Single Supplier Framework Agreement for Drainage Systems and Grease Trap Cleaning Services

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1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |-------|-------|----------------|------------------|----------|----------------|------|----------|------------------|---------------------|------------------| Trinity College Dublin, the University of Dublin Single Supplier Framework Agreement for Drainage Systems and Grease Trap Cleaning Services 90910000 €3,000,000 not stated Open Procedure 1 Dublin 4 years 2026-07-02 12:00 not stated

2. Scope of Work

Trinity College Dublin seeks a contractor for the Planned Preventative Maintenance of Drainage Systems and Grease Trap Cleaning across its facilities. The contract encompasses a range of activities to ensure the effective operation and maintenance of drainage systems and grease traps, critical for the university's infrastructure.

The contractor's day-to-day responsibilities include:

• Regular Maintenance: Conducting maintenance visits twice a year, typically in October and June, for all drainage systems and grease traps.
• Cleaning Services: Performing grease trap cleaning services, ensuring compliance with IS EN1825 Part 2: 2002 standards for grease separators.
• Inspections: Carrying out inspections to check the interior of grease traps and drainage systems, identifying any damaged areas or those requiring repair.
• Emergency Services: Providing a 24/7 call-out service for urgent drainage issues, ensuring rapid response to any incidents.
• Reporting: Submitting monthly reports and key performance indicators (KPIs) to the university, detailing maintenance activities and any issues encountered.
• Additional Services: Potentially providing additional services as needed, with payment based on tendered daily rates or lump sum fees.

The contractor must be prepared to adapt to varying service demands throughout the contract duration, which may include additional cleaning or maintenance tasks beyond the standard schedule.

3. Background & buyer context

This procurement aligns with Trinity College Dublin's ongoing commitment to maintaining its extensive infrastructure, which includes 167 buildings across 13 sites in Dublin. The university's facilities range from historic structures to modern buildings, necessitating a robust maintenance strategy for drainage systems and grease traps. The decision to establish this framework agreement is driven by the need for consistent and reliable service to support the university's operational requirements and ensure compliance with health and safety regulations.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €300,000.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications: Membership in the National Association of Drainage Contractors or an equivalent professional body.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide evidence of meeting these criteria to be considered for evaluation.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, focusing on both price and quality aspects of the submissions.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A response document following the provided template, with a maximum of 20 pages.
• CVs: CVs for key personnel, limited to 2 pages each.
• Pricing schedule: A completed pricing schedule using the specified template.
• Case studies: Two case studies demonstrating relevant experience, with project values between €100,000 and €300,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Bidders are encouraged to conduct a site visit, which must be arranged via the eTenders messaging system.
• Submission portal: All submissions must be made through eTenders, adhering to any specified format rules.

7. Key dates & process

8. Contract terms that matter

The contract will have a maximum duration of four years, with an initial term of one year and the option for three one-year extensions. Key terms include:

• Payment terms: Payments will be based on the agreed pricing schedule, with potential adjustments for additional services.
• Key performance indicators (KPIs): Monthly reporting on maintenance activities and service performance will be required.
• Termination clauses: The contract may be terminated if the contractor fails to meet service standards.
• Sub-contracting rules: Sub-contracting is permitted, but the primary contractor remains responsible for all obligations.
• Insurance requirements: The contractor must maintain specified insurance coverage throughout the contract duration.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• Turnover threshold: The minimum turnover requirement of €300,000 may limit participation from smaller firms.
• Single-party framework: The framework agreement is exclusive to one contractor, which may create dependency on a single supplier.
• Emergency service expectations: The requirement for a 24/7 call-out service may pose challenges for firms without adequate resources.
• Site visit limitations: Only one site visit per tenderer may restrict bidders' ability to fully assess the scope of work.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in drainage maintenance and cleaning services. Key considerations include:

• Credible bidders: Firms with a minimum turnover of €300,000 and relevant insurance coverage can bid. Experience in similar contracts is advantageous.
• Consortiums allowed: Bidders may form consortiums, but each member must be jointly liable for contract obligations.
• Bid preparation effort: Preparing a competitive bid may require several days, including site visits and document preparation.
• Pwin signal: The presence of a single supplier framework may favor established firms with prior experience in similar contracts.

11. Where to dig deeper

• Source RFT filename: Invitation to Tender Drainage TCD-26-C2444.pdf
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments: Document 03 - Scope of Service & Work Requirements, Document 03.1 - Asset List.