Provision of Board Meeting Management Software

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

Housing and Sustainable Communities Agency ran this procurement for “Provision of Board Meeting Management Software” 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:

• e successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €13,000,000 Public Liability €6,500,000 Product Liability N/A Professional Indemnity €1,500,000 Cyber Liability (including loss of data) €500,000 2
• the proposed Services Contract may amount to some €225,000 (excl
• 31 Ability to support a minimum of 35 concurrent users without degradation of performance with capacity to expand to more users
• [RFT-Board Meeting Software.pdf] ServicesRFT150124
• services as described in Appendix 1 to this RFT (the “Services”).
• In summary, the Services comprise: provision of an online board meeting portal which
• provides a suite of services to run and operate paperless meetings.
• that may result from this Competition (the “Services Contract”) will be issued for a term of
• [RFT-Board Meeting Software.pdf] that may result from this Competition (the “Services Contract”) will be issued for a term of
• The Contracting Authority estimates that the expenditure on the Services to be covered by
• the proposed Services Contract may amount to some €225,000 (excl. VAT) over the Term
• the successful implementation of any Services Contract that may result from this 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.

• Contracting Authority policy seeks to encourage participation on a fair and equal basis by

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.; e successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €13,000,000 Public Liability €6,500,000 Product Liability N/A Professional Indemnity €1,500,000 Cyber Liability (including loss of data) €500,000 2; 21 Employer’s Liability €13,000,000 Public Liability €6,500,000 Product Liability N/A Professional Indemnity €1,500,000 Cyber Liability (including loss of data) €500,000 2
• 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.
• e successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €13,000,000 Public Liability €6,500,000 Product Liability N/A Professional Indemnity €1,500,000 Cyber Liability (including loss of data) €500,000 2
• 21 Employer’s Liability €13,000,000 Public Liability €6,500,000 Product Liability N/A Professional Indemnity €1,500,000 Cyber Liability (including loss of data) €500,000 2

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:
• [RFT-Board Meeting Software.pdf] ServicesRFT150124
• Tender Response Document including Tenderer’s Statement and Declaration
• services as described in Appendix 1 to this RFT (the “Services”).
• In summary, the Services comprise: provision of an online board meeting portal which
• [RFT-Board Meeting Software.pdf] that may result from this Competition (the “Services Contract”) will be issued for a term of
• [RFT-Board Meeting Software.pdf] but not limited to Regulation (EU)

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)
• e successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €13,000,000 Public Liability €6,500,000 Product Liability N/A Professional Indemnity €1,500,000 Cyber Liability (including loss of data) €500,000 2
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby
• ontinues for 30 calendar days either Party may terminate at 14 days’ notice
• are capable of remedy) within 30 days after receipt of a request in writing f
• For the Term and for a period of 12 months thereafter (and save in respect of publ
• that may result from this Competition (the “Services Contract”) will be issued for a term of
• The Contracting Authority reserves the right to extend the Term for a period or periods of

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: RFT-Board Meeting Software.pdf, Delete if not applicable) Where a Tenderer (Prime Contractor) intends to subcontract any share of any Contract to a Subcontractor, but is not

[RFT-Board Meeting Software.pdf, Delete if not applicable) Where a Tenderer (Prime Contractor) intends to subcontract any share of any Contract to a Subcontractor, but is not relying on the capacity of such Subcontractor for the purposes of fulfilling any of the Selection Criteria in part 3.2 below, it must ensure that each such Subcontractor submits a separate eESPD in respect of such Subcontractor completing those sections of the eESPD which are specified in section 2.D of the eESPD for this Competition. The Contracting Authority may decide to examine Tenders before verifying the absence of exclusion grounds in Regulation 57 of the Regulations (the “Exclusion Grounds”) and the fulfilment of the Selection Criteria. However, notwithstanding anything to the contrary in this part 3.1, the Contracting Authority reserves the right to ask Tenderers at any moment during the Competition to submit any or all of the following for the purposes of verification of the status of the Tenderer (including the Prime Contractor and any Subcontractor): (i) a Declaration in the form attached in the Tender Response Document at Appendix 4;

13 (ii) evidence to the effect that measures taken by the entity concerned are sufficient to demonstrate its reliability despite the existence of a relevant Exclusion Ground; (iii) in the case of the Prime Contractor and any Subcontractor on whose capacity the Prime Contractor relies, all or any of the supporting documents specified at paragraph 3.2 below; (iv) information concerning the Tenderer, and any proposed subcontractors, for the purposes of Regulation (EU) No 833/2014 (as amended by EU Regulation 2022/576 or any subsequent amendments to

[RFT-Board Meeting Software.pdf.

• eTenders CFT / notice reference: OJEU).
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: RFT, a Tenderer will be eliminated if it does not meet all of these minimum require, RFT-Board Meeting Software.pdf] ServicesRFT150124, Appendix 1:.