements completed within the last 5 years.
• Details of these contracts, including size and a brief description, must be provided.
• References with contact details must be supplied for verification.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must also submit an electronic European Single Procurement Document (eESPD) and declare that no mandatory grounds for exclusion apply, or provide evidence of remedial measures if they do.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous tender. The award criteria and their weightings are as follows:

The provided document extract indicates that "Price" is an award criterion but does not specify its weighting or the minimum score required. Similarly, "Quality" is listed as an award criterion without specific details on its weighting or minimum score. The overall scoring mechanism and the specific sub-criteria for quality assessment are not detailed in the provided text.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform (www.etenders.gov.ie).

• Method statement / response document: Tenderers must follow the RFT format and respond to each element in the order presented. The RFT itself should not be altered.
• CVs: Not specified for this tender.
• Pricing schedule: Tenderers must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive (excluding VAT), expressed in Euro, and remain valid for 6 months from the Tender Deadline.
• Case studies: Not specified for this tender, but details of 2 comparable contracts are required under Technical and Professional Ability.
• Declarations:
• Electronic Single Procurement Document (eESPD).
• Tenderer’s Statement (Appendix 3), signed and scanned, printed on letterhead.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration of independent preparation of the tender and disclosure of any conflicts of interest.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted to the electronic tenderbox on www.etenders.gov.ie. File size limits apply (250MB per file, 2GB total). Tenders must be submitted in English.

7. Key dates & process

8. Contract terms that matter

• Term: 3 years, with an option for one 12-month extension.
• Payment terms: Payment will be made 30 days after acceptance of the work by the client. Invoices are deemed accepted if no queries are raised within 14 days.
• Key SLAs/KPIs: Not specified in the provided text.
• Liquidated damages or penalty regimes: Not specified in the provided text.
• Termination clauses: Either party may terminate with 1 month's written notice if no queries are raised within a 14-day period. Termination for breach is possible if the breach is not remedied within 30 days of a written request.
• IP ownership: Not specified in the provided text.
• Sub-contracting rules: Tenderers intending to subcontract a share of the contract must ensure subcontractors submit a separate eESPD if the subcontract value exceeds 10% of the contract value. If a subcontractor's capacity is relied upon for selection criteria, they must also submit an eESPD.
• Parent-company guarantee or bond requirements: Not specified in the provided text.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated contract value of €495,000 over 3 years (€165,000 per year) is close to the minimum annual turnover requirement of €200,000. This suggests a focus on established, but not necessarily large, service providers.
• Limited Experience Requirement: Requiring only 2 comparable contracts in the last 5 years, with no specific value or complexity threshold mentioned for these contracts, may allow a broader range of bidders than a more stringent requirement.
• No Price Weighting: The absence of a specific weighting for the "Price" award criterion, alongside "Quality," makes it difficult to assess the relative importance of cost versus technical merit in the evaluation.
• Insurance for Product Liability: The requirement for €6.5m Product Liability insurance is noted, which is standard for maintenance services.
• Open Procedure: The use of an open procedure allows any eligible economic operator to bid, but the specific eligibility criteria will filter the pool.

10. SME fit assessment

This tender appears to be structured to accommodate Small and Medium-sized Enterprises (SMEs). The annual turnover requirement of €200,000 is achievable for many established SMEs. The requirement for only two comparable contracts in the last five years also lowers the barrier to entry compared to tenders demanding extensive project portfolios.

• Credible bidders: A small Irish business with expertise in marine diesel engine maintenance, a proven track record of at least two similar projects within the last five years, and the capacity to meet the insurance requirements could credibly bid.
• Consortium/sub-contracting: The RFT encourages SMEs to explore forming relationships with other SMEs or larger enterprises. Sub-contracting is permitted, with specific requirements for eESPD submissions if the subcontract value exceeds 10% of the contract value.
• Indicative bid-prep effort: Preparing a compliant tender will likely require 5-10 days of effort, focusing on gathering financial statements, detailing past contracts, preparing the pricing schedule, and completing the eESPD and associated declarations.
• Pwin signal: There is no explicit indication of an incumbent provider. The open procedure and the SME encouragement suggest a competitive process. The lack of detailed award criteria weighting for price vs. quality makes it hard to predict the exact balance of evaluation.

11. Where to dig deeper

• Source RFT filename: RFT Specialist Vessel Engine Maintenance Services.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie.
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract