CFT - Provision of Website Development and Support Services for the Department of Justice/Gambling Regulatory Authority of Ireland (GRAI)

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 tender involves the provision of website development and support services for the Department of Justice and the Gambling Regulatory Authority of Ireland (GRAI). The contractor will be responsible for the design, development, and ongoing support of new websites tailored to the needs of the GRAI. The estimated expenditure for the services over the contract term is approximately €140,000, although this figure is subject to change based on actual usage.

The key activities required from the contractor include:

• Website Design and Development: Creation of user-friendly websites that adhere to the specified design guidelines and functional requirements.
• User Training: Providing training sessions for up to 40 users, with additional pricing for larger groups.
• Helpdesk Support: Establishing a helpdesk to manage user queries and technical issues, ensuring all calls are recorded and prioritized for resolution.
• Maintenance and Updates: Regular updates to the website content and software, ensuring compliance with the latest standards and security protocols.
• Accessibility Compliance: Ensuring the websites conform to WCAG 2.1 Level AA standards for accessibility.
• Defect Remediation: Addressing any defects within a 90-day warranty period post-launch.
• Documentation: Providing comprehensive documentation, including source code and user manuals, within specified timeframes.

The contractor must demonstrate the ability to manage these tasks effectively, ensuring high-quality service delivery throughout the contract duration.

3. Background & buyer context

This procurement aligns with the strategic objectives of the Department of Justice and the Gambling Regulatory Authority of Ireland to enhance their digital presence and improve service delivery. The initiative is part of a broader government effort to modernize public services and improve accessibility for users. The timing of this tender reflects the increasing demand for digital services in the public sector, particularly in light of recent legislative changes affecting the gambling industry. The incumbent provider is not specified in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of at least €500,000 for each of the past three financial years.
• Insurance:
• Employer’s Liability: €12.7 million limit for any one claim.
• Public Liability: €6.5 million limit for any one claim.
• Professional Indemnity: €2.5 million limit in the aggregate per insurance year.
• Cyber Insurance: €2 million limit in the aggregate per insurance year.
• Product Liability: not applicable.
• Certifications: Compliance with ISO 27001 or equivalent standards for information security management.
• 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 overall scoring will follow the Most Economically Advantageous Tender (MEAT) principle, with a minimum threshold of 60% required for each qualitative criterion.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Use the provided template, adhering to specified page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the pricing schedule using the specified Excel template.
• Case studies: Provide two case studies of similar projects, with values ranging from €20,000 to €70,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified.
• Submission portal: Tenders must be submitted via the electronic tenderbox on eTenders.gov.ie, following specific format rules.

7. Key dates & process

8. Contract terms that matter

The contract will have a term of two years, with the possibility of extending for up to twelve months in total. Key terms include:

• Payment terms: Payments will be made within 30 days following receipt of goods/services.
• Key SLAs/KPIs: Specific service level agreements and key performance indicators will be established, focusing on response times and resolution rates.
• Liquidated damages: Not specified.
• Termination clauses: The contract may be terminated with 14 days' notice by either party.
• IP ownership: All intellectual property developed during the contract will be owned by the Department of Justice.
• Sub-contracting rules: Subcontracting is permitted, but the primary contractor must retain overall responsibility.

9. Risks, red flags & unusuals

Potential risks and concerns specific to this tender include:

• The turnover requirement of €500,000 may limit participation to established firms, potentially excluding smaller businesses.
• The lack of specified past experience requirements may lead to ambiguity in evaluation.
• The absence of a mandatory site visit could affect bidders' understanding of the project scope.
• The contract's estimated value of €140,000 may not reflect the actual costs, leading to budgetary constraints for the successful bidder.

10. SME fit assessment

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

• Have a proven track record in similar projects, ideally with public sector clients.
• Hold the necessary insurance and certifications, particularly in information security.
• Be capable of managing the technical and operational demands of the contract.

Consortium bidding is encouraged, allowing smaller firms to partner with larger enterprises to meet the requirements. Bid preparation is estimated to require 10-15 days of effort, depending on the complexity of the proposal. The presence of a minimum turnover threshold and the absence of specified past experience may signal a competitive landscape, particularly if incumbents are involved.

11. Where to dig deeper

• Source RFT filename: GRAI_Website_CFT.docx
• eTenders CFT ID: not specified
• Contact email or clarification portal: www.etenders.gov.ie
• Important attachments: Appendix 1 — Requirements and Specifications, Appendix 2 — Pricing Schedule, Appendix 5 — Services Contract.