Request for Tenders for the provision of Market Research and Survey 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 the provision of market research and survey services for the National Election and Democracy Study (NEDS) following the next General Election. The successful contractor will be responsible for the data collection element of this study, which is critical for understanding electoral trends and public opinion.

Key activities include:

• Conducting a minimum of 1,200 face-to-face interviews to gather data.
• Designing and implementing survey methodologies that ensure representative sampling.
• Analyzing collected data and preparing comprehensive reports on findings.
• Collaborating with the Electoral Commission to refine survey questions and methodologies as needed.
• Ensuring compliance with data protection regulations throughout the data collection and analysis processes.
• Providing updates on the research programme within six months of the General Election.

The contractor must be prepared to adapt to the timing of the General Election, which will dictate the project timeline. The contract allows for a maximum of one extension of up to six months to accommodate any additional analysis or reporting requirements.

3. Background & buyer context

This tender is being issued as part of the Electoral Commission's ongoing commitment to enhance the understanding of electoral processes and public engagement in democracy. The National Election and Democracy Study (NEDS) is a strategic initiative aimed at collecting data that informs policy and electoral practices. The Electoral Commission was established on 9 February 2023, and this procurement aligns with its mandate to conduct research that supports democratic processes. The urgency of this procurement is driven by the upcoming General Election, necessitating timely data collection and analysis.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €600,000 for each of the last three years.
• Insurance:
• Employer's Liability: €13,000,000 limit for any one claim.
• Public Liability: €6,500,000 limit for any one claim.
• Service Liability: €6,500,000 limit for any one claim.
• Professional Indemnity: €1,500,000 limit for any one claim.
• Cyber Liability / Data Protection: €1,500,000 in the aggregate per insurance year.
• Certifications: Not specified for this tender.
• Past experience: Demonstrated experience in delivering similar projects within the last two years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Failure to meet any of these criteria will result in disqualification from the tender process.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing price and quality. Bidders must achieve a minimum of 60% of the total marks to qualify for consideration.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the provided template with a maximum of 20 pages.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing schedule as per Appendix 2.
• Case studies: Provide 2 case studies of similar projects, each valued at a minimum of €100,000.
• 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 the eTenders portal, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key terms of the contract include:

• Term: 18 months, with a potential extension of 6 months.
• Payment terms: Payments will be made in accordance with the Services Contract, with invoices deemed accepted within 14 days unless otherwise notified.
• Key SLAs/KPIs: Not specified for this tender.
• Termination clauses: The contract may be terminated with 14 days' notice.
• IP ownership: All intellectual property developed during the contract will belong to the Contracting Authority.
• Sub-contracting rules: Subcontracting is permitted, but the Prime Contractor must retain overall responsibility.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• The turnover requirement of €600,000 may limit participation to established firms, potentially excluding smaller businesses.
• The timing of the project is contingent on the General Election, which could lead to tight deadlines for data collection and analysis.
• The requirement for a minimum of 1,200 face-to-face interviews may pose logistical challenges, particularly in a post-pandemic environment.

10. SME fit assessment

This tender is open to small and medium enterprises (SMEs) that can demonstrate the necessary financial and technical capacity. Viable bidders should have:

• Experience in conducting large-scale market research projects.
• The ability to manage data collection and analysis effectively.
• A solid understanding of electoral processes and public opinion research.

Consortium arrangements are permitted, allowing smaller firms to collaborate with larger entities. Bid preparation is expected to require several days, depending on the complexity of the proposal. The presence of a significant turnover requirement may indicate a competitive environment, with established firms likely having an advantage.

11. Where to dig deeper

• RFT filename: RFT Market Research and Survey Services for An Coimisiún Toghcháin.pdf
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement