Provision of Open Day Exhibition Support Services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

Here is a comprehensive Tender Briefing for the Trinity College Dublin Open Day Exhibition Support Services tender:

1. At a glance

2. Scope of Work

This tender seeks to establish a single-supplier Framework Agreement for the provision of Operational Support Services for Trinity College Dublin's (TCD) CAO Undergraduate Recruitment Events. The estimated aggregate expenditure for these services is €1,200,000 (excluding VAT) over the initial one-year term, with potential extensions up to a total of four years.

The core of the services involves supporting TCD's recruitment events, specifically focusing on exhibition support. While specific day-to-day activities are not exhaustively detailed, the scope implies the management and execution of exhibition-related logistics and operations for recruitment events. This would typically encompass:

• Event Setup and Dismantling: Provision of temporary infrastructure, including exhibition stands, signage, and potentially temporary carpeting for main halls (800sqm mentioned in a context of temporary carpeting).
• Logistical Support: Management of event flow, attendee management within exhibition spaces, and coordination of exhibitor needs.
• On-site Operational Management: Ensuring the smooth running of exhibition areas during recruitment events, addressing immediate issues, and coordinating with TCD staff.
• Resource Provision: Supplying appropriately experienced personnel to manage and execute these support services.
• Coordination with TCD: Working closely with Trinity College Dublin to understand event requirements, branding guidelines, and operational protocols.
• Potential for Specific Areas: Mention of "GMB - Debating Chamber and Conversation Room" and "CHAMBER CONVERSATION" suggests these may be specific areas requiring tailored support.

The services are for TCD's CAO Undergraduate Recruitment Events. The contract is structured as a Framework Agreement, meaning TCD will not be obligated to purchase a minimum value of services. Services Contracts will be awarded under this framework.

3. Background & buyer context

Trinity College Dublin (TCD) is procuring these services to support its CAO Undergraduate Recruitment Events. The tender is conducted under an Open Procedure, indicating a competitive process accessible to all eligible economic operators. The estimated value of €1,200,000 (excluding VAT) over the potential four-year term suggests a significant, ongoing requirement for exhibition support services related to student recruitment. TCD's policy encourages participation by Small and Medium Enterprises (SMEs) and suggests larger enterprises consider including SMEs in their proposals to maximise social and economic benefits. The tender documents do not explicitly mention an incumbent supplier.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement: Candidates must demonstrate that their average annual turnover exceeded €250,000 during any of the three previous financial years. If unable to provide turnover figures, candidates must demonstrate equivalent financial viability.
• Insurance: The successful tenderer will be required to hold the following insurances for the term of the Framework Agreement:
• Employer's Liability: €13,000,000
• Public Liability: €6,500,000
• Professional Indemnity: €1,300,000
• Certifications: Not specified for this tender.
• Past experience: Evidence of successful delivery of three (3) contracts for large-scale events accommodating 10,000 or more attendees within the previous three years. Contact details for a referee for each project must be provided. Bidders must clearly state what their organisation delivered under these contracts.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must also complete and submit the European Single Procurement Document (ESPD) and declare that no mandatory grounds for exclusion apply, or if they do, that sufficient measures demonstrate reliability. Tenderers must also satisfy the selection criteria outlined above.

5. Award criteria & scoring

The award of the Framework Agreement will be based on the Most Economically Advantageous Tender (MEAT), determined by a combination of quality and cost. Tenderers must achieve a minimum score of 60% on each award criterion, excluding 'Ultimate Cost', to avoid elimination.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform (www.etenders.gov.ie). Key submission requirements include:

• Method statement / response document: The Tender Response Document (TRD) must be completed, including:
• Section A: Selection Criteria (Company Summary, Financial Capacity, Previous Experience, Data Protection compliance).
• Section B: Requirements and Award Criteria (Specification Required & Supplier Response, Pricing Schedule).
• CVs: Not specified for this tender.
• Pricing schedule: Appendix 2 Pricing Schedule (separate Excel file) must be completed. Prices must be all-inclusive, exclusive of VAT, and remain valid for 12 months from the Tender Deadline, subject to annual price review.
• Case studies: Not specified for this tender, but evidence of past experience is required.
• Declarations:
• European Single Procurement Document (ESPD).
• Tenderer's Statement (Appendix 3), signed and on letterhead.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Mandatory site visit: Not specified for this tender.
• Submission portal: eTenders.gov.ie. All files must be submitted within a compressed/ZIP folder. A file size limit of 250MB per file and a total limit of 2GB apply. Tenders must be submitted in English.

7. Key dates & process

8. Contract terms that matter

• Term + extension structure: The Framework Agreement will have an initial term of one year, with the option for TCD to extend it for up to three additional 12-month periods, resulting in a maximum aggregate term of four years.
• Payment terms: Payments will be made in accordance with the Services Contract (Appendix 6). Invoices not queried within 14 days are deemed accepted.
• Key SLAs/KPIs: Not specified in the provided extract.
• Liquidated damages or penalty regimes: Not specified in the provided extract.
• Termination clauses: The Framework Agreement can be terminated by TCD for serious breach, insolvency, bankruptcy, winding up, or examinership of the Framework Member. TCD may also terminate and recover losses.
• IP ownership: Not specified in the provided extract.
• Sub-contracting rules: Tenderers may subcontract, but if relying on a subcontractor's capacity for selection criteria, specific documentation is required. If subcontracting more than 10% of the contract value, the subcontractor must also meet certain criteria.
• Parent-company guarantee or bond requirements: Not specified in the provided extract.

9. Risks, red flags & unusuals

• Single Supplier Framework: The tender seeks a single supplier Framework Agreement. This concentrates risk on one provider and limits TCD's options if performance issues arise.
• Estimated Value: The €1,200,000 figure is an estimate and TCD is under no obligation to purchase any minimum value of services. This creates uncertainty for bidders regarding guaranteed revenue.
• SME Encouragement: While TCD encourages SME participation, the requirement for three large-scale event contracts (10,000+ attendees) as a selection criterion may present a barrier for smaller, specialised firms unless they form consortia.
• No Minimum Score on Cost: The absence of a minimum score for the 'Ultimate Cost' criterion means that a technically superior bid with a higher price could potentially be outscored by a slightly less technical bid with a significantly lower price, depending on the weighting.
• Data Protection Compliance: Tenderers must confirm GDPR compliance, indicating a need for robust data handling procedures.

10. SME fit assessment

This tender is structured to be competitive, but the selection criteria present specific challenges and opportunities for Small and Medium Enterprises (SMEs).

• Who can credibly bid: A credible bidder would likely be an established event management or exhibition support company with a proven track record in large-scale events. The requirement for three contracts for events of 10,000+ attendees within the last three years is a significant hurdle for very small or new businesses. SMEs that have delivered such events, perhaps as part of larger projects or for specific clients, would be well-positioned.
• Consortium or sub-contracting: The tender explicitly encourages SMEs to explore forming relationships with other SMEs or larger enterprises. Sub-contracting is permitted, and SMEs could potentially act as subcontractors to larger prime contractors, or form consortia to meet the experience requirements collectively.
• Indicative bid-prep effort: Preparing a compliant bid will require significant effort. This includes gathering detailed evidence for past experience, developing a comprehensive service methodology, detailing team structure, and completing all required documentation (ESPD, TRD, Pricing Schedule). A realistic estimate would be 5-10 days of dedicated effort for a well-prepared bid, potentially more if complex consortia arrangements are involved.
• Pwin signal: The single-supplier framework and the specific experience requirement suggest that incumbent suppliers or firms with very similar, recent large-scale event experience may have an advantage. However, the emphasis on methodology, management, and sustainability in the award criteria allows for strong technical proposals to compete effectively. The encouragement of SME participation indicates TCD is open to diverse bidders, provided they meet the core requirements.

11. Where to dig deeper

• Source RFT filename: TCD-26-C2399 RFT.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications Response Document
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement