RFQ IADT Timetabling, Room + Resource Booking 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

Dún Laoghaire Institute of Art Design and Technology ran this procurement for “RFQ IADT Timetabling, Room + Resource Booking 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: RFQ IADT Timetabling, Room + Resource Booking System
• erer will be required to supply its Tax Clearance Access Number and Tax Reference Number and consent to the Contracting Authority verifying their
• [RFQ IADT Timetabling, Room + Resource Booking System.docx]
• Timetabling, Room + Resource Booking System and Associated Services
• The Institute of Art, Design and Technology Dun Laoghaire (IADT) is seeking to update its integrated timetabling along with a room and resource booking system and is seeking tenders for the supply and installation of suitable software. IADT is seeking software, which is cost-effective, compatible with existing systems and provides a range of functionality to support scheduling/ timetabling, booking of rooms and equipment.
• You are invited to submit your proposal and quotation for a Timetabling and Room booking system by the deadline of 14th July 2025 @ 12:00 p.m. following the instructions in this tender.
• [RFQ IADT Timetabling, Room + Resource Booking System.docx] at IADT, primarily in pursuit of Level 8 (honours undergraduate degree) qualifications and also on taught and research postgraduate programmes (level 9). Teaching and research takes place across two Faculties: the Faculty of Film, Art and Creative Technologies (FACT) and the Faculty of Enterprise and Humanities (FEH). IADT employs around 550 full-and part-time staff, including at academic, professional, administrative, technical, managerial and research grades.
• The institution has embarked on a significant body of work in respect of transformation and development. In particular, its Strategic Plan 2024-28, ‘Towards a university for the Creative Industries’, identifies six priorities in respect of education, sustainability, partnerships, research, internationalisation, and transformation, supported by fundamentals / enablers concerning student experience, people and organisation, EDI and belonging, and strategic finance. Alongside the Strategic Plan, IADT’s Performance Agreement with the Higher Education Authority sets out commitments to growth in student numbers, developing research and innovation capacity, extending access and participation, and supporting EDI, sustainability, and community engagement.
• A distinctive characteristic of IADT is that it aims to offer as flexible as possible a set of combinations of subjects, within the constraints of weekly timetable hours and number of teaching venues available. Optimising the allocation and scheduling of courses and modules is the main task for the proposed new timetabling and scheduling system.
• [RFQ IADT Timetabling, Room + Resource Booking System.docx] it aims to offer as flexible as possible a set of combinations of subjects, within the constraints of weekly timetable hours and number of teaching venues available. Optimising the allocation and scheduling of courses and modules is the main task for the proposed new timetabling and scheduling system.
• All classroom hours are currently captured by each department – e.g. tutorials and laboratories are currently scheduled by departments – but the system should be able to incorporate these into the central timetable as it is envisaged that they may be recorded and centrally scheduled in future.
• The volume and complexity of data needing to be managed within the system – modules, subjects, rooms, students – is all subject to predicted growth in the short, medium and long term.

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.

• The Institute of Art, Design and Technology Dun Laoghaire (IADT) is seeking to update its integrated timetabling along with a room and resource booking system and is seeking tenders for the supply and installation of suitable software. IADT is seeking software, which is cost-effective, compatible with existing systems and provides a range of functionality to support scheduling/ timetabling, booking of rooms and equipment.
• Dún Laoghaire Institute of Art, Design and Technology (IADT) was established on 1 April 1997 under the Institutes of Technology Acts 1992 -2006 as amended. It is one of the publicly funded Institutes of Technology in Ireland, and (under the Qualifications and Quality Assurance (Education and Training) (Amendment) Act 2019), is a designated awarding body, making awards up to Level 9 of the National Framework of Qualifications. Around 2,500 learners’ study at IADT, primarily in pursuit of Level 8 (honours undergraduate degree) qualifications and also on taught and research postgraduate programmes (level 9). Teaching and research takes place across two Faculties: the Faculty of Film, Art and Creative Technologies (FACT) and the Faculty of
• [RFQ IADT Timetabling, Room + Resource Booking System.docx] at IADT, primarily in pursuit of Level 8 (honours undergraduate degree) qualifications and also on taught and research postgraduate programmes (level 9). Teaching and research takes place across two Faculties: the Faculty of Film, Art and Creative Technologies (FACT) and the Faculty of Enterprise and Humanities (FEH). IADT employs around 550 full-and part-time staff, including at academic, professional, administrative, technical, managerial and research grades.
• The institution has embarked on a significant body of work in respect of transformation and development. In particular, its Strategic Plan 2024-28, ‘Towards a university for the Creative Industries’, identifies six priorities in respect of education, sustainability, partnerships, research, internationalisation, and transformation, supported by fundamentals / enablers concerning student experience, people and organisation, EDI and belonging, and strategic finance. Alongside the Strategic Plan, IADT’s Performance Agreement with the Higher Education Authority sets out commitments to growth in student numbers, developing research and innovation capacity, extending access and participation, and supporting EDI, sustainability, and community engagement.

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) — not specified in extract.
• 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:
• You are invited to submit your proposal and quotation for a Timetabling and Room booking system by the deadline of 14th July 2025 @ 12:00 p.m. following the instructions in this tender.
• All quotes must be submitted using the attached Quote Form document. Quotes that do not provide all necessary information on the Quote Form will not be considered.
• Please complete the Form 4 Quote document (see other documents in eTenders). The document describes the required application functionality with all pricing details. Pricing should include details of ALL services/support required for a Timetabling, Room + Resource booking system, including platform subscription, staff training, future application upgrades within the contract period. Optional extras may be quoted separately.
• • Compatibility / Integrations: Availability of APIs for custom integrations and compatibility with popular third-party tools and services (e.g. alumni portals, payment gateways etc.)
• [RFQ IADT Timetabling, Room + Resource Booking System.docx] and services (e.g. alumni portals, payment gateways etc.)
• Queries concerning this RFQ should be emailed to [email protected] no later than 5pm 18th June 2025. Queries may not be submitted to IADT in any other way. Queries sent after this deadline will not be answered.

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: not stated. 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 Institute of Art, Design and Technology Dun Laoghaire (IADT) is seeking to update its integrated timetabling along with a room and resource booking system and is seeking tenders for the supply and installation of suitable software. IADT is seeking software, which is cost-effective, compatible with existing systems and provides a range of functionality to support scheduling/ timetabling, booking of rooms and equipment.
• The institution has embarked on a significant body of work in respect of transformation and development. In particular, its Strategic Plan 2024-28, ‘Towards a university for the Creative Industries’, identifies six priorities in respect of education, sustainability, partnerships, research, internationalisation, and transformation, supported by fundamentals / enablers concerning student experience, people and organisation, EDI and belonging, and strategic finance. Alongside the Strategic Plan, IADT’s Performance Agreement with the Higher Education Authority sets out commitments to growth in student numbers, developing research and innovation capacity, extending access and participation, and supporting EDI, sustainability, and community engagement.
• The academic timetable is currently constructed on the principle of prioritising student choice whereby modules that are core components of specific subjects/majors are associated with specific timeslots.
• The volume and complexity of data needing to be managed within the system – modules, subjects, rooms, students – is all subject to predicted growth in the short, medium and long term.
• Resource booking is sought is facilitate both repeat and one-off bookings by staff and students of available equipment, e.g. Film Cameras, Sound equipment, Darkroom equipment, specialist teaching areas with-in a room etc during the academic teaching semesters. Booking of hot desks in Library or office spaces would also be of benefit.
• Below is a description of the current IADT student administration-related systems architecture and diagram.
• Please complete the Form 4 Quote document (see other documents in eTenders). The document describes the required application functionality with all pricing details. Pricing should include details of ALL services/support required for a Timetabling, Room + Resource booking system, including platform subscription, staff training, future application upgrades within the contract period. Optional extras may be quoted separately.

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 — not clearly specified in extract.
• 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: RFQ IADT Timetabling, Room + Resource Booking System.docx, scheduled by departments – but the system should be able to incorporate these into the c, scheduled in future..
• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: [email protected].
• Key attachments to prioritise: RFT intends to replace), Schedule of Costs, schedule of costs should be presented on the template (Quote Form) provided, and should.