Information Memorandum and Pre-Qualification Questionnaire (PQQ)

Information Memorandum and Pre-Qualification Questionnaire (PQQ)

 

PART1 – INTRODUCTION AND REQUIREMENTS

1.          Objective of Prequalification Questionnaire (PQQ)

The purpose of the Pre-Qualification Questionnaire (PQQ) is to invite qualification applications from interested parties for the provision of Printers and Print Managed Service. This document provides a detailed description of the scope of requirements for the contract. It also provides information about the selection procedure being used to qualify Candidates.

The objective of this PQQ process is to produce a short-list of suitably qualified Candidates who will be invited to tender for the provision of Printers and Print Managed Service. 

This procurement is being run by EirGrid on behalf all companies in the EirGrid Group. See Part 3Section 2 for details of EirGrid Group companies. It is anticipated that the primary recipient(s) of these goods/services/works will be EirGrid plc. and SONI Ltd, however other EirGrid Group companies may also require services over the course of the framework.

Part 1 and Part 2 of this PQQ should be read in conjunction with Part 3 – Instructions to Candidates.

2.          Procedure Applicable to Pre-Qualification and Award of Contract

The procurement of this contract is being carried out in accordance with the Negotiated procedure with a prior call for competition as set out in Council Directive 2014/25/EU as transposed into Irish law by the European Union Award of Contracts by Utility Undertakings) Regulations 2016 (S.I. 286 of 2016) (the “Regulations”).

As part of this procedure, EirGrid intends to select qualified Candidates who will be invited to tender for the above contract. The purpose of this Pre-Qualification Questionnaire is to seek information which will be used by EirGrid to carry out a comparative assessment of the financial, economic and legal standing, resource capacity and previous experience of the Candidates for the purposes of identifying a shortlist of pre-qualified Candidates.

EirGrid reserves the right to abandon this competition at any stage and will not accept liability for any costs incurred by Candidates.

This questionnaire does not constitute an offer to enter into a contract and neither the document itself nor any of the information set out therein should be regarded as a commitment or representation on behalf of EirGrid or any other person to enter into a contractual arrangement.

Candidates are prohibited from disclosing any information relating to the questionnaire or obtained on foot thereof to any person except as permitted by EirGrid and are further prohibited from any form of collusion or attempt to influence the assessment process.

Any breach of confidentiality or form of collusion shall entitle EirGrid to disqualify a Candidate from the competition without notice.

3.          Background

EirGrid wishes to appoint a company to provide advice, support, maintenance, repair and replacement services for all of our in-house printing requirements. This will predominantly include standard A4 and A3 printing in both mono (default setting) and colour using an array of print/imaging devices some of which are capable of duplex printing, scanning, photocopying, faxing, collating and stapling. This contract is intended to maximise efficiencies and cost savings in relation to our internal print services. Candidates should be aware that EirGrid is a service oriented organisation and places particular emphasis on continual service improvement and achieving overall value for money.

4.          Framework Agreement

EirGrid intends to establish a Framework Agreement for the provision of these services.

Admission to the Framework Agreement does not guarantee the award of any contract to the member and use of the Framework will be strictly at EirGrid’s discretion. While it is intended to use the Framework for the procurement of requirements falling within its scope during its lifetime, EirGrid reserves the right to conduct a separate competition for the procurement of any requirement. In this event no advantage or disadvantage will be conferred upon the framework member(s).

Single Supplier

EirGrid intends to establish a single supplier framework. Once the Framework Agreement  is in place, and as and when requirements arise, contracts will be awarded to the framework member either on the basis of the original tender submitted or after discussing the specific scope of work/requirements and agreeing the contract price in accordance with the original tender submission. A Purchase Order will then be issued to the framework member. No work should be undertaken without a valid Purchase Order. Any invoice received which does not quote a valid Purchase Order number will be returned to the framework member.

The Framework Agreement period will be for an initial duration of five years with the option to extend annually for up to an additional three years, subject always to the satisfactory performance of the supplier.

5.          Scope of Requirements

The Scope of Requirements is expected to include, but is not limited to:

Professional Services

Maintenance & Operations

Printer Hardware

The successful supplier will be required to take ownership of all of EirGrid’s existing printers (overview of current equipment provided below). The supplier will also be required to:

Contract Pricing and Payment Options

EirGrid wish to maximise economies of scale and minimise overall costs in relation to its print services.  EirGrid’s focus is on reducing its total cost of ownership and will require the successful supplier to be flexible in its approach to pricing. Details of the pricing models required will be provided at the next stage of the tendering process.

Security/Confidentiality

The successful supplier will be required to comply with EirGrid IT Security Policy and must have the ability to provide a print platform that ensures protection of sensitive print output.

EirGrid Locations and Print Equipment

The required services will be delivered at the following locations:

EirGrid reserves the right to extend these services to any of its other business locations during the course of the framework, where practicable and required. This might include other locations around the Republic of Ireland and Northern Ireland or other sites in the UK such as Wales and Liverpool.

EirGrid’s current locations and printer estate include:

Belfast Office – Leased

Lease / Purchased Location Description MODEL LOCATION_NAME SERIAL
Leased Belfast CHCC MFD 3635MFPV_X EIRGRID-SONI 3223994244
Leased Belfast CHCC MFD 6015V_N SONI LTD 3191121235
Leased Belfast CHCC Print 1 MFD 5801V_F SONI-MFP01 3660297196
Leased Belfast CHCC Print 2 MFD 7801V_T SONIMFP02 3912445312
Leased Belfast CHCC Print 3 MFD 7830 SONIMFP03 3912444928
Leased Belfast CHCC Print 4 MFD 7830 SONIMFP04 3912424323
Leased Belfast CHCC Print 5 MFD 7830 SONIMFP05 3912424730
Leased Belfast CHCC Print 6 MFD 7830 SONIMFP06 3912651052

Dublin Office – Leased

Lease / Purchased Location Description MODEL LOCATION_NAME SERIAL
Leased Dublin Brooklawn MFD 7830 PRINT6B 3912757306
Leased Dublin Brooklawn MFD 5801V_F PRINT6A 3640144849
Leased Dublin Brooklawn MFD 5801V_F PRINT6C 3640143052
Leased Dublin Oval MFD 3635MFP EIRGRID 3224000196
Leased Dublin Oval MFD 3635MFP EIRGRID 3223994201
Leased Dublin Oval MFD 3635MFP EIRGRID 3223994210
Leased Dublin Oval MFD 5801V_F EIRGRID PLC., 3640155735
Leased Dublin Oval MFD 5801V_F EIRGRID PLC 3640156251
Leased Dublin Oval MFD 6500V_N EIRGRID PLC., 3160224117
Leased Dublin Oval MFD 6500V_N EIRGRID 3160233230
Leased Dublin Oval MFD 6505V_N EIRGRID PLC 3163913843
Leased Dublin Oval MFD 6505V_N EIRGRID 3163932970
Leased Dublin Oval MFD 6505V_N EIRGRID 3163813385
Leased Dublin Oval MFD 7801V_F EIRGRID PLC 3912744417
Leased Dublin Oval Floor 0 MFD 7830 PRINTSG1 3912579416
Leased Dublin Oval Floor 0 MFD 5901V_F PRINTSG2 3665662755
Leased Dublin Oval Floor 0 MFD 7801V_F PRINToB 3912744930
Leased Dublin Oval Floor 0 MFD 7801V_F PRINT0E 3912745944
Leased Dublin Oval Floor 0 MFD 7801V_T PrintOF 3912744921
Leased Dublin Oval Floor 1 MFD 5845 PRINT1F 3640126638
Leased Dublin Oval Floor 1 MFD 7830 Print1G 3912744328
Leased Dublin Oval Floor 2 MFD 5845 PRINT2E 3640155611
Leased Dublin Oval Floor 2 MFD 5845 PRINT2F 3640156391
Leased Dublin Oval Floor 2 MFD 7830 PRINT2G 3912756342
Leased Dublin Oval Floor 2 MFD 7830 PRINT2I 3912757578
Leased Dublin Oval Floor 3 MFD 5845 PRINT3F 3640142978
Leased Dublin Oval Floor 3 MFD 5845 PRINT3H 3640166559
Leased Dublin Oval Floor 3 MFD 7830 PRINT3G 3912741876
Leased Dublin Oval Floor 4 MFD 5845 PRINT4A 3640142927
Leased Dublin Oval Floor 4 MFD 7801V_F PRINT4F 3912744344
Leased Dublin Oval Floor 5 MFD 5845 PRINT5F 3640143222
Leased Dublin Oval Floor 5 MFD 7801V_F PRINT5D 3912757101
Leased Dublin Oval TBC MFD 6500V_N EIRGRID – THE OVAL 3160250312

Purchased – All Locations

Lease / Purchased Location Description MODEL LOCATION_NAME SERIAL
Purchased Armagh Office MFD 7845 NSP2 3913832050
Purchased Belfast CHCC A0 Printer HP Designjet T3500  BELFAST N/A
Purchased Castlebar MFD 7801V_F Castlebar 3912779156
Purchased Dublin Oval MFD 7802V_F EIRGRID 3913835238
Purchased Dublin Oval A0 Printer HP  DesignJet T790 DUBLIN N/A
Purchased Dublin Oval Floor 0 Legal Printer C6070V_F EIRGRID PLC., 3916730593
Purchased Dublin Oval Office Personal Desktop Printer 3325V_DNM EIRGRID/TINA’S FAX 3259900599
Purchased Dublin Oval Office Personal Desktop Printer 3325V_DNM EIRGRID 3259893100
Purchased Dublin Oval Office Personal Desktop Printer 3325V_DNM EIRGRID PLC., 3259829819
Purchased Dublin Oval Office Personal Desktop Printer 6505V_N HR Printer 3163933658
Purchased Dublin Oval Office Personal Desktop Printer 6605V_DNM EIRGRID – THE OVAL 3181031041

Location: The Oval, Ballsbridge, Dublin 4

Site Population: 250 people full-time

Location: Brooklawn House, Ballsbridge, Dublin 4

Site Population: 60 people full-time

Location: Deansgrange, South Co. Dublin

Site Population: 50 part-time

Location: Regional Information Offices –Castlebar, Armagh, Carrickamcross

Site Population: 6 people part-time

Location: SONI, Belfast, Northern Ireland

Site Population: 80 people full-time

Please note that this list of locations may change over the course of the framework in line with EirGrid’s actual business

Account Management Requirements:

EirGrid requires that all successful suppliers nominate a dedicated Account Manager to our account. This individual must have extensive experience of the required services as well as excellent communication and customer services skills.  They will be the primary contact between EirGrid and each successful supplier and will be expected to attend account management meetings with EirGrid quarterly and more frequently if required. EirGrid expects the Account Manager to proactively engage over the course of the framework to ensure service levels are adhered to, quality standards are maintained and pertinent information about the recruitment and sourcing environment is shared. The Account Manager must to be available to attend meetings with EirGrid personnel and other interested parties, through the various stages of the contract, if required. EirGrid will not be liable for the cost of attendance at these meetings. 

It is expected that the highest standards of quality management will be applied to this contract.  It will be the Account Manager’s responsibility to ensure that standards are applied fully and consistently over the duration of the contract.  This will include adherence to agreed service levels, timescales, processes, costs etc.

EirGrid recognise that we have a responsibility to demonstrate sound environmental management, to promote sustainability and to prevent pollution. To that end we will expect all successful suppliers (and any sub-contractors) to have a programme in place that will manage and minimise the environmental impact of these services and will endeavour to implement best practice when practicable. This should include:

  •  

It is EirGrid’s policy to seek continuous improvements over the duration of all contracts.  EirGrid will continually work with the successful suppliers to identify, evaluate and analyse opportunities for improvement which are mutually beneficial with a view to designing and implementing appropriate changes.  All aspects of the contract may be subject to such improvements, including:

  •  
  •  
  •  
  • Innovative approaches.

6.          Timetable

The timetable in relation to this pre-qualification process is as follows:

Event Date
Pre-Qualification Questionnaire Issued 6th  December 2017  
Deadline for Submission of Queries No later than 12:00 hrs(Irish Time) on Monday 18th December 217  
Deadline for Submission of Completed Questionnaire No later than 12:00 hrs(Irish Time) on Wednesday 10th January 2018

The indicative timetable to contract award is as follows:

Event Date (Indicative)
Issue of Tender Documents to Qualified Candidates End of January 2018
Submission of Tenders End of February 2018
Contract Awarded End of March 2018
Contract Commencement Post Contract Award

Note: The above timetable is indicative only (with the exception of the timetable in relation to the pre-qualification process). Whilst EirGrid will make every effort to maintain this timetable, it reserves the right at its full discretion to amend or extend the timetable as it deems appropriate. Changes to deadlines will be notified to all Candidates.

7.          Selection of Candidates

The selection of Candidates will be on the basis of the objective criteria and rules stated in Part 1 – Section 11 of this PQQ.

EirGrid envisages qualifying up to 5Candidates from this pre-qualification process, subject to the quality of responses received.

Should a larger number of Candidates achieve equal marks in a high ranking position EirGrid will reduce the number to qualify by random selection so that a maximum of 5 successful Candidates is not exceeded. The process used for random selection will involve the drawing of Candidate names from a ‘hat’. This process will be performed by the EirGrid buyer and witnessed by a member of the tender evaluation team and a representative from EirGrid’s Internal Audit and Compliance team.

Candidates who successfully qualify will be invited to submit a tender proposal..

8.          Contact Details for Queries

Candidates shall ensure that they have all information required for the preparation of their responses and shall satisfy themselves about the correct interpretation of terminology used in Pre-Qualification document(s). Candidates shall also ensure that they are fully conversant with the nature and extent of the obligation to be accepted by them if their PQQ response and later tender is accepted.

Candidates must fully satisfy themselves as to the nature and requirements of this Information Memorandum and Pre-Qualification Questionnaire.Should a Candidate become aware of any ambiguity, discrepancy, error or omission in the document(s), it shall immediately notify EirGrid. EirGrid upon receipt of such notification shall notify all Candidates of its ruling in respect of any such ambiguity, discrepancy, error or omission. Such ruling shall be issued in writing via e-mail and shall form part of the pre-qualification documents.

Every effort has been made to ensure this documentation contains all the necessary information for completion of the pre-qualification questionnaire. If however, clarification on the content of this document is required, all queries should be in writing as outlined below. Any responses provided by EirGrid will be made available to all participating Candidates.

If a Candidate believes a query/request and/or its response relates to a confidential or commercially sensitive aspect of its response it must clearly mark the query/request as “confidential” or “commercially sensitive”.

If EirGrid, in its absolute discretion, is satisfied that the query/request and/or its response should be properly regarded as confidential or commercially sensitive, the nature of the query/request and its response shall be kept confidential. EirGrid will issue separate bulletin(s) to each Candidate as required, detailing any responses to queries which the EirGrid considers to be confidential or commercially sensitive.

If EirGrid is of the opinion that it would be inappropriate to answer the query/request on a confidential basis, it will notify the Candidate and require the Candidate to either withdraw the query or to raise any objection within 3 Working Days of such notification and state the grounds for its objection.

If the Candidate does not withdraw the query/request or raise any objection within the specified period, or EirGrid is of the opinion that, notwithstanding the objection of the Candidate, the query/request is not confidential or commercially sensitive, EirGrid may issue the query/request and its response to all of the Candidates.

EirGrid reserves the right to discuss aspects of the Candidate’s proposals with its advisors and any relevant authorities where EirGrid considers such discussion necessary or appropriate.

Except in so far as may be directed in writing by EirGrid, no agent or servant in its employ has any authority to make any representation or give any explanation to Candidates as to the meaning of the PQQ and tender documents or to any other matter so as to bind or fetter the discretion of EirGrid. Candidates shall not communicate with any servant, employee or agent of EirGrid except as to the extent and in the manner provided in this PQQ.

Any questions, queries or requests for further information regarding the Pre-Qualification Questionnaire should be submitted by via email to [Buyer Name] at purchasing@eirgrid.com and noreen.magowan@EirGrid.comor by submitting queries via the Messages function in www.eTenders.gov.ieas soon as possible and in any event not later than the time and date specified in Part 1Section 6 – Timetable.

Each query should clearly state the tender reference,ENQEIR596 – Managed Print Services, and thename of Candidate.

EirGrid may at its absolute discretion (but shall not be obliged to) respond to late queries.

9.          Format of Questionnaire

Questionnaires should be detailed and focused on the capacity of the Candidate to fulfil the Scope of Requirements as set out in Part 1 Section 5. Candidates are requested to format their PQQ submission in a logical manner with the response to each Form clearly identified.

We request that you do not provide any marketing or advertising material unless it specifically supports your response to one of the Forms and is referenced as such. We reserve the right to exclude any such material from consideration where it has not been identified appropriately as being relevant.

All Candidates must provide the required details as per the following forms:

Form 1 – Candidate Details, duly completed

Form 2 – Declarations, duly signed

Form 3 – Financial & Economic Standing, all sectionsduly completed

Form 4 – Health & Safety, Environment and Employment, all sectionsduly completed

Form 5 – Quality Assurance,all sectionsduly completed

Form 6 – Candidate Capacity, all sectionsduly completed

Form 7 – Previous Experience, all sectionsduly completed

Form 8 – PQQ Final Check List, duly completed

10.       Submission of Questionnaire

The completed PQQ shall be submitted online to the electronic Tender Box associated with the notice for this contract on www.eTenders.gov.ie not later than the time and date specified in Part 1 Section 6 – Timetable.

Candidates are requested to submit:

1 X PDF version of the completed PQQ – Part 2 – All Forms                             

1 X Microsoft Word version of Part 2 Forms 1 and 8                                          

All documents must be clearly marked ENQEIR596–Print Managed Servicesand must be submitted prior to the PQQ closing time. It is EirGrid policy to open responses promptly on the closing date. The Candidate is fully responsible for the safe and timely upload of the PQQ response.

Please allow yourself sufficient time to upload your document(s) as late questionnaires may not be accepted. Depending on the size of the documentation Candidates are warned that this process may take some time. EirGrid may be unable to accept any PQQ submission which has not been uploaded to the eTenders.gov.ie tender box prior to the PQQ closing time.  Once the closing time has passed the eTenders system does not allow for any additional documentation to be uploaded. EirGrid is not liable for any system issues due to network congestion or poor network speeds experienced by Candidates when attempting to upload documents.

If you require assistance with using the www.eTenders.gov.ie website or are having difficulty uploading your PQQ response to the website please contact the eTenders helpdesk on + 353 21 243 9277. The eTenders office hours are 09:00 hrs to 17:30 hrs. EirGrid cannot provide technical assistance with the eTenders website.

11.       Selection Criteriaand Evaluation Process

11.1     Introduction

In order for a Candidate to avoid elimination from this competition and to warrant consideration, Candidates must comply with the minimum requirements of the PQQ.

PQQ responses will be examined initially by reference to completeness relative to the PQQ Forms requested.  Following this initial examination, responses that are valid and complete will be assessed against Selection Criteria set out below.

Responses to this PQQ will be evaluated in their own right. No recognition will be given to any information previously submitted. No unsolicited communications from Candidates will be entertained during the evaluation period. All communications must be made in accordance with Part 1 Section 8.

While the evaluation will initially be based on the submitted PQQ response, it may include subsequent clarifications, if necessary.

Candidates should ensure that they have fully addressed each of the criteria set out below by providing complete information as requested in the corresponding Forms.

11.2     Evaluation Process

The evaluation process for this procurement procedure is being carried out in two separate stages, Stage 1 – PQQ, followed by Stage 2 – Tender.  This PQQ process represents Stage 1 of the procedure.

Responses provided to this PQQ will be assessed against the Selection Criteria outlined in section 11.3 below. Candidates which fail to meet the minimum requirements outlined will automatically ‘Fail’ and be excluded from any further participation in this procurement process. Failed Candidates will not be invited to tender in Stage 2 of the process.

Thereafter, Candidate responses will be assessed in accordance with the associated criteria weightings and rules. Candidates who meet the minimum selection criteria andachieve suitably high marks in each of the weighted criteria will successfully qualify for inclusion of the tender short-list and progress to the second Tender stage (See Part 1 Section 7 – Selection of Candidates).

11.3     Selection Criteria

All completed Pre-Qualification Questionnaires received will be evaluated in respect of the following selection criteria, minimum requirements, weightings and marking scheme:

Selection Criterion Description Weighting   Minimum Requirement
Legal Standing Candidates must complete theExclusionary Criteria Declaration satisfactorily. Candidates who cannot satisfactorily complete this will be excluded from further participation. See Part 2 – Form 2.   Pass/Fail     Pass    
Financial & Economic Standing Candidates must complete the Self-Declaration questionnaire and provide details of turnover and profit. Candidates must demonstrate annual turnover relevant to the services required of €240,000in at least one of past three financial years, or pro-rata if more recently established. See Part 2 – Form 3.   Pass/Fail       Pass      
Health & Safety, Environment and Employment  Candidates must complete the Health & Safety, Environment and Employment Questionnaire. Candidates must demonstrate that they comply with the relevant health and safety, environment and employment legislation. See Part 2 – Form4.   Pass/Fail Pass  
Quality Assurance   Candidates must complete the Quality Assurance Questionnaire. Candidates musthave a documented Quality Management System (QMS) in place. The overall QA strength of the Candidates who meet the minimum requirement will be evaluated in accordance with the weighting indicated. See Part 2 – Form 5.   Pass/Fail     Pass     5%       Pass      
Candidate Capacity Candidates must complete the Candidate Capacity Questionnaire. Candidates are required to demonstratethat in principle they have at their disposal sufficient manpower (of relevant and appropriate expertise and experience) and other resources necessary to deliver contracts of this nature. See Part 2 – Form 6.   30% 18%
Previous Experience       Candidates must complete the Previous Experience Questionnaire. Candidates are required to demonstrate that they have sufficient recent and relevant experience to delivercontracts of this nature: Recent Relevant Contracts (60%)–Candidates are required to provide details of the three (3) most relevant contractsundertaken by the Candidate in the last five years.   This criterion is sub-weighted across the three contracts with each weighted at 20%.   Other Relevant Current Contracts (5%) Candidates shall provide high level details of other relevant contracts undertaken in the last five years.   See Part 2 – Form 7.   65%             60%                 5%                   36%                 3%        

11.4     Marking Scheme

Candidates must demonstrate that they meet the minimum requirements listed above in order to be considered for selection. Candidates who do not meet the minimum requirements for listed criteria will be automatically excluded from further participation.

The Selection Criteria outlined above will be marked as follows:

Where there is a 0-5 marking system

Score Description
5 Outstanding – Response fully satisfies the minimum requirements and demonstrates outstanding and extensive additional strength beyond the minimum requested.
4.5 Excellent – Response fully satisfies the minimum requirements and demonstrates excellent additional strength beyond the minimum requested.
4 Very Good – Response fully satisfies the minimum requirements and demonstrates very good additional strength beyond the minimum requested.
3.5 Good – Response fully satisfies the minimum requirements and demonstrates good additional strength beyond the minimum requested.
3 Acceptable – Response fully satisfies the minimum requirements, but does not exceed it. No additional strength demonstrated in the response beyond the minimum requested.
2 Mediocre – Partial or limited response which falls below acceptable level. Response provided is lacking in some important areas and/or some aspects of the minimum requirement have not been met.
1 Poor – Partial or limited response provided with limited relevance to the question or our contract requirements.
0 Unacceptable / No response – No response provided or response provided is of no relevance to the question.

Where there is a 0-2 marking system

Score Description
2 Excellent – Far exceeds minimum requirements
1.5 Very Good – Exceed the minimum requirements
1 Acceptable – Meets or marginally exceeds minimum requirements
0 Unacceptable – No response / Response provided does not meet the minimum requirements

Legal Standing (Pass / Fail)

The Candidate’s legal standing will be evaluated in accordance with their response to the Exclusionary Criteria Declaration (Form 2 – Section 2.5). This must be completed satisfactorily and signed. Candidates will pass this criterion where none of the listed mandatory or other exclusionary grounds apply. Candidates who have been convicted of any mandatory exclusions listed will be excluded from further participation, i.e. Fail. Candidates who fall within any of the circumstances listed under other exclusionary grounds may be excluded from further participation, subject to the nature and severity of the circumstances.

Financial and Economic Standing (Pass / Fail & 10%, 0-2 marking)

Candidates must complete the self-declaration provided to confirm turnover and profit. Candidates must demonstrate annual turnover on relevant goods/services/works specific to this contract of at least €240,000, in one of the past three financial years, or pro-rata if more recently established. Candidates who cannot demonstrate this will be excluded from further participation, i.e. Fail or 0. The overall financial strength of the Candidates who meet the minimum criteria will be evaluated in accordance with the weighting indicated. A score of 1 will be given to Candidates who meet the minimum turnover criteria but do not demonstrate significant strength beyond this, i.e. diminishing turnover barely in excess of minimum, and with little or no profit. A score of 1.5 will be given where a Candidate exceeds the minimumturnover requirement and shows healthy profit. A score of 2 will be given to Candidates who comfortably exceed the minimum criteria and demonstrate good overall financial strength and profit.

Health & Safety, Environment and Employment (Pass / Fail)

The Candidates must demonstrate that they comply with the relevant health and safety, environmental and employment legislation and have procedures in place to ensure that sub-contractors/suppliers apply the same standards, where applicable. Candidates who cannot confirm compliance with legislation will be excluded from further participation, i.e. Fail.

Quality Assurance (Pass/ Fail, 5%, 0-5 marking)

Candidates must have a documented Quality Management System (QMS) in place in order to successfully pass this criterion. Candidates who do not have a documented QMS will be excluded from further participation, i.e. Fail and 0. The overall QA strength of the Candidates who meet the minimum criteria will be evaluated in accordance with weighting indicated.  A score of 1 will be given where Candidates have a documented QMS but are not regularly audited or accredited, have little additional contract specific accreditation/certification and provide little evidence to support their quality policy. A score of 5 will be awarded to those who comfortably exceed the minimum criteria, have specifically relevant accreditations/certification and provided sufficient additional and backup information in support of the response.

Candidate Capacity (30%, 0-5 marking)

Candidates must demonstrate that they have access to a sufficient number of suitable personnel for delivery of a contract of this nature. Responses will be scored on a basis of 0 to 5.  A score of 0 will be given to Candidates who do not have sufficient numbers of human resources, where this contract is likely to be resourced by mostly temporary / sub-contracted staff, where staff numbers have decreased significantly in the last three years and where there are limited numbers of resources within the roles outlined. A score of 5 will be given to Candidates who comfortably exceed the requirements, who have access to a large pool of suitable resources, have grown or maintained their size over the last three years, have sufficient numbers of appropriate individuals within the roles outlined, and will be delivering all or the majority of the scope from within their own organisation. 

Previous Experience (65%, 0-5 marking)

Candidates will be required to demonstrate that they have sufficient recent and relevant experience to deliver a contract of this nature by providing details for the three (3) most relevant contracts undertaken by the Candidate, preferably in the last five years.

Recent Relevant Contracts (60%)

Each contract will be evaluated based on the information provided in each of the following areas, and the overall relevance of the contract to EirGrid’s Scope of Requirements.

Responses will be scored on a basis of 0 to 5, where 0 is no response or response is incomplete and of no relevance to the Scope of Requirements. 5 marks will be awarded where each element of the contract is an excellent match to the Scope of Requirements. Failure to provide any of the requested information is likely to result in a reduction in the marks awarded. In all cases highest marks will be awarded to those contracts which demonstrate most similarities to EirGrid’s Scope of Requirements.

Other Relevant Contract (5%)

Responses will be scored on a basis of 0 to 5, where 0 is no response or the response is incomplete and of no relevance to the Scope of Requirements. 5 marks will be awarded where a significant number of other relevant contracts are listed and each appears to be an excellent match to EirGrid’s Scope of Requirements.

Please note, in all cases responses to the Selection Criteria will also be marked relative to those of other Candidates’ responses.

12.       Terms of Legal Agreement

This contract will be subject to agreement of the EirGrid Legal Agreement.  Details of this will be provided at tender stage.

12.1     Award to Runner-up

If for any reason it is not possible to establish the Framework Agreement or award the initial contract to the designated successful Tenderer emerging from this competitive process, or if having awarded the Framework Agreement and/or awarded the initial contract, EirGrid considers that the successful Tenderer has not met its obligations, EirGrid reserves the right to establish the Framework and/or award the initial contract to the next highest scoring Tenderer on the basis of the terms advertised. This shall be without prejudice to the right of EirGrid to cancel this competitive process and/or initiate a new contract award procedure at its sole discretion.

Should the successful Tenderer(s) go out of business due to insolvency, bankruptcy, an order for compulsory winding-up, examinership or other similar event, during the tender validity period, EirGrid reserves the right to award the contract to the second place Tenderer or ‘Runner Up’.

12.2     Contract Modification and Extensions

The following areas of the Legal Agreement may be subject to modification and as such have revision clauses for same:

PART2 – PREQUALIFICATION QUESTIONNAIRE

PLEASE COMPLETE AND RETURN ALL OF THE FOLLOWING FORMS

(Hand written submissions are not acceptable)

(Do not return Part 1 – Pages 1-17 or Part 3)

Candidate Name:

ENQEIR596 – Managed Print Tender

PQQ Response

FORM 1 – Candidate Details

This section must be completed by the Candidate.

Candidate’s Name  
Company Registration Number  
Person to be contacted regarding this PQQ    
Position  
Registered Address      
Telephone  
Email  
Company Website  
This submission is confidential/commercially sensitive in its entirety   OR  
This submission is confidential/commercially sensitive in its entirety with the exception of the following parts (candidate to list specific parts of the submission)  

Please answer the following questions if you are applying as part of a consortium or joint-venture and include the names of all relevant companies below:

Consortium or joint-venture details Y/N Company Name(s)
Is the Candidate a Consortium?    
Is the Candidate a Joint Venture?    
If yes to the above please provide name of lead consultant?    
Do you propose to use sub-contractors?    

 

FORM 2 – Declarations

2.1       General Declaration

This section must be completed by the Candidate.

This Declaration is to be signed by an authorised representative of the Candidate.

I hereby declare on behalf of the Candidate making this application, that it is competent to carry out the services described herein and that I am authorised to give this declaration.

I understand that the provision of false or misleading information or the omission of information could result in the exclusion of the Candidate from the bidding process.

I hereby declare that I have used best endeavours to ensure that the information given hereafter and supplementary information submitted is correct.

I undertake to inform EirGrid of any changes to the information provided which may arise prior to the award of contract.

Signed:    
Print Name:    
Company Name:    
Date:    

1.2          Group/Affiliate Declaration (To be completed and duplicated where relevant)

Candidates seeking to show compliance based on the experience, resources or financial standing of the Candidate’s group or other affiliated companies will be required to:

This commitment should be demonstrated by submission of a signed declaration from an authorised signatory of the group/affiliates, confirming and acknowledging the use of such information by the Candidate for these purposes.

In either case, where such commitment is not shown, neither group nor affiliates’ experience, resources or financial standing shall be considered.

This Declaration is to be signed by an authorised representative of the group/affiliate.

Signed:    
Print Name:    
Company Name:    
Date:    

2.3       Sub-Contractor Declaration(To be duplicated and completed where relevant)

Where the experience and/or resources of a sub-contractor is relied upon, the Candidate will be required to show the commitment of the indicated sub-contractor to the Candidate’s participation. In order to do this, Candidates must submit a completed sub-contractor declaration, included below.

This declaration is to be signed by an authorised representative of the sub-contractor.

Signed:    
Print Name:    
Sub-Contractor Name:    
Date:    
Services to be provided by the Sub-Contractor:      

2.4       Group of Companies (To be completed where relevant)

If applicable please provide a brief description of how the group of economic operators will work, including confirmation of the lead.  Please enclose an organisational chart with the proposed hierarchical structure of the grouping including any sub-contractor arrangements.  

2.5       Exclusionary Criteria Declaration

This section must be completed by the Candidate.

2.5.1    Mandatory Exclusions

EirGrid shall exclude from further participation any Candidate, or Member or sub-contractor thereof, where it has established (in accordance with Regulations 59 to 61 of the European Union (Award of Public Authority Contracts) Regulations 2016), or is otherwise aware that the economic operator concerned has been convicted of one or more of the following offences (whether arising before or during the procurement procedure):

The above provisions also apply where the person convicted is a member of the administrative, management or supervisory body of the relevant entity or has powers of representation, decision or control in the relevant entity.

EirGrid shall exclude from further participation any Candidate, or Member or sub-contractor thereof, where:

This sub-paragraph (g) shall not apply when the relevant entity has fulfilled its obligations by paying, or entering into a binding arrangement with a view to paying, the taxes or social security contributions due, including, where applicable, any interest accrued or fines.

EirGrid shall not be obliged to exclude a relevant entity under this sub-paragraph (g) whereonly minor amounts of taxes or social security contributions are unpaid or the relevant entity was informed of the exact amount due following its breach of its obligations relating to the payment of taxes or social security contributions at such time that it did not have the possibility of paying, or entering into a binding arrangement with a view to paying, the taxes or social security contributions due (including, where applicable, any interest accrued or fines) before the expiration of the deadline for, as applicable, requesting participation or submission of tenders.

EirGrid shall not be obliged to exclude an economic operator under (a) to (g) above where:

EirGrid shall not be obliged to exclude a relevant entity under (a) to (f) above where a period of 5 years has lapsed from the date of conviction of the relevant entity for the offence concerned.

EirGrid shall not be obliged to exclude an economic operator under (g) above where the requirement a period of 5 years has lapsed from the date the relevant breach is established by the judicial or administrative decision concerned.

The exclusion grounds set out in this section shall also apply to the other entities on whose capacity a Candidate intends to rely fulfil relevant selection criteria.

2.5.1 Please indicate if any of the circumstances set out above  apply to your organisation (or any Member or sub-contractor of a Candidate or any entity  on whom the Candidate intends to rely for relevant resources) Please indicate your answer by marking ‘X’ in the relevant box.
Yes
None of the circumstances set out above apply  
One or more of the circumstances set out above apply ☐  
If any of the circumstances apply, please provide details:          

2.5.2    Other Exclusionary Grounds

EirGrid may, subject to the paragraph below, exclude from participation in a procurement procedure any Candidate, or Member or sub-contractor thereof, who falls within any of the circumstances set out below at (i) to (ix) (whether arising before or during the procurement procedure):

(i) Is bankrupt or is the subject of insolvency or winding-up proceedings, where its assets are being administered by a liquidator or by the court, where it is in an arrangement with creditors, where its business activities are suspended or it is in any analogous situation arising from a similar procedure under the law of Ireland.
(ii) Has undertaken to unduly influence EirGrid’s decision making process or tried to obtain confidential information that may confer undue advantage in the procurement procedure or has negligently provided misleading information that may have a material influence on decisions concerning exclusion, selection or award.
(iii) Is guilty of grave professional misconduct which renders its integrity questionable.
(iv) Has not fulfilled all obligations relating to the payment of social security contributions in Ireland and the law of the country in which the Candidate is established.
(v) Has not fulfilled all obligations relating to the payment of taxes in Ireland and the law of the country in which the Candidate is established.
(vi) Is guilty of serious misrepresentation in supplying the information required for the verification of the absence of grounds for exclusion or the fulfilment of the selection criteria, has withheld such information or is not able to submit supporting documents required.
(vii) Has entered into agreements with other economic operators aimed at distorting competition.
(viii) Has not complied with applicable obligations in the fields of environmental, social and labour law that apply at the place where the works are carried out or the services provided that have been established by European Union law, national law, collective agreements or by international, environmental, social and labour law (as set out in Schedule 7 of the European Union (Award of Public Authority Contracts) Regulations 2016).
(ix) Has shown significant or persistent deficiencies in the performance of a substantive requirement under a prior public contract, a prior public contract with EirGrid or a prior concession contract which led to early termination of that prior contract, damages or other comparable sanctions.

The exclusion grounds set out in this section shall also apply to the other entities on whose capacity a Candidate intends to rely fulfil relevant selection criteria.

2.5.2 Please indicate if any of the circumstances set out above (i) to (ix) for exclusion apply to your organisation (or any Member or sub-contractor of a Candidate or any entity  on whom the Candidate intends to rely for relevant resources). Please indicate your answer by marking ‘X’ in the relevant box.
Yes
None of the circumstances set out above apply
One or more of the circumstances set out above apply
If any of the circumstances apply, please provide details:      

FORM 3 – Financial & Economic Standing

All sections must be completed by the Candidate.

3.1  Self-Declaration of Financial and Economic Capacity                  

Tax Clearance Please mark ‘X’ in the relevant box to confirm.

I confirm and declare on behalf of the company to having a current and valid Irish Tax Clearance Certificate issued by the Irish Revenue in place and our tax affairs are in order.
  The Contracting Authority can verify your tax clearance status through Revenue’s online facility at https://www.revenue.ie/itp/view.jsp. To this end, please confirm: Do you grant the Contracting Authority permission to verify your tax cleared position online? Registration Number: (as shown in your Tax Clearance Certificate) Certificate Number: (as shown in your Tax Clearance Certificate)            
    ☐            
OR
  I confirm and declare on behalf of the company to having a current and valid Irish eTax Clearance Certificate issued by the Irish Revenue in place and our tax affairs are in order.   The Contracting Authority can verify your tax clearance status through Revenue On-Line Service (ROS).  To this end, please confirm: Do you grant the Contracting Authority permission to verify your tax cleared position online? Tax Reference Number: (as shown in your eTax Clearance Certificate) Access Number: (as shown in your eTax Clearance Certificate)     ☐          
OR
 
Insurances
EirGrid requires the following types of insurance for this procurement process and Candidates are requested to provide the levels they currently have in place:  
EirGrid’s required insurance levels:  Candidate to confirm levels in place
 
 
 
 
I confirm that I will provide the following promptly on request at any time prior to the award decision being made:  

3.2  Turnover and Profit

Candidates are requested to provide details of total annual financial turnover and profitability for the services to which this contract relates for the past three financial years or alternatively, if the date of establishment was more recent, information on turnover and profitability available.

Table 3.2.1 – Declaration of Turnover

Declaration of Turnover Please mark ‘X’ in the relevant box to confirm.
I confirm that our turnover on services required in this PQQ met or exceeded €240,000 in any of the last three financial years, or pro-rata if more recently established.   Yes ☐   No  ☐
I confirm that I will provide evidence of turnover and other financial information promptly on request at any time prior to the award decision being made.   Yes ☐   No  ☐
I confirm that I am seeking to show compliance with the turnover requirements on the basis of a Group or affiliated company and as such have provided confirmation of the Group or affiliated company’s commitment.   Yes ☐   No  ☐

Table 3.2.2 – Breakdown of Turnover

Year Total Annual Turnover Annual Turnover for the services to which this contract relates Total Profit after Tax
2016        
2015        
2014        

Table 3.2.3 – Current/Recent Financial Standing

Candidates must complete the following table based on their most recent annual audited accounts or equivalent and provide an explanation for all figures outlined:

Description Objective Details (Yes/No with Explanation)
Profit and Loss Positive Balance  
Liquidity Ratio greater than 1  
Solvency Positive Cash Flow Balance  

FORM 4 – Health & Safety, Environment and Employment

This section must be completedby the Candidate.

Criteria Please mark ‘X’ in the relevant box.
Statutory Obligations   Please confirm that your company fully understands and complies with all of its statutory obligations under the following legislation:     Please confirm that you have procedures in place to ensure that sub-contractors/suppliers, apply the same standards.   Please confirm that you will provide evidence of your Health & Safety, Environment and Employment/Equality Policies prior to the award decision being made, if requested.         ☐Yes       ☐ No ☐Yes       ☐ No ☐Yes       ☐ No ☐Yes       ☐ No     ☐Yes       ☐ No     ☐Yes       ☐ No  

FORM 5 – Quality Assurance

This section must be completed by the Candidate.

  Question Answer
1 Do you have a documented quality management system in place?    
2 Do you perform regular audits of your quality management system?    
3 Is your quality management system externally audited?   If yes, please state: a) name of external auditing body b) date of last audit:    
4 Is your quality management system current and certified as compliant with ISO 9001:2008 or an equivalent internationally recognised standard?    
5 Have you additional accreditations, certifications or specialities that might be relevant to the scope of requirements for this Contract?    
6 Have you provided backup information to support your responses to the above?   Please list any quality documents attached in support of your responds to this section:   1. _______________________________   2. _______________________________   3. _______________________________   4. _______________________________    

FORM 6 – Candidate Capacity

This section must be completed by the Candidate and by each Member and sub-contractor where applicable.

Candidates must demonstrate that they have access to a sufficient number of suitably qualified personnel for the delivery of a contract of this nature.

If the Candidate is comprised of more than one Member or it is intended to use sub-contractors then the information requested here should be provided for the total Candidate showing the main Consultant and each individual Member and sub-contractor.

6.1       Manpower and Skills

Provide details of the Candidate’s average annual manpower (full time employees), for the past three years, in the area(s) responsible for providing the services to which this contract relates. Provide answers in the form of the table prescribed below. Where there are significant differences in manpower between years Candidates should provide details/reasons.

Table 6.1.1 – Average Annual Manpower for the required services

Year Average Annual Manpower for the required services Reason for significant change
Current    
2016    
2015    

Table 6.1.1 – Average Annual Manpower for the required services

Year Average Annual Manpower Number employed by main contractor/permanent Number employed by sub- contractor/temporary
Current      
2016      
2015      
         

6.2       Human Resources and Skills Required for Delivery of Services

Provide a breakdown, by role, of the Candidate’s current key personnel in the area(s) responsible for providing the services to which this contract relates. Provide answers in the form of the table prescribed below; you may amend the ‘Role’ list as appropriate to your business and advise where this is applicable.

Note: The numbers in Table 6.1.1above should be reflected below in Table 6.2.1

Table 6.2.1 -Required Roles

Role Minimum estimated number required by EirGrid for this contract Desired years of relevant experience required by EirGrid Number in organisation Years of relevant experience Training & Qualifications
Account Managers 1 5      
Senior Engineers 2 5      
Call-Out Engineers 4 3      
Call Centre Staff 5 3      
Administration 1 3      
Project Managers 2 5      
Others          
           

6.3       Other Resource Required for Delivery of Services

Provide details of all other resources required for the successful delivery of the services required under this contract. Provide answers in the form of the table prescribed below; you may amend the ‘Item’ list as appropriate to your business and advise where this is applicable.

Table 6.3.1 – Service Centres and Support Locations, Warehouses etc.

Provide a breakdown of the Candidate’s warehouse and transport fleet resources. Provide answers in the form of the table prescribed below.

Provide details of the Candidate’s service/support centres, warehouses or other locations or equipment currently used for the delivery of contracts of a similar nature.

Name Location Description of Use and Capacity
       
     
     
     
     
     

FORM 7 – Previous Experience

This section must be completed by the Candidate.

7.1        Recent Relevant Contracts

Candidates will be required to demonstrate that they have sufficient recent and relevant experience to deliver a contract of this nature.

Considering the Scope of Requirements outlined in Part 1 Section 5, Candidates are required to provide the following details forthreerecent relevant contracts.It is recommended that the contracts selected have been undertaken within the last 5 years in order to be considered recent.

EirGrid will only consider three contracts so please do not submit additional contract details. Where any details relating to previous contracts are considered confidential, Candidates must ensure that they have provided sufficient information to allow EirGrid to judge the similarity of the contract to the present requirements. Candidates are also required to provide contact details for contract referees. If the total value of each contract is not known, please give your best estimate. This information should be provided for the total Candidate and not at an individual Member level. Failure to provide any of the requested information may result in a reduction in the marks awarded.

Candidates shall also state how the services provided under each previous contract relate to the services to be provided under the proposed contract.

The contracts can be from the main Candidate only or include Members’ and sub-contractors’ experience where relevant to their proposed participation.  A Candidate may demonstrate compliance with qualification criteria through the experience of sub-contractors, by providing details of the sub-contractors’ relevant experience (as part of the contracts).Where the experience of a sub-contractor is relied upon, the Candidate will be required to show the commitment of the indicated sub-contractor to the Candidate’s participation, and that such participation will be in the area to which the experience is relevant.

Guidance on completing the recent relevant contract tables:

Candidates are required to complete the below table to show the number of contract examples they are providing in order to demonstrate their experience. Where appropriate,Candidates are also required to name the sub-contractor whose experience they are relying on for each example. In some cases it may be the main Candidate, however, there may be one or more sub-contractors used and this information should be noted. The summary table below should only be submitted once.

Table 7.1.1 – Summary of All Contracts

SUMMARY TABLE
  Contract Number Contract Name Services Company/Consultant Who Provided Services
  1      
  2      
  3      

Table 7.1.2 – Individual Contract Details

The following tables must be completed for each contract specified in the Table 7.1.1 Summary of All Contracts.

Contract No. 1

CONTRACT DETAILS TABLE
Contract ReferenceNo. (from Summary Table) E.g. 1  
Name of Contract    
Name of Lead Consultant/Contractor  
Client Name    
Background on the Organisation and Business of the Client (e.g. Industry, location, no. of employees etc.)  
Candidate’s Role on the Contract (e.g. prime contractor etc. Were other organisations involved in the delivery of the project? If so, what was your relationship to them?)    
Comprehensive Description of the Goods/Services Delivered                
How the Goods/Services Provided are Relevant to the EirGrid Requirements            
% Of Contract Delivered by Main Consultant/Contractor  
Name of Sub-contractor(s) (where applicable)  
% Of Contract Delivered by Sub-contractors(s)  
Contract Start Date  
Contract End Date  
Total Contract Value (euro)  
Reference and Client Contact Details Contact Name: Address: Telephone number:

Contract No. 2

CONTRACT DETAILS TABLE
Contract Reference No. (from Summary Table) E.g. 2  
Name of Contract    
Name of Lead Consultant/Contractor  
Client Name    
Background on the Organisation and Business of the Client (e.g. Industry, location, no. of employees etc.)  
Candidate’s Role on the Contract (e.g. prime contractor etc. Were other organisations involved in the delivery of the project? If so, what was your relationship to them?)    
Comprehensive Description of the Goods/Services Delivered                
How the Goods/Services Provided are Relevant to the EirGrid Requirements            
% Of Contract Delivered by Main Consultant/Contractor  
Name of Sub-contractor(s) (where applicable)  
% Of Contract Delivered by Sub-contractors(s)  
Contract Start Date  
Contract End Date  
Total Contract Value (euro)  
Reference and Client Contact Details Contact Name: Address: Telephone number:

Contract No. 3

CONTRACT DETAILS TABLE
Contract Reference No. (from Summary Table) E.g. 3  
Name of Contract    
Name of Lead Consultant/Contractor  
Client Name    
Background on the Organisation and Business of the Client (e.g. Industry, location, no. of employees etc.)  
Candidate’s Role on the Contract (e.g. prime contractor etc. Were other organisations involved in the delivery of the project? If so, what was your relationship to them?)    
Comprehensive Description of the Goods/Services Delivered                
How the Goods/Services Provided are Relevant to the EirGrid Requirements            
% Of Contract Delivered by Main Consultant/Contractor  
Name of Sub-contractor(s) (where applicable)  
% Of Contract Delivered by Sub-contractors(s)  
Contract Start Date  
Contract End Date  
Total Contract Value (euro)  
Reference and Client Contact Details Contact Name: Address: Telephone number:

7.2        Other Relevant Current Contracts

Candidates shall provide high level details of other relevant contracts undertaken in last five years in order to further demonstrate relevant experience.

Contract Name Brief Description of Services Contract Start Date Contract End Date Contract Value
         
         
         
         
         

FORM 8 – PQQ Final Check List

Candidates must confirm they have submitted all the required forms and information;

Part 2– Pre-Qualification Questionnaire Please mark ‘X’ in the relevant box to confirm.
FORM1 – Candidate Details
FORM2 –Declarations
FORM 3 – Financial & Economic Standing
FORM 4 –Health & Safety, Environment and Employment
FORM 5 – Quality Assurance
FORM6– Candidate Capacity
FORM7– Previous Experience
FORM8– PQQ Final Checklist

PART 3–INSTRUCTIONS TOCANDIDATES

1.    Overview of Instructions to Candidates

The purpose of this section is to provide Candidates with a series of instructions, which should govern their responses to this Pre-Qualification Questionnaire and ensure that their submissions are fully compliant with this procurement procedure. This section should be read in conjunction with Part 1 and Part 2 of this PQQ.

The entirety of this document, including all of the sections and the questionnaire set out herein and any attachments (whether in electronic form or otherwise) is referred to as the “Pre-Qualification Questionnaire” or “PQQ”.

2.          Organisations in the EirGrid Group

EirGrid holds licences as independent electricity Transmission System Operator (TSO) and Market Operator (MO) in the wholesale trading system in Ireland, and is the owner of the System Operator Northern Ireland (SONI Ltd), the licensed TSO and market operator in Northern Ireland. 

The EirGrid Group of companies includes:

  • EirGrid plc: A leading Irish energy business, dedicated to the provision of transmission and market services for the benefit of electricity consumers. It is a state-owned commercial company, committed to delivering high quality services to all customers, including generators, suppliers and consumers across the high voltage electricity system and via the efficient operation of the wholesale power market. It puts in place the grid infrastructure needed to support competition in energy, to promote economic growth, to facilitate more renewable energy, and to provide essential services.  In its role of TSO in Ireland, EirGrid operates and maintains a safe, secure, reliable, economical and efficient transmission system, as well as developing key infrastructural projects which are vital for the socio-economic development of the State. As TSO, EirGrid is regulated by the Commission for Energy Regulation (CER).
  • SONI Limited: SONI Ltd is the licensed transmission system operator (TSO) in Northern Ireland and has the responsibility of ensuring the safe, secure and economic operation of the high voltage electricity system in the north of Ireland. It is regulated by the Utility Regulator Northern Ireland.
  • SEMO Joint Venture: The Single Electricity Market Operator (SEMO) is part of the EirGrid Group, and operates the Single Electricity Market on the island of Ireland. SEMO is a joint venture between EirGrid plc and SONI Limited. SEMO is regulated by the SEM Committee.
  • EirGrid Interconnector Designated Activity Company: EirGrid has developed a High Voltage Direct Current (HVDC) electricity interconnector with 500 MW transmission capacity linking the British and Irish Electricity markets. This is known as The East West Interconnector (EWIC). EirGrid Interconnector Limited is the 100% wholly owned subsidiary company of EirGrid plc which manages the interconnector.
  • EirGrid Telecoms Designated Activity Company: is a 100% subsidiary of EirGrid plc, established to manage fibre optic cables laid with EWIC.

For further details on EirGrid plc or any of the EirGrid Group companies please visit – www.eirgrid.com

  1. 1. 

3.          Candidates

Applications may be submitted by an individual, a single entity, or a consortium or grouping of persons (however constituted). For the purposes of this PQQ, a Candidate is an economic operator who has expressed an interest in participating in this competition by submitting a PQQ, and may include without limitation any of the following (each referred to as the “Candidate”):

  • individual candidate who is a natural person or a sole trader or single legal entity;
  • a corporate entity, a  joint venture, or a partnership;
  • a consortium or group of members whether incorporated or unincorporated, including without limitation where a group proposes to contract whether through:
  • a special purpose vehicle (SPV); or
  • one or more members of the consortium or grouping acting as lead member; or
  • a consortium where one or more members are also acting as sub-contractors; or
  • a group of persons consisting of a prime contractor and one or more persons or entities acting as sub-contractors where the applicant is the prime contractor; or
  • an unincorporated grouping of two or more persons.

It is accepted that, in order to meet the qualification criteria, companies may wish to collaborate, for example by forming a joint venture or consortium which will then apply as a Candidate for qualification. In order to distinguish between the roles, the parties comprising a Candidate are referred to as “Members”.

A company which is a Member of one Candidate may not be a Member of any other Candidates unless it has satisfied EirGrid that this does not create a risk of conflict of interest or collusion. 

A Candidate may demonstrate compliance with qualification criteria through the experience or resources of sub-contractors, by providing details of the sub-contractors’ relevant experience/resources. However, where a Candidate wishes to rely on such Member or sub-contractors’ educational and or professional qualifications or experience it may only rely on the capabilities of others where that entity will perform the services to which the experience and capability relates.

Where the Candidate proposes to use sub-contractors which are distinguishable from Members of the bid team these sub-contractors should be clearly identified as sub-contractors and distinguished from Members of the bidder. The Candidate will remain solely liable under any subsequent Legal Agreement with EirGrid for its and any of its sub-contractors’ acts, errors or omissions despite the use of any sub-contractor. A sub-contractor’s commitment need not be exclusive to one Candidate.

Please note that any change in the membership of the bid team submitted by the Candidate or the ownership, control or structure of the Candidate, and/or in the intended roles and responsibilities of Members after the Candidate has submitted its completed PQQ response, may lead to its disqualification unless approved by EirGrid in writing. EirGrid reserves the right to withhold approval for any such changes and to disqualify the Candidate concerned from any further participation in the procurement process.

Any proposed changes must be notified to EirGrid as soon as possible. Failure to notify any changes may result in disqualification of the Candidate.

Candidates seeking to show compliance based on the experience, resources or financial standing of the Candidate’s group or other affiliated companies will be required to provide sufficient information to demonstrate the group/affiliate’s commitment to the Candidate’s participation and provide details of the group/affiliate’s relevant experience, resources or financial standing. This commitment should be demonstrated by submission of a signed declaration from the group/affiliate’s CEO, or other authorised signatory, confirming and acknowledging the use of such information by the Candidate for these purposes. The Candidate and the proposed group/affiliate will be required to be jointly liable for the execution of the contract where the financial and economic standing of a group/affiliate company has been reliable upon (Reg. 86 (5)). In either case, where such commitment is not shown, neither group nor affiliates’ experience, resources or financial standing shall be considered.

If a PQQ is submitted by a group (more than one) of Members, then those Members, if awarded the contract, must assume such legal form by incorporation, partnership, or otherwise as will enable them to contract as a single entity.  It may become necessary for the group to state a single addressee responsible for the receipt and processing of documentation and resolving any problems relating to the contract.

4.          Joint Submissions

Where a Candidate wishes to submit a joint application to fulfil the requirements of the PQQone party must be designated as the lead Candidate and if successful will be called the PrimeContractor.

The Candidate must specify in its response what other parties are involved in submitting a PQQ and their respective roles. The Candidate must provide the names and registered address of any Members.

EirGrid reserves the right to request evidence or copies of any agreements between the partiesin this respect and to comment upon them and take them into account at any stage in this procurement process.

EirGrid may at its absolute discretion and in particular, require the Candidate to contract:

  • As Prime Contractor with EirGrid only.Under this arrangement the Prime Contractor is responsible for the delivery of all goods/works/services provided for under the terms of the contract and shall assume all the duties, responsibilities and costs associated with the position of prime contractor. Collateral warranties may be required in this case;
  • A grouping may be required to contract as a single entity with joint and several liability arranged to EirGrid’s satisfaction;
  • On the basis of joint and several liability among group members, arranged to EirGrid’s satisfaction.

Collateral warranties and/or guarantees may also be required from parties who are making available resources for the contract in a manner satisfactory to EirGrid. This will be dependent on the proposed nature of the relationship between the Prime Contractor and the bid member and the role that the bid member may have in the delivery of the goods/works/services.

By submitting a PQQ the Candidate warrants and represents that they can, and irrevocably agree that they will, comply, or procure compliance, as the case may be, with this section on request by EirGrid.

The failure by the Candidate as Prime Contractor or any member of the joint submission to comply with any such requirement may result in its rejection and elimination from the procurement process.

5.          Completion of Questionnaire

Candidates are required to complete and submit all Forms in Part 2 of this PQQ in accordance with these procedures and comply with any other requirements set out herein and to provide all the information and supporting documents required by this questionnaire to enable verification. Candidates are requested to provide the information required by the PQQ in a clear, concise and logical manner with the response to each Form clearly identified. Handwritten questionnaires will not be accepted.

6.          Compliance

Candidates are required to comply fully with these Instructions to Candidates when preparing their responses and participating in this procurement process.

Particular attention is drawn to the fact that non-compliance with these Instructions to Candidates may, at the sole discretion of EirGrid, invalidate a Candidate’s submission.If a submission fails to comply in any respect with the requirements set out in these Instructions to Candidates, EirGrid will be entitled (but will not be obliged):

  1. to reject the relevant PQQ submission as non-compliant;
    1. without prejudice to EirGrid’s right to reject the submission;
    1. to meet with, raise issues and/or seek clarification from the Candidate in respect of the relevant submission; and/or
    1. to negotiate an amendment and/or change to the relevant PQQ with the candidate
    1. to request the Candidate to provide EirGrid with information or items which have not been provided or have been provided in an incorrect form; and/or
    1. to waive a requirement which, in the opinion of EirGrid, is minor, procedural, or non-material.

Incomplete questionnaires may be rejected at EirGrid’s sole discretion.

7.          Amendments to the PQQ Documents and/or Process

EirGrid reserves the right to update or alter the PQQ documents and the information contained herein at any time by notice in writing to Candidates. These will be issued to all Candidates and submissions will be assumed to take account of any such modifications and amendments.

EirGrid reserves the right without advance notice to amend or otherwise change the tendering process or to terminate the process.

EirGrid shall not be obliged to bring any Candidates forward to tender stage. EirGrid reserves the right not to proceed with the award process and to suspend or withdraw from the process at any time.

Nothing in the PQQ documents is, or should be relied upon as, a promise or representation as to EirGrid’s ultimate decision in relation to the award of the Contract.  EirGrid reserves the right (in its absolute discretion):

  1. to change the basis of, or the  procedures (including the timetable) relating to, the tender process;
  2. to reject any, or all, of the submissions;
  3. to abandon the competition; or
  4. not to furnish Candidates with additional information.

8.          Verification of Information

EirGrid shall be entitled to take all reasonable steps and make all reasonable enquiries to check information included in a submitted questionnaire, including talking to referees provided without prior reference to the Candidate.

9.          Clarifications

During the evaluation period and at EirGrid’s discretion, clarifications may be sought from Candidates. Where information or documentation to be submitted by a Candidate is or appears to be incomplete or erroneous, or where specific documents are missing, EirGrid may request that such a Candidate submit, supplement, clarify or complete the relevant information or documentation.

Candidates will be required to provide such clarification in writing. Responses to requests for clarification may not materially change elements of the PQQ submitted.

No unsolicited communications from Candidates will be entertained during the evaluation period.

10.       Currency

All financial information should be denominated in euro, except where financial information is being provided in a certified or audited supporting document such as a set of financial statements, in which case it is sufficient for the information to remain in its original currency. No costs should be submitted at this stage of the procedure.

11.       Preparation Costs

EirGridwill not be liable in respect of any costs incurred by Candidates in the preparation of PQQs, tenders or any associated work effort.

Each Candidate’s costs will be the sole liability of that Candidate, including costs of travel to and attendance at any meetings. EirGrid has no obligation to reimburse the Candidate in respect of costs incurred by it in the preparation of its PQQ or otherwise as a result of its participation in this procurement process, whatsoever or howsoever arising.

12.       Forwarding of Documents

Thispre-qualification document shall not be forwarded to any other company third party without the prior written permission of EirGrid.

13.       Freedom of Information Act, 2014 and the European Communities (Accessto Information on the Environment) Regulations 2007-2014

EirGrid is subject to the Freedom of Information Act.

EirGrid is listed in Schedule 1, Part 1 of the FOI Act which means that EirGrid is a “partially included agency” for the purposes of the FOI Act. Specifically, the FOI Act only applies to records held by EirGrid insofar as they concern its functions under its Transmission System Operator (TSO) licence granted under section 14(1) of the Electricity Regulation Act, 1999.

EirGrid proposes the following:

  • The information in the PQQ documentation for this procurement process will be made available on request.
  • To hold confidential, any information provided by you in this procurement process subject to:
    • disclosure of the information specified at (i) above as liable for release to the public; and
  • EirGrid’s obligations under law, including the Freedom of Information Act, which came into effect on 14 October 2015. 

You are asked to consider if any of the information supplied by you in this submission should not be disclosed because of its sensitivity, (other than that referred to at (i) above).  If this is the case, you should, when providing the information, identify same and specify the reasons for its sensitivity in accordance with Form 1 of this PQQ.  EirGrid will consult with you about sensitive information before making a decision on any Freedom of Information request received.

If you consider that none of the information supplied by you is sensitive, please make a statement to that effect in accordance with Form 1.  Such information may be released in response to an FOI request.

Note: Freedom of Information requests may supersede other sections of this document which refer to confidentiality.

14.       Conflicts of Interest

Any conflicts of interest involving a Candidate must be fully disclosed to EirGrid as soon as the conflict of interest becomes apparent to the Candidate, particularly where there is a conflict of interest in relation to any recommendations or proposals put forward by the Candidate. Any

Candidate who fails to comply with this obligation may be disqualified from further participation in this procurement process.

Any registrable interest involving the Candidate and EirGrid employees or their relatives must be fully disclosed in the response to this PQQ, or should be communicated to EirGrid immediately upon such information becoming known to the Candidate, in the event of this information only coming to their notice after PQQ submission.

A Candidate must, in particular, disclose if it, or any of its Members or sub-contractors or other parties that are to be identified in its response, has any economic, legal, commercial or financial relationship with another Candidate submitting a separate PQQ. In such an instance, the Candidate must notify EirGrid as to the identity of the relevant party and the economic, legal commercial or financial relationship in question as soon as possible.

In the event of any conflict of interest, EirGrid shall, in its absolute discretion, decide on the appropriate course of action. This could include rejecting the Candidate and its PQQ, a prohibition on proceeding in the manner proposed (for example by refusing to allow a Member to be a Member for a competing Candidate) and/or specifying such other steps or safeguards as EirGrid considers appropriate.

EirGrid reserves the right as its absolute discretion to refuse to allow a Member or subcontractorto be part of another competing Candidate.

15.       Interference or Canvassing

Candidates must not canvass directly or indirectly any member of EirGrid, officer or employee of EirGrid, its advisers, or any member of the evaluation team. Failure to comply with this requirement will result in disqualification from the process.

Candidateswho endeavour to influence or interfere in any way with the PQQ evaluation process or award decision shall have their PQQ submission rejected. Any Candidate who, in connection with this PQQ:

  1. Offers any inducement, fee or reward to any member, officer or employee of EirGrid or any person acting as an advisor for EirGrid in connection with this contract; or
  • Canvasses any of the persons referred to in paragraph (a) in connection with this contract; or
  • Contacts any officer or employee of EirGrid prior to the contract being awarded about any aspect of this contract in a manner not permitted by this PQQ;

may be disqualified without prejudice to any other civil remedies available to EirGrid and without prejudice to any criminal liability which such conduct by a Candidate may attract.

16.       Collusion

Candidates are expressly and strictly prohibited from discussing any aspect of their response to the questionnaire with other Candidates or otherwise exchanging information or colluding in respect of the contract.  Any Candidate who fails to comply with this requirement may be disqualified.

17.       Compliance with Laws

Candidates must comply with all relevant laws and regulations that are applicable to them in the context of this procurement and the services to be provided.

Any Candidate that fails to comply with such laws and regulations to the satisfaction of EirGrid may be treated as failing to comply with the conditions of this procurement competition and may be, at the discretion of EirGrid, rejected and eliminated from the competition.

All contracts which may be entered into must comply with all applicable laws in particular but not limited to all competition and other regulatory obligations and will be subject to obtaining all relevant and applicable governmental, regulatory and EU consents, clearance and approvals.

This PQQ, the RFP, the Legal Agreement and any of the procurement documents or any matter or disputes related in any way or connected with or arising out of this procurement process are governed by and construed in accordance with the laws of Ireland and shall be subject to the exclusive jurisdiction of the Irish courts.

18.       Financial Viability

The application of Selection Criteria based on Candidates’ financial and economic standing does not preclude EirGrid from satisfying itself as to the financial viability of the designated successful Candidate by whatever means are considered appropriate prior to contract award.

19.       Copyright and Intellectual Property

Any programmes developed or used in the implementation of this contract, and all material associated with this contract, will be owned by EirGrid and it is the responsibility of the Candidate to provide this to EirGrid on termination of any contract.

This will be dealt with in more detail in the Legal Agreement.

20.       Conditions Precedent

If a contract is awarded arising out of this procurement process, the award of a contract shall be conditional upon the Candidate:

  1. Producing, for inspection by EirGrid, a current tax clearance certificate or eTax certificate issued by the Irish Revenue Commissioners;
  • Providing evidence of insurances in accordance with the contract;
  • Satisfying EirGrid as to its financial and economic viability, by whatever means EirGrid may consider appropriate;
  • Complying with all Legal, Health & Safety, Environment and Employment declarations.

21.       Notification of Outcome

All Candidates will be notified of the outcome of this prequalification process following the completion of the detailed evaluation. Potential outcomes can be:

  1. A letter of regret;
  2. A letter of qualification for invitation to tender;
  3. Notification of cancellation/postponement.
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