Fire and DAC consultancy engineering services at County Hotel, Portlaoise

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 consultancy engineering services for fire and DAC (likely referring to Disability Access Certificate) compliance at the County Hotel, Portlaoise. The contract duration is specified as 54 months.

The scope of work encompasses the provision of professional consultancy services related to fire safety and disability access. While specific day-to-day activities are not detailed in the provided metadata, the nature of such consultancy typically involves:

• Assessment and Auditing: Evaluating existing building conditions against current fire safety regulations and disability access standards. This would involve site inspections and review of architectural and engineering documentation.
• Design and Specification: Developing or reviewing designs for fire safety systems (e.g., detection, suppression, escape routes) and accessibility features. This includes preparing specifications for required works.
• Regulatory Compliance: Ensuring all proposed or existing elements of the County Hotel meet the requirements of relevant Irish legislation, building regulations, and standards, including but not limited to:
• Safety, Health and Welfare at Work Act 2005
• Safety, Health & Welfare at Work (Construction) Regulations 2006 - 2013
• Building Regulations (S.I. No. 284/2016)
• Standards such as IS EN 14338:2005, ISO 16283 Parts 1 & 2, EN 1627, EN 1364-1, EN 312, EN 14749.
• Reporting and Documentation: Preparing reports, drawings, specifications, and other documentation required for regulatory submissions and project execution. This includes providing advice and recommendations to Laois County Council.
• Liaison and Consultation: Engaging with Laois County Council, relevant statutory bodies (e.g., Fire Services, Building Control Authority), and potentially other project stakeholders.
• Project Supervision (as applicable): Depending on the specific appointment, this could involve acting as Project Supervisor Design Process (PSDP) or providing design team leadership. The "Model Form MF 2.4 H&S Compliance Delcaration All.docx" indicates a role related to design and health and safety compliance.
• Advice on Construction: Providing expert advice on the construction and implementation of fire safety and accessibility measures, potentially including site visits during any associated works.

The tender documents reference "Standard Conditions of Engagement for Consultancy Services (Technical) - COE-1 v.2j 30 September 2024", which will govern the performance of the services, including aspects of appointment, performance standards, insurance, payments, changes, termination, and dispute resolution.

3. Background & buyer context

This procurement is initiated by Laois County Council for consultancy engineering services related to fire and Disability Access Certificate (DAC) compliance at the County Hotel, Portlaoise. The specific drivers for this procurement are not explicitly stated in the provided metadata. However, such tenders are typically driven by a need to ensure public buildings meet current safety and accessibility standards, often in response to new legislation, building condition assessments, or planned refurbishments. The reference to "Standard Conditions of Engagement for Consultancy Services (Technical) - COE-1 v.2j 30 September 2024" indicates alignment with national public procurement frameworks for consultancy services. The contract duration of 54 months suggests a medium-term engagement, possibly covering a significant project phase or ongoing compliance management.

4. Eligibility & selection criteria

• Turnover requirement: Not specified for this tender.
• Insurance:
• Professional Indemnity insurance: Minimum €1,500,000 (on an Annual Aggregate basis).
• Public Liability insurance: Minimum €6,500,000.
• Employer's Liability insurance: Minimum €13,000,000.
• Certifications: Not specified for this tender. However, the "Model Form MF 2.4 H&S Compliance Delcaration All.docx" requires confirmation of membership or eligibility for membership of a recognised professional body for the role (e.g., ACEI, EI, RIAI, SCSI).
• Past experience: Bidders must provide a list of previous projects where services of a similar nature were provided. The format for this is in "Appendix B1: LIST OF PREVIOUS PROJECTS/CERTIFICATE OF SATISFACTORY EXECUTION", which allows for up to 28 projects. "Appendix B3: CERTIFICATE OF SATISFACTORY DELIVERY OF SERVICES" provides a template for referees to confirm satisfactory execution.
• Personnel: Not specified for this tender, but the "Model Form MF 2.4 H&S Compliance Delcaration All.docx" requires identification of the person responsible for health and safety management within the practice and confirmation of staff awareness of their responsibilities under the Safety, Health and Welfare at Work Act 2005 and associated regulations.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria and scoring mechanism are not detailed in the provided metadata. Typically, public sector tenders in Ireland follow a Most Economically Advantageous Tender (MEAT) approach, which balances price and quality. The weighting between price and quality would be specified in the full tender documents. Quality criteria often include technical merit, experience, proposed methodology, and personnel qualifications.

6. Submission requirements

• Method statement / response document: Bidders must complete the Suitability Assessment Questionnaire (SAQ), which includes specific appendices:
• Appendix A: Grounds Relating to Criminal Convictions
• Appendix B1: List of Previous Projects/Certificate of Satisfactory Execution
• Appendix B3: Certificate of Satisfactory Delivery of Services
• Appendix C: Declaration of Insurance Facilities
• Appendix D: Reliance Guarantee/Warranty confirmation
• Model Form MF 2.4 H&S Compliance Declaration
• CVs: Not explicitly mentioned as a requirement in the provided metadata, but may be requested as part of the technical submission if quality is scored.
• Pricing schedule: Not specified in the metadata. The "Standard Conditions of Engagement for Consultancy Services (Technical) - COE-1 v.2j 30 September 2024" document outlines payment mechanisms, including percentage fees, lump sums, and inflation adjustments.
• Case studies: Not explicitly mentioned, but the requirement for a list of previous projects with certificates of satisfactory execution serves a similar purpose.
• Declarations:
• Suitability Assessment Questionnaire (SAQ) covering criminal convictions, tax/social security obligations, insolvency, conflicts of interest, and professional misconduct.
• Declaration of Insurance Facilities (Appendix C).
• Reliance Guarantee/Warranty confirmation (Appendix D).
• Health and Safety Compliance Declaration (Model Form MF 2.4).
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the eTenders platform. Specific format rules for electronic copies are not detailed in the metadata.

7. Key dates & process

8. Contract terms that matter

The contract will be governed by the "Standard Conditions of Engagement for Consultancy Services (Technical) - COE-1 v.2j 30 September 2024". Key terms include:

• Term + extension: The anticipated service contract period is 54 months. No information on extension options is provided.
• Payment terms: Payment is based on fees (percentage or lump sum) as outlined in the COE document, with provisions for inflation adjustment. Payments are due within 30 days of the Consultant supplying a valid invoice.
• Key SLAs/KPIs: Not specified in the metadata. Performance is generally expected to be at a professional standard ("skill, care, diligence, efficiency and professional conduct reasonably to be expected").
• Liquidated damages or penalty regimes: Not specified in the metadata. The COE document mentions potential compensation for financial losses to the Client arising from Consultant's breach.
• Termination clauses: The COE document details termination for cause (breach, insolvency) and termination at will by the Client. Notice periods vary depending on the termination reason (e.g., 14-28 days for termination at will).
• IP ownership: The COE document addresses Intellectual Property rights, including general rights, licence/assignment, design features, payment for IP, confidentiality, security, access, and data protection.
• Sub-contracting rules: Not specified in the metadata, but the COE document mentions Key Team Members requiring client approval for changes.
• Parent-company guarantee or bond requirements: Appendix D requires confirmation of a Reliance Guarantee or Warranty if relying on a third party for financial standing or technical competency.

9. Risks, red flags & unusuals

• Late submission deadline: The submission deadline of September 17, 2026, is unusually far in the future for a typical tender issuance. This may indicate a placeholder date or a very long lead time for the project.
• Lack of detailed scope: The metadata provides a title but no detailed breakdown of the specific engineering tasks required for fire and DAC consultancy at the County Hotel. Bidders will need to infer much of the scope from the general nature of such services and the referenced COE document.
• Unspecified value: The estimated value is "not disclosed," which is common but means bidders must assess the potential scale and profitability based on the contract length and inferred scope.
• Insurance requirements: The insurance levels, particularly Employer's Liability at €13,000,000, are substantial and may be a barrier for very small consultancies.
• COE document: The use of the "Standard Conditions of Engagement for Consultancy Services (Technical) - COE-1 v.2j 30 September 2024" is standard for public sector consultancy but requires careful review by bidders, particularly regarding liability caps, termination, and IP clauses.

10. SME fit assessment

This tender is likely suitable for small to medium-sized engineering consultancies specializing in fire safety and/or disability access.

• Who can credibly bid: Firms with demonstrable experience in building regulations compliance, fire safety engineering, and accessibility design for public or commercial buildings. The required insurance levels suggest that firms must have a certain scale or access to robust insurance facilities.
• Consortium or sub-contracting: The documents do not explicitly prohibit consortia. Appendix D allows for reliance on third parties for financial or technical capacity, implying a degree of subcontracting or partnership is permissible, provided the lead bidder meets the primary requirements and the relied-upon entity provides the necessary guarantees/warranties.
• Indicative bid-prep effort: Given the need to complete a comprehensive SAQ, provide project references with certificates, and address specific declarations (H&S, insurance), bid preparation could require 10-20 person-days for a well-prepared firm. This includes gathering documentation, writing responses, and obtaining necessary confirmations.
• Pwin signal: The tender is open, with no incumbent explicitly mentioned. The primary challenge for SMEs will be meeting the insurance requirements and demonstrating sufficient relevant experience through certified projects. The long lead time to the deadline might suggest a less competitive process or a need for extensive planning by the procuring authority.

11. Where to dig deeper

• Source RFT filename(s): Not specified in metadata.
• eTenders CFT ID: Not specified in metadata.
• Contact email or clarification portal: Not specified in metadata.
• Most important attachments:
• Suitability Assessment Questionnaire (SAQ) - likely encompassing Appendices A, B1, B3, C, D.
• Model Form MF 2.4 H&S Compliance Declaration All.docx
• Standard Conditions of Engagement for Consultancy Services (Technical) - COE-1 v.2j 30 September 2024