Provision of Services for Conference and Event Management for Midlands Ireland

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

Laois County Council ran this procurement for “Laois County Council require the Provision of Services for Conference and Event Management for Midlands Ireland” 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: Laois County Council require the Provision of Services for Conference and Event Management for Midlands Ireland
• Minimum requirement to remain eligible in the competition: Tenderers should demonstrate that they have at their disposal effective and efficient technical resources/systems to deliver services as specified by the Cont
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] LAOIS COUNTY COUNCIL
• Provision of Services for Conference and Event Management for Midlands Ireland
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] 1.2 Small and Medium Enterprise Participation 4
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] Toc107859223)
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] oc107859240)
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] at Work 20](#_Toc107859258)
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] Laois County Council, herein after referred to as the Contracting Authority, is the authority responsible for this procurement.
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] It is the policy of the Contracting Authority to promote participation by Small and Medium Enterprises (SMEs) on a fair and equal basis.
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] The Midland Region (comprising of Laois, Longford, Offaly and Westmeath, with Laois County Council nominated as lead authority) invites responses to this tender request from suppliers for event management services. The services will primarily be focused on a Midlands Regional Showcase event, set to take place in the TUS Sports Arena in Athlone on September 4th 2025. This one-day event will span the 7,000smq venue and highlight the region as a destination of choice to invest, work, live, visit and study.
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] The following indicative timeline is envisaged for this procurement: 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.

• 6.19 Policy on Personal Debriefings 19
• The procurement is being undertaken by the Midlands Ireland programme, which is a joint initiative which is led by Laois County Council in partnership with Longford, Offaly and Westmeath. The development of the Midlands Enterprise Property Portfolio is an action of the Midlands Regional Enterprise Plan.
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] It is the policy of the Contracting Authority to promote participation by Small and Medium Enterprises (SMEs) on a fair and equal basis.
• d. Support the technical assistance of live speakers, exhibitors and demonstrators (i.e., background, sound, lighting, power) and provide instructions/guidance to participants prior to the event.

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.; Insurance Confirmation of the following insurances being in place: * Employer’s Liability - €13 million * Public Liability - €6.5 million * as being the debts as they fall due; Insurance Confirmation of the following insurances being in place: * Employer’s Liability - €13 million * Public Liability - €6.5 million * Product Liability - €2 million * Prof
• 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.
• Insurance Confirmation of the following insurances being in place: * Employer’s Liability - €13 million * Public Liability - €6.5 million * as being the debts as they fall due
• Insurance Confirmation of the following insurances being in place: * Employer’s Liability - €13 million * Public Liability - €6.5 million * Product Liability - €2 million * Prof
• essional Indemnity - €1 million * Cyber Liability - € 1 million Tenderers are required to provide in
• Insurance Type Level required if successful Level in Place Details of Any Excess Renewal Date Employers Liability €13,000,000 € Public Liability €6,500,000 € Product Liability €2,000,000 € Professional Indemnity €1,000,000 € Environmental Li
• ability Impairment € Cyber Liability €1,000,000 € Other € AND € Cyber Liability €1,000,000 € Other €

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) — 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:
• Value: not disclosed (eTenders placeholder)
• Contact for Queries Messaging facility on www.etenders.gov.ie
• Format for submission of tenders Via www.etenders.gov.ie only
• Please note that information relating to this Request for Tender, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal www.etenders.gov.ie. Registration is free of charge and there is no charge for documents. Please note that the Contracting Authority accepts no responsibility for information relayed (or not relayed) via third parties.
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] Award of contract will be subject to the successful tenderer agreeing to the Contract Terms and Conditions as appended at the relevant Appendix.
• Tenderers are required to review these terms and conditions and indicate their acceptance thereof as part of their tender submission. Any reservation with regard to these terms should be submitted as a query in accordance with the procedure described in the Instructions to Tenderers (Section 6) of this document.

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 12 month. 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)
• Technical Equipment & Resource Required Minimum Requirement
• Minimum requirement to remain eligible in the competition: Tenderers must demonstrate compliance with all the relevant Health & Safety legislation
• The number and duration of extensions will be one additional 12 month period
• he number and duration of extensions will be one additional 12 month period
• re parts of the contract may be performed that are in force 7 days prior to the deadline for receipt of Te
• 1.2 Small and Medium Enterprise Participation 4
• [2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx] 1.2 Small and Medium Enterprise Participation 4

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.
• Contract value was not disclosed in metadata, creating uncertainty on margin, resourcing, and financing assumptions.
• 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: 2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx, 2.

[2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx, 5.2 Methodology for Calculating Scoring of Qual

[2A-Request-for-Tender-Contract-Open-Procedure-RFT - MI Events Services.docx.

• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: RFT over the course of an expected 12 month period, RFT - MI Events Services.docx] LAOIS COUNTY COUNCIL, RFT - MI Events Services.docx] [1.2 Small and Medium Enterprise Participation 4](#_.