HRB Conference and Event Management 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

The Health Research Board ran this procurement for “HRB Conference and Event Management Services” 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 Conference and Event Management Services
• 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 million Public Liability €6.5 million Product Liability N/A Professional I
• the proposed [Services Contracts] may amount to some €850,000 (excl
• personal injury of any person arising as a result of or in connection with the Services for an amount of not less than €6.5 million any one occurrence
• otherwise engaged by SUPPLIER arising as a result of or in connection with the Services for an amount of not less than €13 million any one occurrence
• personal injury of any person arising as a result of or in connection with the Services for an amount of not less than €1,500,000 any one occurrence
• [RFT 6834891 Updated HRB Conference and Event Management Service V2.pdf] ServicesRFT30112020
• Conference and Event Management Services
• Replaced by Services Contract on a separate document
• services as described in Appendix 1 to this RFT (the “Services”).
• In summary, the Services comprise: the provision of the services as described in Appendix
• 1 to this RFT, being a full range of professional conference management services with a 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
• 1. Digital Event Strategy qualification/s from

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 million Public Liability €6.5 million Product Liability N/A Professional I
• 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 million Public Liability €6.5 million Product Liability N/A Professional I

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 6834891 Updated HRB Conference and Event Management Service V2.pdf] ServicesRFT30112020
• Declaration as to Personal Circumstances of Tenderer
• services as described in Appendix 1 to this RFT (the “Services”).
• In summary, the Services comprise: the provision of the services as described in Appendix
• [RFT 6834891 Updated HRB Conference and Event Management Service V2.pdf] .4
• [RFT 6834891 Updated HRB Conference and Event Management Service V2.pdf] also encouraged, subject to paragraph 2.5, to consider the practical

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 24 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 million Public Liability €6.5 million Product Liability N/A Professional I
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby
• 24 months from January 2026 (“the Term”)
• up to 12 months with a maximum of two such extension or
• 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
• All fees payable in this Schedule 2 shall be paid within 30 days of receipt of the invoice

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: [3

Deadline phrases

• s must be received not later than 23:00 on 23rd October 2025 (the “Tender
• on 14 November 2025 unless otherwise published by the Contracting Authority

Scale / volume phrases

• 24 months from January 2026 (“the Term”)
• up to 12 months with a maximum of two such extension or
• that all prices quoted in the Tender will remain valid for 90 days
• said 14 day period the invoice shall be deemed acce
• terminate at 14 days notice
• 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
• All fees payable in this Schedule 2 shall be paid within 30 days of receipt of the invoice

TENDER DOCUMENTS [RFT 6834891 Updated HRB Conference and Event Management Service V2.pdf, N/A lots (each a “Lot”) as described below. Each Lot will result in a separate contract.

1.4 This public procurement competition (the “Competition”) will be conducted in accordance with the open procedure under the European Union (Award of Public Authority Contracts) Regulations 2016 (Statutory Instrument 284 of 2016) (the “Regulations”). Any contract

[RFT 6834891 Updated HRB Conference and Event Management Service V2.pdf, RFT 6834891 Updated HRB Conference and Event Management Service V2.pdf.

• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: QUALIFICATION CRITERION – FINANCIAL STANDING: PASS/FAIL

CRITERIA SCORE A Evidence of Insurances /undertaking of commitment to have in place Pass/Fail B Evidence of Tax Clearance Status/undertaking of commitment to have in place Pass/Fail

14 Tenderers must provide the supporting documentation specified above without

[RFT 6834891 Updated HRB Conference and Event Management Service V2.pdf, and that they are able, upon request and without delay, to provide the supporting documentation specified below to the Contracting Authority in each case.

The following technical and professional ability criteria must be met to proceed to the next stage of the competition

CRITERIA SCORE A Membership of the International Association of Professional Conference Organisers Pass/Fail B Tenderers must provide either of the below:

1. Digital Event Strategy qualification/s from Professional Convention Management Association CMA or similar Or
2. Tenderers are asked to submit two specific examples demonstrating:  A clear ability to run a daylong conference online  The competence to pivot from an in-person event to an online even in a short period.

Pass/Fail

Tenderers must provide the supporting documentation specified above without delay when requested by the Contracting Authority.

15 3.3 AWARD CRITERIA 3

[RFT 6834891 Updated HRB Conference and Event Management Service V2.pdf, RFT Template Draft Contract.docx.