Provision of Services to Scope the Scalability and Sustainability of the Traveller Wellbeing through Creativity Pilot (2022 – 2023)

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1. At a glance

2. Scope of Work

The contract involves providing services to scope the scalability and sustainability of the Traveller Wellbeing through Creativity Pilot, which ran from 2022 to 2023. The objective is to inform future strategic developments for Traveller creative health initiatives. The contractor will engage in the following activities:

• Review Existing Material: Analyze evaluation findings and related documents from the Traveller Wellbeing Through Creativity Pilot Initiative.
• Feasibility Study: Assess the feasibility of developing the initiative further.
• Funding Research: Investigate potential funding mechanisms to scale and sustain Traveller health arts and creativity projects in Ireland.
• Collation and Analysis: Gather and analyze findings from the above actions to formulate recommendations for the next iteration of the initiative, focusing on scalability and sustainability.

The contractor must attend the Traveller Wellbeing through Creativity Showcasing event on 13 November 2024 at IMMA, Dublin, and engage with key stakeholders, including Traveller organizations, HSE, Arts Council, Creative Ireland, and Local Authorities. Outputs include:

• Meetings with the Research Steering Group.
• A mid-stage progress report.
• A final report detailing findings and recommendations.
• A presentation of findings to the Research Steering Group.

The contract will commence in November 2024 and conclude by 31 March 2025.

3. Background & buyer context

This procurement is initiated by the Arts Council in collaboration with the HSE as part of a national effort to enhance creativity, arts, and health and wellbeing. The Traveller Wellbeing through Creativity Pilot aimed to improve health outcomes for the Traveller community through arts and creativity. The initiative received grant funding of up to €50,000 for various projects in 2022 and 2023. The Arts Council seeks to build on the pilot's success by identifying effective methods for delivering Traveller health arts projects and informing future actions in line with the National Traveller and Roma Integration Strategy II Action Plan.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Public Liability: Evidence only, if applicable.
• Professional Indemnity: Up to €500,000 as per RFT document.
• Certifications: Not specified for this tender.
• Past experience: Minimum of 2 comparable projects within the last 5 years.
• Personnel: Key personnel must have relevant experience in participative research and working with Traveller organizations.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The total score is out of 1,000, with a minimum requirement of 60% for qualitative criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, with a maximum of 2 A4 pages.
• CVs: For each key personnel, maximum of 2 A4 pages.
• Pricing schedule: Complete in the specified format.
• Case studies: Details of 2 comparable projects.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Attendance at the showcasing event on 13 November 2024.
• Submission portal: eTenders, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The contract runs from November 2024 to 31 March 2025.
• Payment terms: Total payment capped at €15,000, excluding VAT, with a payment schedule of 40% at contract commencement, 20% in January 2025, and 20% upon completion.
• Key SLAs/KPIs: Submission of a mid-stage progress report and a final report with recommendations.
• Termination clauses: The Arts Council may vary or reduce the scope of services without additional payment.
• IP ownership: All materials produced will be owned by the Arts Council.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The maximum budget of €15,000 may limit the scope of work, potentially impacting the quality of deliverables.
• The requirement for attendance at the showcasing event may impose additional travel costs.
• The absence of specified turnover or insurance requirements could lead to ambiguity in bidder qualifications.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in arts, health, and community engagement. Viable bidders should have:

• Experience in participative research and working with marginalized communities, particularly the Traveller community.
• The capacity to engage with multiple stakeholders, including health and arts organizations.
• The ability to manage a project within a budget of €15,000.

Consortium or subcontracting arrangements are not explicitly mentioned, suggesting that individual firms may need to demonstrate comprehensive capabilities. Bid preparation may require several days, including research and stakeholder engagement. The incumbent's strength or prior winners are not disclosed, indicating a competitive bidding environment.

11. Where to dig deeper

• Source RFT filename: RFT - AC-2024-37 - Provision of Services to Scope the Scalability and Sustainability of the Traveller Wellbeing through Creativity Pilot (2022 – 2023).docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Draft Letter of Engagement
• Self Declaration re Tax and Insurance
• Methodology Approach and Quality template