Customs Clearance Services for Irish Rail with optional CBAM and EUDR related reporting 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

Irish Rail (Navigator Freight Agency) requires a customs brokerage partner to manage its international supply chain customs clearance and compliance. The service encompasses imports and exports of rail-related materials, including rolling stock components, engines, signalling equipment, and track infrastructure. The contractor will handle the complete customs clearance process, including the preparation and submission of import and export declarations, ENS and PBN filings, and supplementary declarations.

Key responsibilities include:

• Customs Declarations: Preparation and submission of all necessary import and export customs declarations.
• Special Procedures: Administration of customs special procedures such as Inward Processing (IP) and Outward Processing (OP).
• Authority Representation: Acting as Irish Rail's representative with Revenue and other customs authorities for audits, inspections, queries, and compliance matters.
• Customs Compliance: Ensuring adherence to Irish, UK, and EU customs regulations, maintaining accurate records, audit trails, and documented operating procedures.
• CBAM and EUDR Reporting (Optional): Supporting obligations under the EU Carbon Border Adjustment Mechanism (CBAM) and EU Deforestation Regulation (EUDR). This includes identifying and tracking relevant imports, preparing and submitting CBAM/EUDR reports and declarations, providing audit support, and offering ongoing regulatory guidance. Optional support for CBAM certificate management may also be required. Experience with CBAM and EUDR is mandatory if this optional service is awarded.
• Financial Administration: Settling broker handover fees and recharging them to Irish Rail with proof of agreed charges.
• Reporting and Performance Management: Providing regular weekly and monthly operational reports, managing Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), and implementing escalation procedures.
• Continuous Improvement: Driving initiatives focused on customs compliance, duty optimisation, process efficiencies, and supply chain risk reduction.
• Digital Capabilities: Preference for providers offering strong digital capabilities, automation, electronic reporting, dashboard visibility, and potential system integration solutions.
• Advisory Services: Providing advice on customs processes and assisting with queries from Revenue and other governance bodies.

The expected activity volume averages 1 to 5 customs clearances per day, with potential fluctuations. The service must be responsive, reliable, and compliant, minimising customs-related delays and risks.

3. Background & buyer context

Iarnród Éireann-Irish Rail (IE) is a designated activity company operating in the transport sector. This procurement is governed by the EU Utilities Directive (2014/25/EU) and implementing Irish national legislation. IE is seeking a single customs brokerage partner to support its international supply chain operations. The current procurement process follows a call for competition published on eTenders. The process is structured in two stages: a pre-qualification questionnaire (PQQ) followed by an invitation to tender (ITT) for shortlisted applicants. IE operates as a utility, and its procurement procedures are subject to specific regulations.

4. Eligibility & selection criteria

Bidders must meet the following minimum qualification criteria to proceed:

• Turnover requirement: A minimum average annual turnover of €100,000 (exclusive of VAT) for each of the last three audited financial year ends. Evidence must be provided via signed auditor's statements and audited accounts. Reliance on parent company, consortium members, or subcontractors for turnover is permitted, provided specific conditions and documentation are met.
• Insurance: Not specified in the provided PQQ extract.
• Certifications: Applicants must supply their current Authorised Economic Operator (AEO) certificate. Compliance with EN ISO 9001:2000 or an equivalent international standard for Quality Management Systems is required.
• Past experience: Applicants must provide three examples of relevant customs clearance contracts completed within the last five years. These contracts should be of similar size, scale, and complexity to the requirements outlined. Additionally, one example of handling CBAM and one example of handling EUDR related services are required.
• Personnel: Not specified in the provided PQQ extract.
• Geographic / facility constraints: Not specified in the provided PQQ extract.

5. Award criteria & scoring

The PQQ stage focuses on pre-qualification. The award criteria for the subsequent ITT stage are not detailed in this PQQ document. However, the PQQ outlines the weighting for the technical and professional ability criteria used for shortlisting:

The PQQ states that the scoring methodology for these criteria will be set out in Section 6 of the PQQ document, which was not fully provided. The overall award will be based on a price/quality split, with the specific methodology to be detailed in the ITT.

6. Submission requirements

The PQQ submission requires the completion of specific parts and appendices:

• Questionnaire: Must be completed in its entirety, with "N/A" or "Not Applicable" used for irrelevant sections. Electronic copies must be in PDF format.
• Part 1: Applicant Details and General Information
• Part 2: Information/Declaration re Minimum Qualification Criteria
• Part 3: Not Applicable
• Part 4: Technical/Professional Ability: Relevant Experience
• Part 5: Technical/Professional Ability: Company Resources
• Part 6: Quality Management Systems
• Part 7: Not Applicable
• Part 8: Organisational Sustainability
• Part 9: Declaration of Eligibility
• Appendices:
• Appendix 2: Consortium Requirements (if applicable)
• Appendix 3: Sub-Contractors (if applicable)
• Appendix 4: Applicant’s Statement of Confirmation
• Supporting Documentation:
• Auditor's statements and audited accounts for the last three financial years to evidence turnover.
• Current Authorised Economic Operator (AEO) certificate.
• Current Quality Management System certification (e.g., ISO 9001) or equivalent evidence.
• Details of three relevant customs clearance contracts and one each for CBAM and EUDR services.
• Declarations: Declaration of Eligibility (Part 9) must be completed by the applicant, all consortium members, and any subcontractors or entities relied upon for selection criteria.
• Submission Portal: All submissions must be made via the e-tenders portal.

7. Key dates & process

8. Contract terms that matter

The contract duration is three years, with an option for Irish Rail to extend it by two additional years on a yearly basis. The specific form of contract will be provided with the Invitation to Tender (ITT) to shortlisted applicants. Applicants shortlisted for the ITT stage will be required to possess and produce a Tax Clearance Certificate from the Revenue Commissioners of Ireland at the time of contract award. Sub-contracting is permitted for part of the obligations, but any sub-contracting requires the sole discretion and consent of IE. The contract does not allow for the entire obligations to be sub-contracted.

9. Risks, red flags & unusuals

• Optional CBAM/EUDR Service: The CBAM and EUDR reporting services are explicitly stated as optional. While experience in these areas is mandatory for bidders, the final award of this component is subject to IE's internal assessment and decision. This creates uncertainty regarding the full scope of services for the awarded contractor.
• Two-Stage Process: The procurement uses a two-stage process (PQQ then ITT). Applicants must successfully navigate the PQQ to be invited to the ITT, where the final award will be determined.
• Reliance on Resources: The PQQ details extensive requirements for applicants relying on third-party resources (subcontractors, parent companies, consortium members) to meet selection criteria. Failure to meet these stringent conditions, including providing legally binding letters of undertaking, can lead to exclusion.
• AEO Certificate Requirement: Holding a current Authorised Economic Operator (AEO) certificate is a mandatory pre-qualification criterion, which may limit the pool of eligible bidders.

10. SME fit assessment

This tender is structured for experienced customs brokerage firms capable of handling significant compliance and reporting responsibilities. A small business would likely need to operate as part of a consortium or as a subcontractor to a larger prime contractor to meet the requirements, particularly the turnover and experience criteria.

• Credible Bidders: Firms with established expertise in international customs clearance, a current AEO certificate, and demonstrable experience with complex supply chains and regulatory compliance are best positioned. Experience with CBAM and EUDR, even if optional for the final award, is a mandatory requirement for bidding.
• Consortium/Sub-contracting: The PQQ explicitly allows for applicants to rely on the resources of subcontractors, consortium members, or parent companies. This suggests that a consortium approach, where a smaller SME partners with larger entities, is a viable route. Sub-contracting is also permitted, but IE reserves the right to withhold consent.
• Indicative Bid-Prep Effort: Preparing a compliant PQQ submission, especially if relying on third-party resources, will require significant effort. This includes gathering audited financial statements, AEO certificates, contract evidence, and detailed declarations. An estimate of 10-20 person-days for a well-prepared bid is reasonable, potentially more if complex consortium arrangements are involved.
• Pwin Signal: The mandatory AEO certificate and the requirement for specific experience in CBAM/EUDR suggest a degree of specialisation is sought. The PQQ structure, with its detailed requirements and reliance on third-party resources, indicates a thorough evaluation process. The absence of specific incumbent information in the provided text means it is difficult to assess incumbent strength.

11. Where to dig deeper

• Source RFT Filename: PQQ 9901 V2.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Via the eTenders portal.
• Most Important Attachments:
• Appendix 1: The Pre-Qualification Questionnaire
• Part 9: Declaration of Eligibility
• Appendix 4: Applicant’s Statement of Confirmation