Data Protection Office Services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

Bord Bia seeks to outsource Data Protection Office Services to ensure compliance with GDPR and other relevant legislation. The contract spans 24 months with a possible 12-month extension. The contractor will manage data protection activities across Bord Bia's operations, both domestic and international.

• Data Protection Compliance: Ensure adherence to GDPR and other relevant data protection laws.
• Policy Development: Develop and update data protection policies and procedures.
• Training: Conduct regular training sessions for Bord Bia staff on data protection practices.
• Data Breach Management: Implement and manage processes for identifying, reporting, and addressing data breaches.
• Data Subject Requests: Handle requests from data subjects, ensuring timely and compliant responses.
• Audit and Reporting: Conduct regular audits and provide reports on data protection compliance.
• Advisory Services: Provide expert advice on data protection issues, including emerging technologies like AI.
• Liaison: Act as the point of contact with data protection authorities and other relevant bodies.
• Documentation: Maintain comprehensive records of processing activities and data protection measures.

The contractor must demonstrate experience in advising on regulatory compliance within a public sector or regulated environment.

3. Background & buyer context

Bord Bia, the Irish Food Board, promotes Ireland's food, drink, and horticulture industry globally. This tender aligns with Bord Bia's strategic goal to enhance data protection practices amidst increasing regulatory demands. The procurement is driven by the need to ensure robust data governance and compliance with GDPR, reflecting Bord Bia's commitment to safeguarding personal data and maintaining trust with stakeholders.

4. Eligibility & selection criteria

• Turnover requirement: Minimum average annual turnover of €300,000 for the last three years.
• Insurance:
• Employer's Liability: €13 million (if applicable)
• Public Liability: €6.5 million
• Professional Indemnity: €1.3 million per claim
• Product Liability: €6.5 million
• Certifications: Not specified for this tender.
• Past experience: Minimum of three comparable projects within the last three years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The price/quality split is MEAT (Most Economically Advantageous Tender).

6. Submission requirements

• Method statement / response document: Use the Tender Response Document (TRD), no page limits specified.
• CVs: Required for key personnel, no page count specified.
• Pricing schedule: Complete the pricing template in the TRD.
• Case studies: Three required, demonstrating comparable projects.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Not specified.
• Submission portal: eTenders, electronic submission only.

7. Key dates & process

8. Contract terms that matter

The contract is for 24 months with a possible 12-month extension. Payment terms are not specified. Key performance indicators (KPIs) and service level agreements (SLAs) are implied but not detailed. Liquidated damages or penalties for non-compliance are not specified. Intellectual Property (IP) ownership remains with Bord Bia, with a non-exclusive license for the contractor. Sub-contracting is allowed, but the contractor must assume full responsibility. No parent-company guarantee or bond is required.

9. Risks, red flags & unusuals

The tender requires a turnover threshold of €300,000, which may limit smaller firms. The insurance requirements are substantial, potentially excluding smaller entities. The contract's reliance on compliance with emerging technologies like AI may pose challenges for firms without specific expertise. The absence of detailed KPIs and SLAs could lead to ambiguity in performance expectations.

10. SME fit assessment

This tender is suitable for medium-sized firms with expertise in data protection and regulatory compliance. Firms must have a turnover exceeding €300,000 and meet significant insurance requirements. Consortium bids are allowed, encouraging partnerships. Bid preparation may require several days, given the need for detailed documentation and case studies. The presence of an incumbent is not specified, but the requirements suggest a competitive field.

11. Where to dig deeper

• Source RFT filename: Final -ITT - DPO.pdf
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Use the messaging facility on www.etenders.gov.ie
• Important attachments: Appendix A — Requirements and Specifications, Tender Response Document