Provision of Creative Places Advisory Services

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 providing Creative Places Advisory Services to the Arts Council, focusing on enhancing the role of arts in community development. The contractor will engage in a variety of activities aimed at supporting the Creative Places Programme, which is expected to evolve over the contract duration.

Key activities include:

• Network Support: Approximately 55 days per year dedicated to supporting the Creative Places network.
• Programme Development: Approximately 15 days per year focused on developing the Creative Places Programme.
• Advisory Services: Providing strategic advice to local arts organisations and stakeholders to foster community engagement through the arts.
• Workshops and Training: Organising workshops aimed at building capacity within local communities to engage with the arts.
• Monitoring and Evaluation: Assessing the impact of the Creative Places Programme and providing feedback for continuous improvement.
• Collaboration: Working with various stakeholders, including local authorities and community groups, to ensure the successful implementation of arts initiatives.

The contractor must be adaptable to changes in the scope of services as determined by the Arts Council throughout the contract period.

3. Background & buyer context

The Arts Council is procuring these services to enhance its Creative Places Programme, which aims to integrate arts into community development. This initiative aligns with broader governmental policies aimed at promoting cultural engagement and community well-being. The procurement is timely as the Arts Council seeks to expand its outreach and effectiveness in fostering local arts initiatives. There is no mention of an incumbent provider for these services.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Professional Indemnity Insurance: €1,000,000
• Employer’s Liability Insurance: €13,000,000
• Public Liability Insurance: €6,500,000 (not required if services are provided virtually).
• Certifications: Not specified for this tender.
• Past experience: Evidence of two comparable contracts successfully delivered in the past five 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 overall scoring will follow a Most Economically Advantageous Tender (MEAT) approach, with a minimum score of 60% required for each qualitative criterion to proceed to cost evaluation.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the Tender Response Document (TRD) as per the provided template, adhering to any page limits.
• CVs: Include CVs for key personnel, with a maximum of two pages per CV.
• Pricing schedule: Complete the pricing schedule as outlined in the TRD.
• Case studies: Provide two case studies of relevant projects, detailing their value and scope.
• Declarations: Include necessary declarations such as ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic post-box on www.eTenders.gov.ie, adhering to file size limits (250MB per file, 500MB total).

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: The contract will last for 36 months, commencing on 1st October 2024.
• Payment terms: Not specified in detail; bidders should assume standard payment terms apply.
• Key SLAs/KPIs: Specific performance indicators will be outlined in the contract.
• Termination clauses: Standard termination clauses apply, allowing for contract termination under specified conditions.
• IP ownership: Not specified in detail; bidders should clarify during the tender process.
• Sub-contracting rules: Sub-contracting is permitted, but must be disclosed and approved by the Arts Council.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Insurance requirements: The high levels of required insurance may limit the pool of eligible bidders, particularly smaller firms.
• Experience requirements: The need for two comparable contracts in the last five years may exclude newer firms or those without extensive portfolios.
• Cost evaluation: The emphasis on the lowest cost tender may lead to aggressive pricing strategies that could impact service quality.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that have:

• Experience in providing advisory services related to arts and community development.
• The capacity to meet the insurance requirements and demonstrate past project experience.
• The ability to collaborate with local stakeholders and adapt to evolving project needs.

Consortium bidding is allowed, enabling smaller firms to partner with others to meet the eligibility criteria. Preparation for the bid may require several days of effort, particularly in compiling case studies and documentation. The presence of stringent experience requirements may signal a competitive landscape, potentially favouring established firms.

11. Where to dig deeper

• Source RFT filename: CFT AC-2024-28 Creative Places Advisory Services.docx
• eTenders CFT ID: AC/2024/28
• Contact email: Queries must be directed through the messaging facility on www.eTenders.gov.ie.
• Important attachments: Appendix 1 - Background, Requirements & Specifications; Appendix 2 - Specimen Contract.