EM 06/26 - Fire Management Services Framework

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

Bord na Móna PLC is establishing a multi-supplier Framework Agreement for comprehensive, integrated fire safety solutions across its business operations. The framework will be divided into three lots, with contracts awarded on a cascade basis to the highest-ranked suitable applicants.

The scope of services required under the framework includes:

• Lot 1: Fire Detection & Emergency Systems

• Routine inspection, testing, and preventative maintenance of all fire alarm systems.

• Fault diagnosis, repair, and system upgrades.

• Certification in line with applicable standards.

• 24/7 call-out and emergency response capability.

• Lot 2: Fire Suppression Systems

• Supply, installation, inspection, testing, and maintenance of all portable fire extinguishers.

• Refilling, replacement, and disposal of fire extinguishers in accordance with regulatory requirements.

• Asset tagging and tracking for compliance and traceability.

• Inspection, testing, and maintenance of fire hose reels and hydrant systems, including pressure testing.

• Lot 3: Sprinkler Systems

• Service, installation, inspection, testing, and maintenance of sprinkler systems.

These services are required to ensure full compliance with all relevant fire safety legislation, standards, and best practices. The services will support a range of operational environments, including landfilling activities, bog operations, and Edenderry Power Plant facilities.

Contracts awarded under the framework will be based on scheduled rates and pricing information provided in the successful applicant's proposal. The framework agreement itself will be for an initial duration of four years, with the option to extend annually for up to an additional four years, subject to satisfactory performance.

3. Background & buyer context

Bord na Móna PLC is an Irish, semi-state climate solutions company established in 1934. Historically focused on peat harvesting for energy security, the company has transformed into a leading renewable energy provider. It is expanding its renewable energy infrastructure to support Ireland's commitment to generating 80% of its electricity from renewable sources by 2030, aiming for a 5GW renewable energy pipeline. This procurement aligns with Bord na Móna's strategic objective of delivering secure, renewable energy and supporting net-zero targets. The establishment of this framework is part of its ongoing operational management and expansion.

4. Eligibility & selection criteria

Applicants must meet the following minimum requirements to be considered for the Fire Management Services Framework. Failure to meet these criteria will result in exclusion.

• Turnover requirement:

• Lot 1: Minimum average annual turnover of €200,000 in one of the past three financial years, or pro-rata if more recently established.

• Lot 2: Minimum average annual turnover of €200,000 in one of the past three financial years, or pro-rata if more recently established.

• Lot 3: Minimum average annual turnover of €300,000 in one of the past three financial years, or pro-rata if more recently established.

• Note: This turnover must be specifically on services required for this framework, not overall firm turnover.

• Insurance:

• Employer's Liability: Not specified.

• Public/Product Liability: Not specified.

• Professional Indemnity: Not specified.

• Motor Insurance: Required if company vehicles are brought onto Bord na Móna sites. Not specified.

• Certifications:

• Health & Safety: Applicants must provide a documented Safety Statement or Manual for Safety Management. A score of 5 is awarded for a reviewed Safety Statement/Manual within the last 12 months, no fatalities/prosecutions, improvement/prohibition notices, a current recognised Safety Management certification, and supporting information.

• Environmental Management System: Accreditation to ISO 14001 or equivalent is required.

• Quality Management System: A documented QMS accredited to ISO 9001:2015 or an equivalent internationally recognised standard is required.

• Past experience:

• Applicants must demonstrate sufficient recent and relevant experience for each Lot.

• For each Lot (1, 2, and 3), applicants must provide details of the three (3) most relevant contracts undertaken in the last five (5) years.

• Personnel: Not specified.

• Geographic / facility constraints: Not specified.

5. Award criteria & scoring

The pre-qualification questionnaire (PQQ) stage assesses applicants based on exclusion criteria, minimum requirements, and selection criteria. Applicants who pass the pass/fail requirements will have their PQQ response evaluated and scored against weighted selection criteria. A minimum score of 50% of the total weighting for each criterion must be achieved to avoid exclusion.

Note: The "Weighting" figures appear to be scoring points rather than percentage weights. The total weighting is 10,000 points. The "Minimum score to be achieved" for weighted criteria is 50% of the total weighting for that specific criterion.

The overall Health & Safety and Quality Profile strength will be evaluated based on the indicated weighting. Previous Experience is weighted most heavily.

6. Submission requirements

Applications for shortlisting must be submitted via the electronic post-box on www.etenders.gov.ie.

• Method statement / response document: The PQQ must be completed in accordance with the instructions within the Shortlisting Documents. All files/documents must be compressed into one zip folder, clearly named and referenced to the criterion they relate to.
• CVs: Not specified for this stage.
• Pricing schedule: Not specified for this PQQ stage; pricing will be based on scheduled rates in the tender stage.
• Case studies: Details of three (3) most relevant contracts for each Lot in the last five (5) years are required.
• Declarations:
• Applicants must submit a statement regarding any circumstances listed in Part 2, Section 2 (Professional & Business Standing).
• Tax Clearance Certificate from Irish Revenue Commissioners (or equivalent for non-residents) is required for award.
• Confirmation from insurers that the applicant can comply with insurance requirements is required for award.
• Mandatory site visit: Not specified for this PQQ stage.
• Submission portal: www.etenders.gov.ie. Applications submitted by any other means will not be accepted, except in cases of genuine technical difficulty agreed in advance with the Contracting Entity.
• Language: All documents and correspondence must be in English. Translations are required for non-English documents.

7. Key dates & process

Note: The deadline for receipt of applications is 12:00 hrs Irish Time on 12th October 2026.

8. Contract terms that matter

• Term: Initial duration of four (4) years, with the option to extend annually for up to an additional four (4) years, subject to satisfactory performance.
• Extension structure: Annual extensions at the Contracting Entity's discretion, based on performance.
• Payment terms: Not specified in this PQQ document.
• Key SLAs/KPIs: Not specified in this PQQ document.
• Liquidated damages or penalty regimes: Not specified in this PQQ document.
• Termination clauses: Not specified in this PQQ document.
• IP ownership: Not specified in this PQQ document.
• Sub-contracting rules: Not specified in this PQQ document.
• Parent-company guarantee or bond requirements: Not specified in this PQQ document.

The contract between the Contracting Entity and Framework Members will comprise:

1. Contract between the Contracting Entity and Framework Members based on the Contracting Entity Standard Conditions of Engagement.
2. Service Level Agreement.
3. Description of work forming the basis of a request for a proposal.
4. Proposal.

9. Risks, red flags & unusuals

• PQQ Stage: This is a Pre-Qualification Questionnaire (PQQ) stage, not the full tender. Only short-listed applicants will proceed to the Request for Tender (RFT) stage. The Contracting Entity reserves the right to abandon the competition or change the procedure at any time.
• Lot-Specific Turnover: The turnover requirement is specific to the services required for each lot, not the overall turnover of the firm. This may exclude larger, diversified companies if their specific service turnover is insufficient.
• Cascade Award Method: Contracts awarded under the framework will be awarded to the Preferred Framework Member first. Only if they are unavailable will the work be awarded to the Second Framework Member. This creates a hierarchy among successful framework members.
• No Guarantee of Award: The Contracting Entity is not obliged to enter into a Framework Agreement with any applicant and reserves the right not to proceed with the selection process.
• Limited Information: This document is an Information Memorandum and PQQ. Detailed specifications, contract conditions, and evaluation criteria for the tender stage will be provided in the subsequent RFT.

10. SME fit assessment

This PQQ is designed to identify suitable applicants for a framework agreement. The turnover requirements for Lots 1 and 2 (€200,000) and Lot 3 (€300,000) in relevant services suggest that small to medium-sized enterprises (SMEs) with a proven track record in specific fire management areas could be eligible, provided they meet the other criteria.

• Credible bidders: SMEs with demonstrated expertise in fire detection, suppression systems, or sprinkler systems, holding relevant ISO certifications (9001, 14001, 45001 or equivalent), and a robust safety management system are potential candidates. The requirement for three relevant contracts in the last five years indicates a need for established operational experience.
• Consortium/Sub-contracting: The document does not explicitly state whether consortia or sub-contracting are permitted at this PQQ stage. However, the PQQ asks for information about "the Applicant" and "any entity comprising the Applicant, and any entity being relied on by the Applicant," suggesting that reliance on other entities for meeting criteria might be considered.
• Indicative bid-prep effort: Completing the PQQ accurately, gathering evidence for turnover, experience, and certifications, and preparing the required statements will likely require significant effort, potentially several days for a dedicated team member.
• Pwin signal: The multi-lot structure and the cascade award method suggest a competitive process. The weighting heavily favours "Previous Experience" (6000 out of 10,000 points), indicating that a strong, directly relevant track record is the primary differentiator. There is no explicit mention of an incumbent.

11. Where to dig deeper

• Source RFT filename: [RFT 9009458 BNM IM and PQQ.pdf]
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Not specified in the provided text.
• Most important attachments:
• Information Memorandum and PQQ (this document)
• Part 2 – Section 2 (Professional & Business Standing, Financial Information, Health & Safety, Environmental, Sustainability, Quality Profile, Previous Experience criteria details)