Website Maintenance, Hosting and Support

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 Food Safety Authority of Ireland (FSAI) seeks a contractor to provide comprehensive website maintenance, hosting, and support services over a three-year term. The contractor will be responsible for ensuring the website's functionality, security, and compliance with accessibility standards.

Key activities include:

• Website Maintenance: Regular updates and troubleshooting to ensure optimal performance.
• Hosting Services: Provision of secure hosting solutions, including server management and uptime monitoring.
• Support Services: A minimum of 40 hours of general support annually, with potential for additional support as needed.
• Enhancements and Changes: Up to 60 days of work for additional enhancements throughout the contract term.
• Compliance: Adherence to WCAG 2.1 AA standards for accessibility.
• Reporting: Regular reporting on website performance and security status.

The contractor will also be expected to manage user access and permissions, conduct regular backups, and implement security measures to protect against cyber threats.

3. Background & buyer context

This procurement aligns with the FSAI's ongoing commitment to maintain a high-quality digital presence that meets the needs of its stakeholders. The initiative is part of a broader strategy to enhance public access to food safety information and services. The FSAI has previously engaged contractors for similar services, but this tender aims to refresh and improve the current arrangements. The decision to procure these services now reflects the need for updated technology and enhanced support capabilities.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1,500,000 for each of the three most recent years of audited accounts.
• Insurance:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Professional Indemnity: €500,000
• Cyber Insurance: €500,000
• 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.

Bidders who do not meet these criteria will be excluded from the competition.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template, with a maximum of 20 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Use the specified template.
• Case studies: Two relevant projects, valued between €10,000 and €50,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

The contract will have a term of 36 months, with the possibility of one extension of up to 12 months, subject to satisfactory performance and budget availability. Payment terms will be outlined in the Services Contract, with all prices quoted to remain valid for 180 days from the tender deadline. Key performance indicators (KPIs) will include uptime guarantees and response times for support requests. Liquidated damages may apply for late delivery of services, with a maximum penalty of €30,000.

9. Risks, red flags & unusuals

Potential risks include:

• The turnover requirement of €1,500,000 may limit participation to larger firms, potentially excluding capable SMEs.
• The contract's reliance on a minimum of 40 hours of support annually may not align with actual needs, leading to underutilization.
• The requirement for compliance with WCAG 2.1 AA standards may necessitate additional investment in accessibility features, which could be a barrier for some bidders.

10. SME fit assessment

This tender is suitable for medium-sized IT firms with experience in website maintenance and hosting. Bidders should have the necessary insurance and a solid financial background to meet the turnover requirement. Consortiums or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities. Bid preparation is expected to require approximately 10-15 days, considering the documentation and compliance requirements. The presence of a minimum turnover threshold suggests a competitive environment, potentially favoring established firms.

11. Where to dig deeper

• RFT filename: [RFT Web Support V6_Final.docx]
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement