2024PR078 RFT for the provision of an externally hosted SaaS Board Meeting Management Software System to the NTMA

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 NTMA seeks to procure an externally hosted Software as a Service (SaaS) Board Meeting Management Software System (BMMSS). This system is intended to facilitate the management of board meetings for various entities under the NTMA's purview, including the Ireland Strategic Investment Fund and the National Asset Management Agency.

The contractor will be responsible for the following activities:

• System Provisioning: Deliver a secure online board portal and a mobile application.
• User Capacity: Support a minimum of 100 concurrent users without performance degradation, with the capacity to expand to more users as required.
• Availability: Ensure system availability of at least 99% of the time, operating 7 days a week.
• User Authentication: Implement user authentication protocols for 27 users who must be verified before accessing the BMMSS.
• Warranty: Provide a minimum warranty period of 90 days on the implemented BMMSS.
• Additional Services: Be prepared to undertake additional services as requested by the NTMA, which may include fixed fee arrangements for such services.

The NTMA reserves the right to negotiate for new services at the end of the contract term, which may consist of similar services to those awarded under this tender.

3. Background & buyer context

The procurement of the BMMSS aligns with the NTMA's ongoing efforts to enhance operational efficiency and governance across its various functions, including asset and liability management for the Government of Ireland. This initiative is part of a broader strategy to modernize the NTMA's digital infrastructure and improve the management of board meetings across its associated entities. The NTMA has a history of managing significant public assets and liabilities, and the introduction of a dedicated board meeting management system is expected to streamline processes and improve accountability.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €400,000, averaged over the previous 3 financial years.
• Insurance:
• Employer’s Liability: €12.7 million
• Public/Product Liability: €6.5 million
• Professional Indemnity: €1 million
• Cyber Liability: €1 million
• Certifications: Not specified for this tender.
• Past experience: Minimum of 3 comparable projects completed within the 36 months prior to the tender deadline.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide evidence of meeting these criteria to be considered for evaluation.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, focusing on the balance between price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Must adhere to the named template with specified page limits.
• CVs: For key personnel, with a maximum of 2 pages per CV.
• Pricing schedule: Must follow the specified format and template.
• Case studies: At least 2 case studies demonstrating relevant experience, with project values ranging from €100,000 to €500,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via eTenders, adhering to any specific format rules outlined in the RFT.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: The contract will be for an initial period of 3 years, with the possibility of extending for up to 2 additional years at the NTMA's discretion.
• Payment terms: Not specified in the documents.
• Key SLAs/KPIs: System availability of at least 99% and support for a minimum of 100 concurrent users.
• Liquidated damages: Not specified in the documents.
• Termination clauses: The NTMA reserves the right to terminate the contract under specified conditions, including conflicts of interest.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Subcontractors may be required to enter into collateral agreements with the NTMA, and the lead contractor remains liable for all services.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €400,000 may limit participation from smaller firms, particularly if they are new entrants.
• User capacity: The requirement to support a minimum of 100 concurrent users may disadvantage smaller providers who lack the infrastructure to scale rapidly.
• Performance expectations: The 99% uptime requirement places significant operational pressure on the contractor, particularly during peak usage periods.
• Lack of specified certifications: The absence of mandatory certifications may lead to variability in the quality of submissions.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in software development and management systems. Viable bidders should have:

• Experience in providing SaaS solutions, particularly in board meeting management or similar fields.
• The capacity to meet the minimum turnover requirement of €400,000.
• The ability to support a user base of at least 100 concurrent users.

Consortium bidding is permitted, allowing smaller firms to collaborate and meet the requirements collectively. Bid preparation may require an estimated effort of 10-15 days, depending on the complexity of the proposed solution. The presence of an established incumbent may indicate a competitive landscape, but the NTMA's openness to new solutions could provide opportunities for innovative bidders.

11. Where to dig deeper

• Source RFT filename: 2024PR078 RFT BMMSS.pdf
• eTenders CFT ID: Not specified
• Contact email: Not specified
• Important attachments:
• Schedule 1 (Minimum Requirements)
• Schedule 2 (Award Criteria)
• Schedule 4 (The Services)