Provision of Audio and Visual Requirements

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

The Health Products Regulatory Authority (HPRA) requires comprehensive audio-visual (AV) services to support a series of high-profile meetings and stakeholder engagements scheduled from July to December 2026. These events are in preparation for Ireland’s Presidency of the Council of the European Union. The contract covers the provision of AV equipment, technical support, and related services for approximately 20 in-person and online meetings.

Key services and requirements include:

• In-Person Meetings:

• Locations: Primarily Dublin 2, with some flexibility for Dublin 1 or Dublin 2.

• Attendee Numbers: Ranging from approximately 20 to 90 attendees per meeting.

• Meeting Durations: Varying from 1 day to 2.5 days.

• Setup Configurations: Including hollow square, boardroom, U-shape, and cabaret setups.

• Equipment Provision:

• Backup projectors and laptops.

• Table microphones (e.g., 1 per 2 people, 1 per table).

• Speaker systems.

• Comfort monitors.

• Podium microphones.

• Roving microphones.

• Presentation clickers.

• Technical Support: On-site technicians for the duration of each meeting.

• Hybrid Capabilities: Provision of hybrid options for remote presenters.

• Hotel-Supplied Items: Screens, projectors, podiums, and podium microphones are to be supplied by the hotel venue.

• Specific Meeting Requirements: Some meetings have parallel sessions requiring additional support or different setup configurations (e.g., cabaret for Day 1/Day 2 of Meeting 18).

• Online Meetings:

• Locations: Dublin 2, with flexibility for Dublin 1 or Dublin 2.

• Attendee Numbers: Ranging from approximately 40 to 90 attendees.

• Duration: 1 day online.

• Pre-Meeting Requirements: Technical setup and testing of AV equipment, meeting platforms (e.g., Microsoft Teams, Zoom, Webex), internet connectivity, and software updates.

• Room & Equipment Preparation: Ensuring proper lighting, acoustics, seating, and camera angles. Availability of backup equipment.

• User Support: Assisting presenters with device connection and use of meeting tools.

• Security & Access: Verifying authorized participant access, setting up waiting rooms or passcodes.

• Live Monitoring: Monitoring audio/video quality and addressing technical issues.

• Support for Presenters/Participants: Assisting with screen sharing, muting, breakout rooms, chat, and Q&A.

• Recording & Documentation: Starting and stopping recordings as required.

• General Requirements:

• Previous Experience: Demonstrating understanding of public service, event management, and AV best practices. Experience in planning, setup, delivery, contingency planning, and risk management for multi-meeting schedules.

• Security: Adherence to strict security standards for data, personnel, remote access, and physical equipment.

• Sustainability: Describing approach to sustainability, including environmental policies, ISO/ESG certifications, WEEE recycling, and carbon reduction plans.

• Innovation: Outlining value-added services or enhancements at no additional cost.

• Project Management: Provision of a dedicated project manager.

• Scalability: Ability to scale up for last-minute or concurrent events.

3. Background & buyer context

The Health Products Regulatory Authority (HPRA) is Ireland's national competent authority responsible for regulating medicines, medical devices, and other health products. Its mission is to protect and enhance public and animal health by ensuring product safety, efficacy, and quality. The HPRA is a statutory body, established under the Irish Medicines Board Acts, and operates as a self-funded agency, with 85% of its income derived from industry fees and 15% from grants.

This procurement is driven by Ireland’s upcoming Presidency of the Council of the European Union, which runs from 1st July to 31st December 2026. During this period, the HPRA will host a series of high-profile meetings and stakeholder engagements to support EU-level dialogue on regulatory innovation, public health policy, and strategic priorities. The successful bidder will provide the necessary audio-visual services to ensure the effective delivery of these events. The contract duration aligns with the Presidency period, concluding on 31st December 2026.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered eligible for evaluation:

• Turnover requirement:
• Minimum average annual turnover of €1.3 million per annum in the area of AV services.
• Insurance:
• Employers Liability: €12.7 million
• Public Liability: €6.5 million
• Professional Indemnity: €1 million
• Cyber Liability (including loss of data): €1 million
• Certifications:
• ISO 14001 (Environmental Management) is cited as a relevant standard.
• Past experience:
• Demonstrated experience in providing AV services for a multi-meeting schedule (approximately 20 meetings).
• Provision of client testimonials or references from large-scale events.
• Demonstrated understanding of public service, event management, and AV best practices.
• Personnel:
• Confirmation to provide a dedicated project manager.
• Geographic / facility constraints:
• Services to be delivered at Dublin 1 or Dublin 2 locations.
• Confirmation of resources to accommodate private studio hire.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), determined by a combination of price and qualitative criteria.

Criterion Weight (%) Sub-criteria