Request for Tender for the Provision of Hotel and Conference Facilities

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

Houses of the Oireachtas Service ran this procurement for “Request for Tender for the Provision of Hotel and Conference Facilities” as an operational contract requiring implementation and sustained service execution. The extracted pack showed qualification-stage material with references to later ITT technical depth; practical activity therefore centred on building, integrating, and operating the specified service stack with compliant reporting and handover obligations where stated. Constituent activities and named work elements in the supplied extracts:

• Buyer: Houses of the Oireachtas Service
• ority estimates that the expenditure on the Services to be covered by the proposed Services Contract may amount to some €80,000 (excl
• *The anticipated expenditure envelope for any purchases pursuant to the Service Contract is €80,000 exclusive of VAT over the potential lifecycle of the Contract; this would relat
• The Service Contract will be established for 12 months
• tion (the “Services Contract”) will be issued for a term of 12 months (“the Term”)
• Contracting Authority: Houses of the Oireachtas Service
• Procedure: Single Stage Procedure with Negotiation* based on Title III Services under Directive 2014/24/EU
• * As the subject matter of this competition is defined as a Concession within the context of Directive 2014/24/EU, where the choice of procedure is open to the Contracting Authority, the procedure chosen on this occasion is a single-stage procedure involving negotiations. The Contracting Authority reserves the right to enter negotiations with some or all tenderers who submit a valid responsive tender. Negotiations may be held on all aspects of the service under each of the published Award Criteria. The Contracting Authority also reserves the right to award the concession contract directly following receipt of initial tenders without recourse to negotiations with individual tenderers.
• 2.2 Scope of the Service Contract 6
• 2.2.1 The Scope of the Service Contract 6
• 2.3 Duration of the Service Contract 7
• • Appendix 1 – draft Services Contract Non-binding monetary references in the source were treated as context only and were not used as qualification thresholds.

3. Background & buyer context

The buyer context reflected a formal Irish public-procurement route, with pre-qualification used to control entry into the tender stage.

• • Tenderers must be able to demonstrate their ability to provide a minimum of four star accommodation and must include full information on the cancellation policy for individual rooms
• escription Tenderers must be able to demonstrate their ability to provide a minimum of four star accommodation and must include full information on the cancellation policy for individual rooms
• 5.19 Policy on Personal Debriefings 25
• [FINAL RFT Conference Facilities 19 Dec 2025.docx] It is the policy of the Contracting Authority to promote participation by Small and Medium Enterprises (SMEs) on a fair and equal basis.

4. Eligibility & selection criteria

• Turnover requirement — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• Insurance — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.; es in place Insurance Type Level required if successful Level in Place Details of Any Excess Renewal Date Employers Liability €13,000,000 € Public Liability €6,500,000 € Product Liability €6,500,000 € Environmental Liability Im; (Buyer to seek advice from insurer regarding types and levels prior to publication) Insurance type Required Level Employer’s Liability €13 million Public Liability €6.5 million Product Liability €6
• Certifications — not specified for this tender
• Past experience — not specified for this tender
• Personnel — not specified for this tender
• Geographic / facility constraints — not specified for this tender Additional binding lines surfaced in the deterministic extract:
• — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• es in place Insurance Type Level required if successful Level in Place Details of Any Excess Renewal Date Employers Liability €13,000,000 € Public Liability €6,500,000 € Product Liability €6,500,000 € Environmental Liability Im
• (Buyer to seek advice from insurer regarding types and levels prior to publication) Insurance type Required Level Employer’s Liability €13 million Public Liability €6.5 million Product Liability €6

5. Award criteria & scoring

6. Submission requirements

• Method statement / response document (template/page limits) — Appendix 1 questionnaire/PQQ response was required.
• CVs (page count, named roles) — not specified in extract.
• Pricing schedule (format/template) — expected at ITT stage.
• Case studies (number/value range) — client references/comparable project evidence was referenced.
• Declarations (ESPD/Bona Fides/Tax/COI) — ESPD/declaration/statement-of-confirmation language was present.
• Mandatory site visit — not specified in extract.
• Submission portal and formatting — eTenders portal and PDF electronic copies were referenced. Submission-related source lines:
• Submission of tenders via: eTenders post box facility only.
• Submission of queries via: eTenders messaging facility only.
• * As the subject matter of this competition is defined as a Concession within the context of Directive 2014/24/EU, where the choice of procedure is open to the Contracting Authority, the procedure chosen on this occasion is a single-stage procedure involving negotiations. The Contracting Authority reserves the right to enter negotiations with some or all tenderers who submit a valid responsive tender. Negotiations may be held on all aspects of the service under each of the published Award Criteria. The Contracting Authority also reserves the right to award the concession contract directly following receipt of initial tenders without recourse to negotiations with individual tenderers.
• Please note that information relating to this Request for Tender, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal www.etenders.gov.ie. Registration is free of charge and there is no charge for documents. Please note that the Contracting Authority accepts no responsibility for information relayed (or not relayed) via third parties
• [FINAL RFT Conference Facilities 19 Dec 2025.docx] , including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal www.etenders.gov.ie. Registration is free of charge and there is no charge for documents. Please note that the Contracting Authority accepts no responsibility for information relayed (or not relayed) via third parties. Please upload your response as a ZIP FILE to protect the integrity of the file names.
• 3.6 General Information, Declarations and Financial Capacity Requirements 13

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 12 months. Payment cycle, SLA/KPI schedule, and penalty regime were not fully disclosed in the snippets unless listed below.

• VERIFIED PHRASES (deterministic regex extract from the documents — treat as authoritative for numerical claims)
• *The anticipated expenditure envelope for any purchases pursuant to the Service Contract is €80,000 exclusive of VAT over the potential lifecycle of the Contract; this would relat
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby acknowledged by the Contractor) as follows:
• escription Tenderers must be able to demonstrate their ability to provide a minimum of four star accommodation and must include full information on the cancellation policy for individual rooms
• tion (the “Services Contract”) will be issued for a term of 12 months (“the Term”)
• [insert number] calendar days either Party may terminate at 14 days’ notice
• days either Party may terminate at 14 days’ notice
• breach(es) (if the breach(es) are capable of remedy) within 30 days after receipt of a request in writing f

9. Risks, red flags & unusuals

• Qualification gate: the deterministic extract included a turnover threshold line (— use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.), which can materially narrow bidder pool composition.
• The two-step process (PQQ then ITT) shifted effort to compliance evidence early, with competitive scoring detail potentially deferred.
• Technical and contractual granularity appeared ITT-dependent, increasing ambiguity at qualification stage for non-incumbent bidders.

10. SME fit assessment

This competition looked most accessible to firms with established public-sector tender capability, documented financial capacity, and direct operational experience in the relevant service category.

• Credible bidder profile — mid-sized to large specialist with formal QA/compliance process.
• Consortium / sub-contracting — allowed or addressed in the extracts (Appendix references and reliance provisions).
• Indicative bid-prep effort — 6 to 12 working days for evidence collation, form completion, and review cycles at PQQ level.
• Pwin signal — strongest for bidders with reusable qualification artefacts, comparable references, and low-friction mobilisation capability.

11. Where to dig deeper

• Source RFT/PQQ filenames: FINAL RFT Conference Facilities 19 Dec 2025.docx, 3.4 Use of

[FINAL RFT Conference Facilities 19 Dec 2025.docx, 5.21 Brand Names,

[FINAL RFT Conference Facilities 19 Dec 2025.docx.

• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: RFT Conference Facilities 19 Dec 2025.docx] , RFT Conference Facilities 19 Dec 2025.docx] , including clarifications and changes,.