Inclusion on a Panel for Electrical Maintenance Services (planned and non-planned) and Routine Electrical works to Kare Properties

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1. At a glance

2. Scope of Work

This tender seeks to establish a panel of one or more electrical maintenance contractors to support KARE's Facilities department. The services encompass both planned and non-planned electrical maintenance, routine electrical works, and compliance-related tasks across KARE's properties. The estimated value for this contract is €260,000 over an initial 24-month period, with an option for two further 12-month extensions.

The contractor's day-to-day activities will include:

• Non-Planned Maintenance:
• Responding to emergency callouts for electrical repairs.
• Replacing broken light fittings, sockets, fuse boards, and wiring.
• Addressing all other aspects of non-planned electrical maintenance.
• Planned Maintenance and Installations:
• Installation of Wi-Fi and Saorview boxes.
• Installation of new smart TVs.
• Installation of electric car charging points.
• Installation of electric door holders.
• All other aspects of planned electrical maintenance.
• Inspections and Compliance:
• Periodic Electrical Inspections for commercial and residential locations.
• Electrical compliance works for HIQA-inspected properties.
• Electrical works for new KARE properties.
• PAT testing of all electrical appliances in all properties.
• Certification of current and new properties.
• All works set out in Table A of the tender document.
• System Integration and Reporting:
• Utilising the KARE maintenance request system (Trackplan) via smartphone or equivalent equipment (contractor to supply own).
• Responding to maintenance requests via Trackplan, outlining intended actions.
• Inserting the number of hours to complete jobs and the cost of materials used on site within Trackplan.
• Providing quotations for non-routine requests, including compliance works and new installations, based on specifications or requirement lists.
• Submitting invoices based on agreed hourly rates and material mark-ups.
• Geographic Coverage:
• Services are required across KARE's network of 17 Local Services/Administration buildings and 31 residential centres, located in Counties Kildare, East Offaly, West Wicklow, and North Carlow. This list is subject to change.

The contract requires contractors to be available on a 24-hour, 365-day basis with specified response times for emergency and non-emergency callouts.

3. Background & buyer context

KARE is a voluntary organisation providing services for individuals with intellectual disabilities and their families across Counties Kildare, East Offaly, West Wicklow, and North Carlow. As a company limited by guarantee with registered charity status, KARE holds full governance responsibility for its services. This procurement is initiated by KARE's Facilities Department to ensure its buildings are maintained to the highest electrical standards, meeting all legislative and regulatory requirements. The current procurement aims to establish a panel of contractors to manage ongoing electrical maintenance and repair requests, covering both planned and unplanned interventions. KARE reserves the right to appoint a single supplier if suitable panel members are not identified.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for inclusion in the full evaluation process:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability Insurance: €12,700,000 indemnity limit.
• Public Liability Insurance: €6,500,000 indemnity limit.
• Products Liability Insurance: €6,500,000 indemnity limit.
• Bidders must provide evidence of current insurances or a commitment to obtain them upon contract award.
• Certifications:
• Valid registration with the Register of Electrical Contractors of Ireland (RECI) or an equivalent recognised body.
• Evidence of all applicable mandatory qualification requirements for electrical contractors.
• ISO 14001 or equivalent is mentioned in the context of environmental management, but not as a mandatory qualification.
• Past experience:
• Demonstrated satisfactory completion of two contracts of a similar nature and scale during the previous three years.
• Evidence must be provided via detailed project descriptions, client contact details, and annual value.
• Personnel:
• Details of workforce required: Electrical Engineers, Qualified Electricians, Electrical Apprentices, Supervisors, Administrative/Support Staff.
• Qualifications and certifications of assigned technicians must be provided.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement to cover KARE's locations in Kildare, East Offaly, West Wicklow, and North Carlow.

Bidders must also provide:

• A current Health & Safety Statement.
• Evidence of sound financial standing (Letter from Accountant / Financial Institution).
• Confirmation of availability on a 24-hour/365-day basis and response times.

5. Award criteria & scoring

Responses will be evaluated based on the following weighted criteria:

• Capability & Experience: Assessed based on the ability to complete all services as per Table A.
• Materials Mark Up Percentage: Assessed based on the percentage charged as a markup on materials.
• Ultimate Costs: Evaluated using a formula based on the lowest tendered overall cost against the bidder's tendered overall cost.
• Environmental Considerations: Assessed based on responses to sustainability questions regarding environmental management, resource efficiency, and continuous improvement.

A scoring scale from 0 to 5 is used for each criterion, with 5 representing an excellent response and 0 representing no response or a complete failure to address the criterion.

6. Submission requirements

Bidders must submit their tenders in the format provided within the tender document. Key submission components include:

• Response Document: Address each question and requirement in order, using alphanumeric references.
• Completed Tables:
• Table A: General Solution Table (demonstrating how the solution meets identified needs).
• Table B: Price Quotation Table (detailing all costs, including VAT).
• Table C: Invoicing Methodology.
• Pricing Schedule: As detailed in Table B, including hourly rates, call-out charges, PAT testing pricing, inspection costs, and itemised service costs.
• Case Studies: Evidence of satisfactory completion of two similar contracts in the previous three years, including client details, project scope, and annual value.
• Declarations:
• Signed Section C (Special Conditions of Tenders).
• Confirmation of ability to meet minimum insurance, tax clearance, and health & safety requirements.
• Declaration of economic and financial capacity.
• Mandatory Site Visit: Not specified for this tender.
• Submission Portal: Tenders must be returned via the e-tenders response facility or by hand to KARE's office reception by the specified deadline.
• Supporting Documentation:
• Evidence of RECI registration or equivalent.
• Current Health & Safety Statement.
• Letter from Accountant/Financial Institution for financial standing.
• Details of workforce composition.
• Qualifications and certifications of assigned technicians.
• Information on proposed sub-contractors, if any.
• Confirmation of 24/7 availability and response times.
• Details on environmental management systems and sustainability practices.

7. Key dates & process

The standstill period applies after notification of the award decision, lasting at least 16 calendar days (14 if notified electronically).

8. Contract terms that matter

• Term: 24 months, with an option to extend for two further 12-month periods.
• Payment Terms: Within 30 days of receipt of invoice, delivery of goods, or completion of the project, whichever is later. Payment by EFT only. Prompt Payments of Accounts Act, 1997 applies.
• Pricing: All prices quoted are inclusive of VAT. Pricing is guaranteed not to increase for 2 years. Price alterations after 2 years must be linked to the Consumer Price Index and agreed by both parties.
• Termination: KARE reserves the right to cancel the contract at any stage if services are not in accordance with the specification, contract conditions, or if the bidder fails to perform as outlined.
• Sub-contracting: Bidders must advise if they propose to use sub-contractors and provide relevant information on their capabilities and management.
• Governing Law: Irish law applies.
• Tax: Contract will be subject to Relevant Contracts Tax (RCT) and Reverse VAT.

9. Risks, red flags & unusuals

• Panel Formation Uncertainty: KARE reserves the right to appoint a single supplier if suitable panel members are not found, indicating potential for a sole-supplier outcome rather than a panel.
• Trackplan System Dependency: Successful contractors must use the KARE maintenance request system (Trackplan) via smartphone, requiring bidders to have compatible equipment and be trained on the system.
• Pricing Freeze: A strict 2-year price freeze is mandated, with any subsequent increases linked to the CPI and requiring mutual agreement, potentially impacting profitability in later contract years.
• Geographic Spread: The requirement to cover a wide geographic area across four counties necessitates efficient logistics and potentially higher operational costs for bidders.
• Unspecified Budget: While an estimated value is provided, the absence of a detailed budget breakdown or specific project volumes for different service types means bidders must price based on anticipated demand.

10. SME fit assessment

This tender is structured to allow for participation by Small and Medium-sized Enterprises (SMEs) that specialise in electrical maintenance services.

• Credible Bidders: A viable bidder would be an established electrical contractor with a proven track record in planned and non-planned maintenance, inspections, and compliance works. They must possess the necessary RECI registration, appropriate insurances, and a robust Health & Safety framework. The requirement for two similar contracts in the last three years suggests a need for some operational scale and experience.
• Consortium/Sub-contracting: The tender document asks bidders to advise if they propose to use sub-contractors, implying that sub-contracting is permissible. This allows smaller firms to potentially bid by bringing in specialist expertise or capacity where needed. Consortium bids are not explicitly mentioned but are generally permitted in public procurement unless stated otherwise.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort. This includes gathering evidence for past experience, detailing workforce capabilities, outlining the Trackplan system integration, defining sustainability approaches, and completing detailed pricing tables. An estimate of 5-10 days of dedicated effort for a small team is reasonable.
• Pwin Signal: The tender seeks to establish a panel, suggesting KARE anticipates multiple suitable providers. However, the reservation of the right to appoint a single supplier could indicate a preference for a strong incumbent or a highly competitive outcome. The absence of named past winners or specific incumbent information makes it difficult to assess incumbent strength definitively.

11. Where to dig deeper

• Source RFT Filename: [2026 Electrical Maintenance and Upgrades Tender.docx]
• eTenders CFT ID: Not specified.
• Contact for Clarifications: Alan Mc Cartney, [email protected], +353 45 448700.
• Key Attachments:
• Appendix 2 – Map of Kare Locations
• Table A: General Solution Table
• Table B: Price Quotation Table