FE/2023/08 New Year's Festival Dublin 2024-2026

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, development, programming, production, marketing, and promotion of the New Year’s Festival Dublin (NYF Dublin) for the years 2024 to 2026. The festival aims to celebrate Dublin as the premier destination for New Year’s celebrations, targeting both international and domestic visitors.

Key activities include:

• Festival Programming: Develop a diverse program that appeals to various demographics, featuring both contemporary and traditional events across multiple iconic locations in Dublin city and county.
• Event Management: Organize and manage festival events over a minimum of three days, ensuring accessibility and inclusivity for all attendees.
• Marketing and Promotion: Implement a comprehensive marketing strategy to promote the festival, including social media and broadcast media integration.
• Ticket Sales: Achieve a minimum ticket sales target of €400,000 annually, with proceeds reinvested into the festival.
• Sponsorship Revenue: Generate additional sponsorship revenue, alongside the €2 million ex VAT contribution from Fáilte Ireland.
• Collaboration with Local Entities: Work with local businesses and stakeholders to enhance the festival's impact on the local economy.

The festival is expected to attract significant visitor numbers, contributing to the recovery of the tourism sector post-COVID-19.

3. Background & buyer context

This procurement aligns with Fáilte Ireland's strategic mission to support the recovery and growth of the tourism sector in Ireland, particularly following the impacts of the COVID-19 pandemic. Festivals are recognized as vital components of the tourism offering, enhancing the visitor experience and driving economic benefits. The New Year’s Festival Dublin is positioned to attract both local and international visitors, aiming to restore visitor numbers to pre-pandemic levels by 2026.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €4,000,000 over the last three financial years.
• Insurance:
• Employer’s Liability Insurance: €13,000,000
• Public Liability Insurance: €6,500,000
• Professional Indemnity Insurance: €1,300,000
• Certifications: Not specified for this tender.
• Past experience: Evidence of at least three comparable projects completed within the last five years, demonstrating similar scope and complexity.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Services must be delivered within Dublin city and county.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The contract will be awarded to the lowest total cost tender that meets all qualitative award criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Follow the provided template, adhering to any page limits.
• CVs: For key personnel involved in the project, with a specified page count.
• Pricing schedule: Must be formatted according to the provided template.
• Case studies: At least three, demonstrating relevant experience and project values.
• Declarations: Including the Electronic European Single Procurement Document (eESPD), Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders in the specified format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: Initial term of three years, with options for two one-year extensions.
• Payment terms: Invoices to be paid within 15 days of receipt, contingent upon satisfactory service delivery.
• Key SLAs/KPIs: Not specified in detail but will likely include performance metrics related to ticket sales and visitor satisfaction.
• Termination clauses: Not specified in detail.
• IP ownership: All materials developed under the contract will be owned by Fáilte Ireland.
• Sub-contracting rules: Bidders must indicate any intended subcontracting arrangements.

9. Risks, red flags & unusuals

Potential concerns for bidders include:

• The requirement for a minimum turnover of €4 million may limit participation to larger firms, potentially excluding smaller businesses.
• The emphasis on extensive experience in similar projects could disadvantage newer or smaller firms.
• The contract's reliance on achieving ticket sales and sponsorship revenue may introduce financial risk if targets are not met.

10. SME fit assessment

This tender is primarily suited for medium to large firms with experience in managing large-scale events and festivals.

• Credible bidders: Firms with a proven track record in event management, marketing, and festival production are best positioned to bid.
• Consortium or sub-contracting: Allowed, but bidders must clearly outline the roles and responsibilities of all parties involved.
• Indicative bid-prep effort: Estimated at several weeks, considering the complexity of the proposal and required documentation.
• Pwin signal: The presence of established firms in the sector may indicate a competitive landscape, particularly if past winners are known.

11. Where to dig deeper

• Source RFT filename: ITT New Years Festival Dublin.docx
• eTenders CFT ID: Not specified
• Contact email: [email protected]
• Important attachments: Appendix 1 – Fáilte Ireland Supply of Services Contract, Section A – Pass/Fail Criteria, Section B – Specification and Award Criteria.