Request for Tenders for the provision of Support, Maintenance and development of ICT Services and Devices

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 contract involves the provision of support, maintenance, and development of ICT services and devices for the Regulator of the National Lottery. The successful contractor will be responsible for ensuring the operational integrity of ICT systems and devices, which includes both hardware and software components.

Key activities include:

• Support Services: Provide technical support for existing ICT systems, addressing issues as they arise.
• Maintenance: Regular maintenance of ICT devices, including the replacement of 11 laptops and peripherals within the first three months of the contract.
• Development: Implement enhancements and upgrades to existing ICT services, ensuring they meet evolving regulatory requirements.
• Documentation: Maintain comprehensive documentation of all ICT systems and support activities.
• Reporting: Generate regular reports on system performance, incidents, and resolutions.
• User Training: Provide training sessions for staff on new systems and updates.
• Compliance: Ensure all services comply with relevant regulations and standards.

The contractor must demonstrate capability in managing these tasks effectively, with a focus on timely delivery and quality service.

3. Background & buyer context

This tender is being issued as part of the Regulator of the National Lottery's ongoing commitment to enhance its ICT infrastructure and services. The procurement aligns with government initiatives aimed at improving public sector efficiency through technology. The Regulator seeks to ensure that its ICT systems are robust, secure, and capable of supporting its regulatory functions effectively. The incumbent provider is not specified, but the contract aims to foster competition and potentially bring in new expertise.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability: €13 million limit for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5 million limit for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €6.5 million limit for any one claim and in the aggregate.
• Professional Indemnity: €2.5 million limit for any one claim or series of claims arising out of a single occurrence.
• Cyber Liability: €1 million limit in the aggregate per insurance year.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: All IT staff must have a minimum of 4 years technical experience in a similar environment.
• Geographic / facility constraints: Not specified for this tender.

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 balance between price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the named template with a maximum of 20 pages.
• CVs: Provide CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing schedule as per Appendix 2.
• Case studies: Include 2 case studies of similar projects, valued between €20,000 and €50,000.
• Declarations: Submit the European Single Procurement Document (eESPD), Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via the electronic tenderbox on www.etenders.gov.ie, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: The contract is for 36 months, with the possibility of two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Services Contract, with invoices deemed accepted within 14 days unless contested.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Either party may terminate with 14 days' notice.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Allowed, but a prime contractor must be designated.

9. Risks, red flags & unusuals

Potential concerns for bidders include:

• The insurance requirements may be high for smaller firms, particularly the €13 million Employer's Liability coverage.
• The lack of specified turnover or past experience requirements may lead to a broad range of bidders, increasing competition.
• The contract value of €95,000 is relatively low for the scope of work, which may lead to tight margins.
• The requirement for all IT staff to have a minimum of 4 years' experience could limit the pool of eligible bidders.

10. SME fit assessment

This tender is open to small and medium enterprises (SMEs) with the following characteristics:

• Credible bidders: Firms with a focus on ICT services, capable of meeting the insurance and personnel requirements.
• Consortium or sub-contracting: Allowed, enabling SMEs to collaborate with larger firms or other SMEs.
• Indicative bid-prep effort: Bidders should expect to invest approximately 10-15 days in preparing their submissions.
• Pwin signal: The absence of a specified incumbent may provide an opportunity for new entrants, although the insurance and experience requirements could be barriers.

11. Where to dig deeper

• Source RFT filename: ORNL RFT ICT 2024.pdf
• eTenders CFT ID: not specified
• Contact email: Queries must be directed via the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement