Racecard Design, Print and Delivery to RCÉ Stadia

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 design, printing, and delivery of racecards for Rásaíocht Con Éireann (RCÉ) across multiple greyhound racing stadia in Ireland. The contractor must manage the entire process from receiving race information to delivering the final printed racecards.

Key activities include:

• Design: Create racecards based on data feeds received from RCÉ.
• Data Handling: Receive race information via coded text files or XML through FTP, with email as a backup. This information will be sent 48 hours before race meetings.
• Proofing: Submit final proofs to the RCÉ Racing Department for approval before printing.
• Printing: Produce racecards in accordance with approved designs.
• Delivery: Ensure that printed racecards are delivered to the following nine stadia 24 hours prior to race meetings:
• Shelbourne Park Greyhound Stadium, Dublin
• Curraheen Park Greyhound Stadium, Cork
• Limerick Greyhound Stadium, Limerick
• Kilcohan Park Greyhound Stadium, Waterford
• Kingdom Greyhound Stadium, Tralee
• Galway Greyhound Stadium, Galway
• Mullingar Greyhound Stadium, Westmeath
• Newbridge Greyhound Stadium, Kildare
• Youghal Greyhound Stadium, Cork

The contractor must also appoint an account manager to serve as the primary contact for RCÉ, ensuring effective communication and relationship management throughout the contract duration.

3. Background & buyer context

This procurement is initiated by Rásaíocht Con Éireann (RCÉ) to enhance the operational efficiency of racecard production and delivery, aligning with the organization's mission to deliver a well-regulated greyhound racing industry. The Greyhound Racing Act (2019) mandates improvements in governance and operational standards within the industry. RCÉ oversees 14 licensed tracks, with nine managed directly by the organization. The contract aims to streamline racecard production, ensuring timely delivery to support the racing schedule.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €200,000 for each of the last three financial years.
• Insurance:
• Employer’s Liability: €12,700,000 for any one claim.
• Public Liability: €6,500,000 for any one claim.
• Professional Indemnity: €1,500,000 for any one claim.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT) principle, with a focus on both price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to any page limits specified.
• CVs: Include CVs for key personnel, with a specified page count.
• Pricing schedule: Complete the pricing document using the designated template.
• Case studies: Provide a minimum of two case studies demonstrating relevant experience, with values ranging from €50,000 to €150,000.
• 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 eTenders, following the specific format rules outlined in the RFT.

7. Key dates & process

8. Contract terms that matter

The contract will have a duration of two years, with an option to extend for an additional two years. Key terms include:

• Payment terms: Payments will be made within 30 days of receipt of a correct and complete invoice.
• Key SLAs/KPIs: Timely delivery of racecards 24 hours before race meetings.
• Liquidated damages: Not specified.
• Termination clauses: RCÉ reserves the right to terminate the contract if performance issues persist for 28 days or more.
• IP ownership: Not specified.
• Sub-contracting rules: Not specified.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €200,000 may limit participation to established firms, potentially excluding smaller businesses.
• The lack of specified certifications or past experience requirements may lead to ambiguity in evaluating bidders.
• The absence of clear penalties for late delivery could pose risks for timely execution of the contract.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in printing and design services. Viable bidders should possess:

• Relevant industry experience in printing and design, particularly for event-related materials.
• The capability to manage data feeds and printing logistics effectively.
• The option to form a consortium or subcontract is available, allowing smaller firms to collaborate.
• Bid preparation may require an estimated effort of 5-10 days, depending on the complexity of the submission.
• The incumbent's strength or previous winners are not disclosed, but the absence of stringent past experience requirements may provide opportunities for new entrants.

11. Where to dig deeper

• RFT filename: RFT-Racecard printing 2024.docx
• eTenders CFT ID: Not specified
• Contact email: Michael Cussen, Procurement Officer, Rásaíocht Con Éireann
• Important attachments:
• Appendix 2 — Draft Contract and Specification
• Appendix 10 — Pricing Document
• Appendix 4 — Tenderer Information