Request for Tenders for the Provision of Learn365 Licences and Care Package

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 Learn365 licenses and a Premium Care Package for the Houses of the Oireachtas Service. The contractor will be responsible for delivering a total of approximately 1,600 licenses annually, with the potential for adjustments based on actual requirements. The scope includes:

• Licenses: Supply of Learn365 licenses within 10 days of receiving an order from the Contracting Authority.
• Care Package: Provision of a Premium Care Package that includes support and maintenance services.
• Volume: The initial contract anticipates 1,600 licenses for the first two years, with the option to extend for up to three additional years.
• Delivery: Licenses must be delivered promptly upon order, ensuring minimal disruption to the client’s operations.
• Support Services: The Premium Care Package is expected to cover technical support, updates, and maintenance for the Learn365 platform.
• Reporting: Regular reporting on usage and performance metrics may be required to ensure compliance with service level agreements.

The contractor must ensure that all services align with the operational needs of the Houses of the Oireachtas Service, adapting to any changes in demand or requirements over the contract period.

3. Background & buyer context

This procurement is initiated to enhance the digital capabilities of the Houses of the Oireachtas Service, aligning with broader government initiatives to improve public service delivery through technology. The contract is part of a strategic effort to modernize IT infrastructure and improve access to learning resources for staff. The incumbent provider is not specified, but the transition aims to ensure continuity and improvement in service delivery.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €125,000 in one of the last three years.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Professional Indemnity: €6,500,000
• Product Liability: €150,000
• Certifications: Not specified for this tender.
• Past experience: Evidence of two comparable projects delivered within the last four years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide documentation to demonstrate compliance with these criteria.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The scoring will follow a price/quality split, with the lowest responsive valid tender receiving the maximum points. All other tenders will be scored on a sliding scale based on their cost relative to the lowest bid.

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 maximum of two pages per CV.
• Pricing schedule: Complete the pricing schedule in the specified format.
• Case studies: Provide details of two comparable projects, including contract value and duration.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders, following any specific format rules outlined in the RFT.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial contract for 2 years, with three optional 1-year extensions.
• Payment terms: Not specified in detail, but all costs must be quoted in Euro (€), exclusive of VAT.
• Key SLAs/KPIs: Not specified in detail, but timely delivery of licenses and support services are implied.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: Not specified.
• IP ownership: Not specified.
• Sub-contracting rules: Not specified.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €125,000 may limit participation to established firms, potentially excluding smaller businesses.
• The lack of specified mandatory site visits or geographic constraints may open the tender to a wider range of bidders, but also raises concerns about the ability to meet local support needs.
• The contract's reliance on timely delivery of licenses within 10 days could pose risks if the contractor faces supply chain issues.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in IT and software solutions, particularly those with experience in providing educational licenses and support services.

• Who can credibly bid: Firms with a proven track record in delivering IT solutions, particularly in the education sector, and with the necessary insurance coverage.
• Consortium or sub-contracting: Not specified, but bidders may consider forming partnerships to meet eligibility criteria.
• Indicative bid-prep effort: Approximately 5-10 days to prepare a comprehensive response, including gathering documentation and case studies.
• Pwin signal: The lack of an incumbent provider may create opportunities for new entrants, but the turnover requirement suggests a preference for established firms.

11. Where to dig deeper

• Source RFT filename: TRD Final 20240829.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix B2 — Suitability Assessment
• Mandatory Requirements Schedule
• Pricing Schedule Template