Tender for provision of Financial Management System (FMS) and Related 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

An Coimisiún Toghcháin, The Electoral Commission ran this procurement for “Tender for provision of Financial Management System (FMS) and Related Services” as an operational contract requiring implementation and sustained service execution. The extracted pack showed qualification-stage material with references to later ITT technical depth; practical activity therefore centred on building, integrating, and operating the specified service stack with compliant reporting and handover obligations where stated. Constituent activities and named work elements in the supplied extracts:

• Title: Tender for provision of Financial Management System (FMS) and Related Services
• Insurance Type Courts Service Requirement Levels held by Tenderer Employer’s Liability €13,000,000 € Public Liability €6,500,000 € Product Liability €6,500,000 € Professional Indemnity €1,500,000 € Cyber Liability €5,000,000 € Data Protection Demonstrate
• successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €13,000,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year Public Liability €6,500,000 limit for any one claim or series of cl
• the proposed [Services Contract] may amount to some €60,000 (excl
• e-mail options, electronic approval, drop-down lists, workflow approval levels (minimum levels of approvals), defined access rights, budgetary control and order tracking etc
• [RFT - Provision for a FMS and other related services - Final.pdf] Request for Tenders dated 21st June 2023
• Financial Management System (FMS) and
• of the services as described in Appendix 1 to this RFT (the “Services”).
• In summary, the Services comprise, the provision, implementation and ongoing support of
• a Financial Management System for the Electoral Commission.
• may result from this Competition (the “Services Contract”) will be issued for the duration
• of the implementation proposed with provision for post implementation support and Non-binding monetary references in the source were treated as context only and were not used as qualification thresholds.

3. Background & buyer context

The buyer context reflected a formal Irish public-procurement route, with pre-qualification used to control entry into the tender stage.

• The Contracting Authority policy seeks to encourage participation on a fair and equal basis

4. Eligibility & selection criteria

• Turnover requirement — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• Insurance — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.; Insurance Type Courts Service Requirement Levels held by Tenderer Employer’s Liability €13,000,000 € Public Liability €6,500,000 € Product Liability €6,500,000 € Professional Indemnity €1,500,000 € Cyber Liability €5,000,000 € Data Protection Demonstrate; successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €13,000,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year Public Liability €6,500,000 limit for any one claim or series of cl
• Certifications — not specified for this tender
• Past experience — not specified for this tender
• Personnel — not specified for this tender
• Geographic / facility constraints — not specified for this tender Additional binding lines surfaced in the deterministic extract:
• — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• Insurance Type Courts Service Requirement Levels held by Tenderer Employer’s Liability €13,000,000 € Public Liability €6,500,000 € Product Liability €6,500,000 € Professional Indemnity €1,500,000 € Cyber Liability €5,000,000 € Data Protection Demonstrate
• successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €13,000,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year Public Liability €6,500,000 limit for any one claim or series of cl
• aims arising out of a single occurrence, per insurance year Product Liability €6,500,000 limit for any one claim or series of cl
• 21 INSURANCE Page 12 of 74 Professional Indemnity €1,500,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year Cyber Security Liability €1,500,000 limit for any one claim or series of cl

5. Award criteria & scoring

6. Submission requirements

• Method statement / response document (template/page limits) — Appendix 1 questionnaire/PQQ response was required.
• CVs (page count, named roles) — not specified in extract.
• Pricing schedule (format/template) — expected at ITT stage.
• Case studies (number/value range) — client references/comparable project evidence was referenced.
• Declarations (ESPD/Bona Fides/Tax/COI) — ESPD/declaration/statement-of-confirmation language was present.
• Mandatory site visit — not specified in extract.
• Submission portal and formatting — eTenders portal and PDF electronic copies were referenced. Submission-related source lines:
• [RFT - Provision for a FMS and other related services - Final.pdf] Request for Tenders dated 21st June 2023
• Declaration as to Personal Circumstances of Tenderer
• of the services as described in Appendix 1 to this RFT (the “Services”).
• [RFT - Provision for a FMS and other related services - Final.pdf] the implementation proposed with provision for post implementation support and
• [RFT - Provision for a FMS and other related services - Final.pdf] Competition.
• [RFT - Provision for a FMS and other related services - Final.pdf] and EU data

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 3 years. Payment cycle, SLA/KPI schedule, and penalty regime were not fully disclosed in the snippets unless listed below.

• VERIFIED PHRASES (deterministic regex extract from the documents — treat as authoritative for numerical claims)
• successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Employer’s Liability €13,000,000 limit for any one claim or series of claims arising out of a single occurrence, per insurance year Public Liability €6,500,000 limit for any one claim or series of cl
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby
• of remedy) within 30 days after receipt of a request in writing f
• For the Term and for a period of 12 months thereafter (and save in respect of publ
• maintenance for three (3) years thereafter (“the Term”).
• The Contracting Authority reserves the right to extend the Term for a period or periods of
• up to twelve (12) months with a maximum of two (2) such extension or extensions on the

9. Risks, red flags & unusuals

• Qualification gate: the deterministic extract included a turnover threshold line (— use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.), which can materially narrow bidder pool composition.
• The two-step process (PQQ then ITT) shifted effort to compliance evidence early, with competitive scoring detail potentially deferred.
• Technical and contractual granularity appeared ITT-dependent, increasing ambiguity at qualification stage for non-incumbent bidders.

10. SME fit assessment

This competition looked most accessible to firms with established public-sector tender capability, documented financial capacity, and direct operational experience in the relevant service category.

• Credible bidder profile — mid-sized to large specialist with formal QA/compliance process.
• Consortium / sub-contracting — allowed or addressed in the extracts (Appendix references and reliance provisions).
• Indicative bid-prep effort — 6 to 12 working days for evidence collation, form completion, and review cycles at PQQ level.
• Pwin signal — strongest for bidders with reusable qualification artefacts, comparable references, and low-friction mobilisation capability.

11. Where to dig deeper

• Source RFT/PQQ filenames: RFT - Provision for a FMS and other related services - Final.pdf, RFT - Provision for a FMS and other related services - Final.pdf] Request for Tende, Appendix 1:.
• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: eTenders message portal (email not surfaced in extract).
• Key attachments to prioritise: Appendix 2:, Schedule, Appendix 3:.