Provision of Communications and PR Services

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 contractor will provide Communications and Public Relations (PR) services to the Abbey Theatre. The primary objective is to assist in the development of a comprehensive Communications Strategy and to offer ongoing support and advice on strategic communications. The contract encompasses a range of activities, including:

• Development of a Communications Strategy: This involves creating a detailed plan that outlines the theatre's communication goals, target audiences, key messages, and channels of communication.
• Ongoing PR Support: Providing continuous advice and support on public relations matters, including media relations and crisis communication.
• Implementation of Communication Initiatives: Executing various communication campaigns and initiatives as per the strategy.
• Monitoring and Evaluation: Assessing the effectiveness of communication efforts and making necessary adjustments to strategies.
• Reporting: Regularly updating the Abbey Theatre on the progress of communication initiatives and their impact.

The contractor is expected to deliver these services over a term of 24 months, with the possibility of extending the contract for an additional 12 months, up to two times. The estimated budget for the first year of this contract is between €15,000 and €20,000, with a total estimated value of €80,000 over the entire term.

3. Background & buyer context

The Abbey Theatre is seeking to enhance its communications strategy to better engage with its audiences and stakeholders. This procurement aligns with the theatre's strategic goals to improve visibility and public engagement, particularly in light of recent changes in audience behavior and expectations post-pandemic. The initiative is part of a broader effort to modernize the theatre's outreach and communication practices, ensuring that it remains relevant and accessible. The procurement is timely as the theatre aims to have a new Communications Strategy in place by June 2025, with a final version ready by October 2025.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for this tender:

• Turnover requirement: Evidence of a minimum turnover of €100,000 per annum for the last three (3) years.
• Insurance:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Professional Indemnity: €1,300,000
• Certifications: Not specified for this tender.
• Past experience: Demonstrated evidence of at least 2 contracts of similar size and nature to the services required.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide supporting documentation to verify compliance with these criteria upon request.

5. Award criteria & scoring

Bids will be evaluated based on the most economically advantageous tender (MEAT) approach. The award criteria and their respective weights are as follows:

Bidders must achieve the minimum scoring thresholds to be considered for contract award.

6. Submission requirements

Bidders must submit the following documents as part of their tender:

• Method statement / response document: A detailed response using the provided template, with a maximum of 20 pages.
• CVs: CVs of key personnel involved in the project, limited to 2 pages each.
• Pricing schedule: Completed using the specified template, detailing all costs.
• Case studies: Evidence of at least 2 comparable projects, including contract value and client contact details.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key terms of the contract include:

• Term and extensions: The initial term is 24 months, with the option to extend for up to 12 months, twice.
• Payment terms: Payments will be made in accordance with the Services Contract, with all prices quoted remaining valid for 6 months post-tender deadline.
• Key SLAs/KPIs: Specific performance indicators will be established as part of the contract.
• Termination clauses: The contract can be terminated with 14 days' notice.
• IP ownership: All intellectual property created during the contract will belong to the Abbey Theatre.
• Sub-contracting rules: Subcontracting is permitted, but the prime contractor must retain overall responsibility.

9. Risks, red flags & unusuals

Potential risks and concerns for bidders include:

• Turnover requirement: The minimum turnover requirement of €100,000 may be challenging for smaller firms, particularly if they lack previous experience in similar contracts.
• Limited geographic scope: While not explicitly stated, the focus on local engagement may limit the pool of eligible bidders.
• Tight timeline: The requirement for a Communications Strategy to be in place by June 2025 may pose challenges for firms with existing commitments.
• Incumbent advantage: If an incumbent provider exists, they may have an advantage in terms of familiarity with the theatre's operations and audience.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in communications and public relations. Viable bidders should have:

• A proven track record in delivering similar services, ideally with experience in the arts or cultural sector.
• The capacity to meet the minimum turnover requirement of €100,000.
• The ability to form consortia or subcontract as necessary to fulfill the contract requirements.

Bidders should anticipate a preparation effort of approximately 10-15 days to compile the necessary documentation and proposals. The presence of a minimum turnover requirement and the potential for an incumbent provider may signal a moderate to high competition level.

11. Where to dig deeper

• Source RFT filename: Communications and PR Service RFT.pdf
• eTenders CFT ID: Not specified
• Contact email: Not specified; queries must be directed through the eTenders messaging facility.
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement