Public Relations Consultancy Services for Tourism Ireland's Italian Market

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |---------------------------|----------------------------------------------------------------|-------------------------------|------------------|----------|----------------|------|----------|------------------|----------------------------------|--------------------| Tourism Ireland CLG Public Relations Consultancy Services for Tourism Ireland's Italian Market Marketing & Communications €130,000 not stated Open Procedure not stated Italy 3 years (with possible 2-year extension) 18th October 2024, 12:00 GMT 1st January 2025

2. Scope of Work

The contract involves providing Public Relations Consultancy Services for Tourism Ireland's Italian market. The contractor will work closely with the local Tourism Ireland team to design and implement a proactive annual Public Relations programme aimed at enhancing the visibility of Ireland as a premier holiday destination. The contractor's activities will include:

• Media Relations: Developing and maintaining relationships with key travel and lifestyle media in Italy, including offline and online platforms, TV, radio, and digital media.
• Content Creation: Writing high-quality press communications in Italian and transcoding English materials into Italian.
• Media Monitoring: Providing ongoing media monitoring services to assess the effectiveness of PR campaigns.
• Campaign Development: Proposing innovative PR campaigns that align with Tourism Ireland's Corporate Strategy and Marketing Roadmap.
• Reporting: Delivering regular reports on media coverage and campaign performance metrics.
• Budget Management: Managing the allocated budget for PR activities, including press trips and promotional events.

The contractor will be expected to demonstrate creativity and originality in their proposals, with a focus on generating standout media coverage that positions Ireland as a must-visit destination.

3. Background & buyer context

This procurement is part of Tourism Ireland's ongoing strategy to enhance its marketing efforts in key overseas markets, specifically Italy. The initiative aligns with the broader objectives of increasing tourism to the island of Ireland and supporting Northern Ireland's tourism potential. The contract is being sought now to ensure that the selected consultancy can begin work in early 2025, coinciding with the start of the new fiscal year and the planned marketing campaigns for that period.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €75,000 over the last three financial years.
• Insurance:
• Employer’s Liability Insurance with an indemnity limit of €13,000,000.
• Public Liability Insurance with an indemnity limit of €6,500,000.
• Professional Indemnity Insurance with an indemnity limit of €5,000,000.
• Certifications: Not specified for this tender.
• Past experience: At least two comparable projects in the tourism or lifestyle sectors within the last five years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Must have an operational office in Italy and be prepared to attend quarterly meetings in person.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, with a minimum scoring threshold for each qualitative criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the Form of Tender Response Document provided in Schedule 2.
• CVs: Include CVs for key personnel, with a focus on relevant experience.
• Pricing schedule: Provide a detailed breakdown of costs using the specified format.
• Case studies: Evidence of at least two previous similar contracts, including referee details.
• Declarations: Include 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 the eTenders portal.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial term of three years, with the option to extend for two additional years based on performance and budget.
• Payment terms: Not specified in detail; bidders must outline their proposed billing method.
• Key SLAs/KPIs: Performance metrics will be established based on media coverage and campaign effectiveness.
• Termination clauses: Not specified; bidders should review the contract for details.
• IP ownership: Not specified; bidders should clarify during the tender process.
• Sub-contracting rules: Not specified; bidders should indicate if sub-contracting will be used.

9. Risks, red flags & unusuals

Potential concerns include:

• The turnover requirement of €75,000 may limit participation to established firms, potentially excluding smaller agencies.
• The requirement for an operational office in Italy may restrict competition to local firms or those with significant resources.
• The evaluation process may favour incumbents or larger firms with established media relationships, impacting the competitiveness of smaller bidders.

10. SME fit assessment

Small businesses considering this tender should note:

• Viable bidders are likely to be established PR agencies with at least three years of experience in lifestyle or tourism sectors.
• Bidders must have an operational office in Italy, which may limit participation for firms based outside the country.
• Preparation for the bid may require several days of effort, including gathering documentation and formulating a competitive proposal.
• The presence of established firms in the market may signal a competitive bidding environment, particularly if past winners are not disclosed.

11. Where to dig deeper

• Source RFT filename: INSTRUCTIONS PR Consultancy Services for the Italian Market.pdf
• eTenders CFT ID: TOU002-0022-214738-2
• Contact email: Not specified; use the eTenders messaging facility for queries.
• Important attachments:
• Schedule 1: Specification Document
• Schedule 2: Form of Tender Response Document
• Schedule 3: Services Contract