HRB - Provision of a Grant Management System

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 Research Board ran this procurement for “HRB - Provision of a Grant Management System” 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:

• Title: HRB - Provision of a Grant Management System
• omisation for the Health Research Board, would this be considered to fulfil the minimum requirements outlined in the Request for Tender? If you have a system that has pre-configured grant management functionality that you own the Intellectual Property Rights for or are Licensed to Resell, then yo
• Schedule 4: Services Contract Terms and Conditions 21
• [Appendix 1 Single Party Framework Terms and Conditions.docx] Framework Agreement with a Framework Member in a Single-Party Framework for [insert description of Services/Supplies].
• “Call Off Request” means the request issued by the Contracting Authority to a Framework Member instructing that Framework Member, to provide the required Services/Supplies;
• “Other Conditions” means for example Contract Terms and Conditions, Special Terms and Conditions and/or Service Level Agreement as may be appropriate;
• [Appendix 1 Single Party Framework Terms and Conditions.docx] The maximum price chargeable by the Framework Member during the initial three (3) years of the Framework Agreement is as set out in Schedule C of the Call-Off Contract. Price changes, if applicable, will be increased or decreased by no more than 5% per year or the percentage increase (if any) or decrease in the relevant Consumer Price Index, published by the Central Statistics Office (Ireland) in the twelve-month period immediately preceding the date of the proposed price modification, whichever is the lesser. Prices may be subject to only one such annual modification over the course of each year of the Services Contract.
• Regarding personnel assigned to deliver services under the framework, where the successful Framework Member proposes to replace a nominated person, the proposed replacement person must be of equal or better qualifications and expertise than that of the original nominated person(s). Any replacements must be notified in writing to the Contracting Authority and must be agreed by the Contracting Authority prior to their commencement of any work under the Framework Agreement.
• [Appendix 1 Single Party Framework Terms and Conditions.docx] Contracts under this framework agreement may be subject to the application of a Service Level Agreement which will outline the Key Performance Indicators applicable to the contract. The applicable Service Level Agreement is contained in Schedule xx.
• (2) ensure that it has in place appropriate technical and organisational measures, reviewed and approved by the Contracting Authority, to protect against unauthorised or unlawful processing of Personal Data and against accidental loss or destruction of, or damage to, Personal Data, appropriate to the harm that might result from the unauthorised or unlawful processing or accidental loss, destruction or damage and the nature of the data to be protected, having regard to the state of technological development and the cost of implementing any measures (those measures may include, where appropriate, pseudonymising and encrypting Personal Data, ensuring confidentiality, integrity, availability and resilience of its systems and services, ensuring that availability of and access to Personal Data can be restored in a timely manner after an incident, and regularly assessing and evaluating the effectiveness of the technical and organisational measures adopted by it);
• 2.1 unless specified in writing to the contrary by the Contracting Authority all and any information (whether in documentary form, oral, electronic, audio-visual, audio-recorded or otherwise including any copy or copies thereof and whether scientific, commercial, financial, technical, operational or otherwise) relating to the Contracting Authority, the supply of Services and all and any information supplied or made available to the Contractor (to include employees, agents, Subcontractors and other suppliers) for the purposes of the engagement including personal data within the meaning of the Data Protection Laws; and
• 8. The Contractor shall, in the performance of the Engagement, access only such hardware, software, infrastructure, or any part of the databases, data or ICT system(s) of the Contracting Authority as may be necessary for the purposes of the Competition (and obligations thereunder or arising therefrom) and only as directed by the Contracting Authority and in the manner agreed in writing between the Parties. Non-binding monetary references in the source were treated as context only and were not used as qualification thresholds.

3. Background & buyer context

The extract showed a structured PQQ-to-ITT sequence intended to shortlist capable bidders before full award-stage submission. Programme and policy framing was only partially visible, but continuity and modernisation drivers were evident in the procurement design.

4. Eligibility & selection criteria

• Turnover requirement — not specified for this tender
• Insurance — not specified for this tender
• 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

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) — not specified in extract.
• Mandatory site visit — not specified in extract.
• Submission portal and formatting — eTenders portal and PDF electronic copies were referenced. Submission-related source lines:
• to host institution to submit final financial report within 60 days
• [Appendix 1 Single Party Framework Terms and Conditions.docx]
• Note: This document is an indication of the form of agreement which the Contracting Authority intends to conclude with the successful economic operator arising from this competitive process. Economic Operators are not required to submit a signed copy of these terms as part of their tender but should indicate any objections which they may have to these terms in the body of their tender.
• [Appendix 1 Single Party Framework Terms and Conditions.docx] oc210992693)
• [Appendix 1 Single Party Framework Terms and Conditions.docx] Framework Agreement with a Framework Member in a Single-Party Framework for [insert description of Services/Supplies].
• • on the eTenders website on [insert date] with an RFT ID [insert ref]] (the ‘Contract Notice’)

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)
• Payment could be: Y1: €100k, Y2: €100k, Y3: €100k OR Y1: €100k, Y2: €0k, 3: €100k, Y4: €100k OR varying amounts each year, with and without gap year, as determined e
• 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:
• ther the successful tenderer will be using the HRB ORCID member API key; or will the successful tenderer require their own membership? e integr
• ontinues for 60 calendar 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
• For the Term and for a period of 12 months thereafter (and save in respect of publ
• [Appendix 1 Single Party Framework Terms and Conditions.docx]

9. Risks, red flags & unusuals

• Numeric qualification gates were only partially visible, so eligibility certainty required full pack review.
• 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 — specialist operator with compliant procurement governance and evidencable experience.
• 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: Appendix 1 Single Party Framework Terms and Conditions.docx, Appendix 3 Confidentiality Agreement.docx, Appendix 2 Call Off Contract.docx.
• eTenders CFT / notice reference: Contract Notice’).
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: Appendix 1 Single Party Framework Terms and Conditions.docx] , Schedule 1: RFT 18](#_Toc210992694).