9462 - Production of CIE Group Publications

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

This procurement seeks a service provider to support the production of annual reports and other publications for the Coras Iompair Éireann (CIE) Group. The contract encompasses the design, development, formatting, and production of these documents.

The core activities include:

• CIE Group Annual Reports: Production of annual reports for the CIE Holding Company and its three operating subsidiaries: Iarnród Éireann – Irish Rail, Bus Éireann, and Bus Átha Cliath – Dublin Bus. This totals four annual reports per business cycle.
• Annual Sustainability Review: Development and production of a dedicated annual sustainability review.
• Front Facing Policies: Creation of website publications for front-facing policies.
• Ad hoc Reports: Production of additional reports as directed by CIE.

For the annual reports, the contractor will be responsible for:

• Format Production: Producing a limited number of hard copies in English and, optionally, Irish for some operating companies.
• Digital Production: Creating HTML and PDF files in both English and Irish versions for website upload.
• Accessibility: Ensuring all digital publications meet accessibility requirements as per the European Accessibility Act (EAA).
• Content Formatting and Proofing: Taking provided text and financial data (in English) and formatting it accurately.
• Translation Management: Arranging for the accurate translation of content into Irish.
• Asset Integration: Incorporating relevant photographs and company branding provided by CIE.
• Design Quality: Delivering high-quality, attractive graphic design that is sharp, modern, and on par with best-in-class standards to enhance impact and effectively communicate key messages.

The production process, typically occurring in the first quarter of each year, requires intensive liaison with CIE operating companies. This involves repeated proof reviews, subject to last-minute changes. The service provider must demonstrate a high degree of accuracy, attention to detail, and responsiveness, with potential turn-around times of 24 hours or less during peak publication periods.

Previous years' annual reports are available for reference via a provided link. Full specification details will be supplied at the tender stage.

3. Background & buyer context

Coras Iompair Éireann (CIE) is Ireland's National Transport Company, operating bus, rail, and transport services. The CIE Group comprises the Holding Company and its three main operating subsidiaries: Iarnród Éireann – Irish Rail, Bus Éireann, and Bus Átha Cliath – Dublin Bus. This procurement is being conducted under the Utilities Directive (2014/25/EU) and the European Union (Award of Contracts by Utility Undertakings) Regulations 2016, reflecting CIE's status as a utility. The procurement process is a two-stage approach, starting with this Pre-Qualification Questionnaire (PQQ) to shortlist suitable candidates for a subsequent Invitation to Tender (ITT). The need for updated and professionally produced annual reports and related publications is a standard corporate governance and communication requirement.

4. Eligibility & selection criteria

To be considered for this tender, applicants must meet the following minimum qualification criteria:

• Turnover requirement: A minimum average annual turnover of €80,000 (exclusive of VAT) for each of the last three audited financial years. Evidence must be provided via signed auditor's statements and audited accounts. Applicants can rely on parent company or sub-contractor resources, provided specific conditions and declarations are met.
• Insurance: Not specified for this tender at the PQQ stage. Insurance requirements will be detailed in the Invitation to Tender (ITT).
• Certifications: Not specified as mandatory at the PQQ stage. However, applicants are required to provide details of their Quality Management Systems and Environmental Policy, which can be in-house or ISO certified.
• Past experience: Applicants must provide a minimum of three (3) relevant contract references and a minimum of three (3) samples of previous graphic design work on corporate and/or financial reports. Failure to provide these minimums may result in disqualification.
• Personnel: Not specified as a mandatory requirement at the PQQ stage.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria will be detailed in the Invitation to Tender (ITT) stage. However, the PQQ outlines the weighting for the technical and professional ability selection criteria used for shortlisting:

Applicants must achieve a minimum score of 40% for each of the individual criteria and a minimum of 40% of the total allocated score for each criterion. The overall award methodology at the ITT stage will be detailed in the ITT documentation.

6. Submission requirements

The Pre-Qualification Questionnaire (PQQ) must be completed and submitted via the e-tenders portal. The submission must include:

• Completed Questionnaire: All parts of Appendix 1 must be completed, including:
• Part 1: Applicant Details and General Information
• Part 2: Information/Declaration re Minimum Qualification Criteria
• Part 4: Technical/Professional Ability: Relevant Experience
• Part 5: Technical/Professional Ability: Company Resources
• Part 6: Quality Management Systems and Environmental Policy
• Part 7: Health and Safety
• Part 8: Declaration of Eligibility
• Appendices:
• Appendix 2: Consortium Requirements (if applicable)
• Appendix 3: Sub-Contractors (if applicable)
• Appendix 4: Applicant’s Statement of Confirmation
• Supporting Documentation:
• Audited accounts for the last three financial years.
• Signed auditor’s statements confirming turnover.
• Minimum of three (3) relevant contract references.
• Minimum of three (3) samples of previous graphic design work on corporate and/or financial reports.
• Copies of Quality Management Systems and Environmental Policy documents.
• Declarations: Declaration of Eligibility (Part 8) must be completed by the Applicant, all consortium members, and any sub-contractors or third parties relied upon for selection criteria.
• Format: All electronic copies must be in PDF format.

7. Key dates & process

The procurement process is two-staged: pre-qualification (this PQQ) followed by a tender stage (ITT). Shortlisted applicants will be invited to tender.

8. Contract terms that matter

The contract duration is for three years, with an option for CIE to extend it by a further two years on a one-year plus one-year basis. The specific form of contract will be issued with the Invitation to Tender (ITT). Sub-contracting is permitted for part of the obligations, but any sub-contracting requires CIE's sole discretion and consent. CIE may withhold consent. The entire obligations of the contractor cannot be sub-contracted. Applicants relying on third-party resources for selection criteria must provide legally binding Letters of Undertaking/Support.

9. Risks, red flags & unusuals

The primary unusual aspect is the low financial turnover requirement (€80K per annum) for a contract that involves producing multiple annual reports for a large state-owned entity. This figure is significantly lower than typical thresholds for such services, potentially indicating a focus on specific niche capabilities or a desire to encourage smaller providers. The contract duration of 3 years with a 2-year extension option is standard. The tight turnaround times (24 hours or less) during publication periods, as mentioned in the scope, represent a significant operational risk for any provider. The reliance on translation services and meeting European Accessibility Act standards adds complexity.

10. SME fit assessment

This tender appears structured to be accessible to Small and Medium-sized Enterprises (SMEs) with specialised graphic design and publishing capabilities. The low turnover requirement (€80K per annum) is a key indicator. A viable bidder would likely be a design agency or a small publishing house with proven experience in corporate reporting, translation management, and digital accessibility. Consortium bids are permitted, allowing smaller firms to partner with others to meet broader requirements. Sub-contracting is also allowed, enabling SMEs to focus on their core strengths. The bid preparation effort for the PQQ stage, involving gathering references, work samples, and financial evidence, could range from 5-10 days for an experienced SME. The Pwin signal is neutral; there is no explicit mention of an incumbent, and the low turnover suggests the market is not restricted to a few large players.

11. Where to dig deeper

• Source RFT filename: 9462 - Prodcution of CIE Group Publications PQQ.docx
• eTenders CFT ID: 8861990
• Contact: Not specified in PQQ; clarifications likely via eTenders portal.
• Key Attachments:
• Appendix 1: The Pre-Qualification Questionnaire
• Appendix 2: Requirements Concerning Consortium/Groups
• Appendix 3: Requirements Concerning Sub-Contractors