RFT for a Software as a Service (SAAS) Desk Booking Solution 2025-2030

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 Department of Enterprise Tourism and Employment ran this procurement for “RFT for a Software as a Service (SAAS) Desk Booking Solution 2025-2030” 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: RFT for a Software as a Service (SAAS) Desk Booking Solution 2025-2030
• d to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7 million limit for any one claim or series of cl
• ority estimates that the expenditure on the Services to be covered by the proposed Services Contract may amount to some €120,000 (excl
• irming that their turnover during any of the last 3 financial years was on average at least five hundred thousand euro (€500,000) in any one year in respect of the services for which a response to this RFT is
• The system provided should be compliant with the WCAG 2.1 international Standard across all interfaces
• rer shall be required to supply its Tax Clearance Access Number and Tax Reference Number to facilitate online verification of their tax status by
• their Environmental policies and procedures conform to the ISO 14000 series or any other standard or system
• a Software as a Service (SAAS) Desk Booking Solution for the Department of Enterprise, Tourism and Employment 2025-2030
• 1.1 The Department of Enterprise, Tourism and Employment (the “Contracting Authority”) invites tenders (“Tenders”) to this request for tenders (“RFT”) from economic operators (“Tenderers”) for the provision of the services as described in Appendix 1 to this RFT (the “Services”).
• 1.2 In summary, the Services comprise: A Software as a Service (SAAS) Desk Booking Solution for approximately 600 desks in three separate offices.
• 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 that may result from this Competition (the “Services Contract”) will be issued for a term of two years (“the Term”).
• 1.6 The Contracting Authority estimates that the expenditure on the Services to be covered by the proposed Services Contract may amount to some €120,000 (excl. VAT) over the Term and any possible extensions. Tenderers must understand that this figure is an estimate only based on current and future expected usage. 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.

• Cyber Liability €5 million limit for any one claim and in the aggregate per insurance policy year
• 1.7 Contracting Authority policy seeks to encourage participation on a fair and equal basis by Small and Medium Enterprises (“SME”s) in this Competition. SMEs that believe the scope of this Competition is beyond their technical or business capacity are encouraged, subject to paragraph 2.5, to explore the possibilities of
• [RFT for a Desk Booking SAAS Solution 2025-2030.docx] ing Authority policy seeks to encourage participation on a fair and equal basis by Small and Medium Enterprises (“SME”s) in this Competition. SMEs that believe the scope of this Competition is beyond their technical or business capacity are encouraged, subject to paragraph 2.5, to explore the possibilities of forming relationships with other SMEs or with larger enterprises. Through such relationships they can participate and contribute to the successful implementation of any Services Contract that may result from this Competition and therefore increase their social and economic benefits. Larger enterprises are also encouraged, subject to paragraph 2.5, to consider the practical ways that SMEs can be included in their proposals to maximise the social and economic benefits of any Services Contracts that may result from this Competition.
• 2.21.1 The 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 €12.7 million limit for any one claim or series of claims arising out of a single occurrence and unlimited in the period of insurance. Public Liability €6.5 million limit for any one claim or series of claims arising out of a single occurrence per period of insurance. Product Liability €6.5 million limit for any one claim and in the aggregate in any one period of insurance Professional Indemnity €1 million limit for any one claim per period of insurance. Cyber Liability €5 million limit for any one claim and in the aggregate per insurance policy year

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 €12,700,000 € Public Liability €6,500,000 € Product Liability €6,500,000 € Professional Indemnity €1,000,000 € Cyber Liability ; d to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7 million limit for any one claim or series of cl
• 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 €12,700,000 € Public Liability €6,500,000 € Product Liability €6,500,000 € Professional Indemnity €1,000,000 € Cyber Liability
• d to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7 million limit for any one claim or series of cl
• Public Liability €6.5 million limit for any one claim or series of cl
• Product Liability €6.5 million limit for any one claim and in the aggr
• egate in any one period of insurance Professional Indemnity €1 million limit for any one claim per period of 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:
• You mention 1000 staff and that pricing should be based on 600 users
• Pricing schedule - to be based on 600 users Please enter zero in any column wh
• Appendix 1: Requirements and Specifications
• Appendix 4: Declaration as to Personal Circumstances of Tenderer
• Appendix 6: Confidentiality Agreement
• 1.1 The Department of Enterprise, Tourism and Employment (the “Contracting Authority”) invites tenders (“Tenders”) to this request for tenders (“RFT”) from economic operators (“Tenderers”) for the provision of the services as described in Appendix 1 to this RFT (the “Services”).

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)
• d to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €12.7 million limit for any one claim or series of cl
• 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:
• e right to extend the Term for a period or periods of up to 12 months with a maximum of three such extension
• ontinues for 90 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
• 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 that may result from this Competition (the “Services Contract”) will be issued for a term of two years (“the Term”).

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: [4
• name, title, telephone number, postal address, facsimile number and e-mail address of the nominated entity authorised to represent the Tenderer a
• rer shall be required to supply its Tax Clearance Access Number and Tax Reference Number to facilitate online verification of their tax status by
• their Environmental policies and procedures conform to the ISO 14000 series or any other standard or system

Scale / volume phrases

• You mention 1000 staff and that pricing should be based on 600 users
• n book desks via smartphone app or provider’s website up to 21 days in advance
• Admins can view all live and forward bookings up to 21 days
• Pricing schedule - to be based on 600 users Please enter zero in any column wh
• s must keep their offer open for acceptance for a period of 90 days from the date of deadline for submissio
• e right to extend the Term for a period or periods of up to 12 months with a maximum of three such extension
• that all prices quoted in the Tender will remain valid for 90 days commencing from the Tender Deadline
• n circumstances where no queries are raised within the said 14 day period the invoice shall be deemed acce
• ontinues for 90 calendar days either Party may terminate at 14 days notice
• , without liability for compensation or damages, by serving 90 days written notice to the Contractor
• , without liability for compensation or damages, by serving 90 days written notice to the Client
• 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

TENDER DOCUMENTS [RFT for a Desk Booking SAAS Solution 2025-2030.docx, RFT for a Desk Booking SAAS Solution 2025-2030.docx, RFT for a Software as a Service (SAAS) Desk Booking Solution 2025-2030.

• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: RFT is, schedule - to be based on 600 users** **Please enter zero in any column wh, RFT for a Desk Booking SAAS Solution 2025-2030.docx] Request for Tenders dated 15th.