AC-2026-23 Provision of Programme/Project Management Platform 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 Arts Council seeks a contractor to provide a comprehensive Programme/Project Management Platform. This platform will facilitate project management activities, including planning, execution, monitoring, and reporting of various projects funded by the Arts Council. The contractor will be responsible for the day-to-day management of the platform, ensuring it meets the operational needs of the Arts Council.

The key activities include:

• Platform Development: Design and implement a user-friendly interface for project management.
• Integration: Ensure compatibility with existing systems used by the Arts Council.
• User Training: Provide training sessions for Arts Council staff to effectively use the platform.
• Support and Maintenance: Offer ongoing technical support and maintenance services throughout the contract duration.
• Reporting: Generate reports on project progress, resource allocation, and budget adherence.
• Data Security: Implement robust data protection measures in compliance with relevant regulations.

The contractor must deliver a fully functional platform that supports multiple users and can handle various project types and sizes. The platform should also allow for real-time updates and collaboration among users.

3. Background & buyer context

The procurement of this platform aligns with the Arts Council's strategic initiative to enhance project management capabilities across its funded projects. This initiative is part of a broader effort to improve transparency, efficiency, and accountability in the management of public funds. The Arts Council has historically relied on manual processes and disparate systems, which have proven inadequate for the scale of its operations. The decision to procure a dedicated platform is driven by the need for a more integrated and efficient approach to project management.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €60,000 for each of the last three (3) financial years.
• Insurance:
• Employer’s Liability Insurance: €13,000,000
• Public Liability Insurance: €6,500,000
• Professional Indemnity Insurance: €500,000
• Cyber Security Indemnity Insurance: €500,000
• Certifications: Compliance with relevant standards such as NIST, ISO 27001, Cyber Essentials, or IASME certified.
• Past experience: Successful delivery of a minimum of two comparable projects within the last five years.
• Personnel: Key personnel must have relevant experience in project management and software development.
• Geographic constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach. There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Must follow the provided template with a maximum of 10 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Must use the specified template.
• Case studies: At least two case studies of similar projects, with values ranging from €30,000 to €100,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via eTenders, adhering to the specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: The contract will commence on the date of award and will last for approximately 36 months, with the option for one 12-month extension.
• Payment terms: Payments will be made upon completion of agreed milestones.
• Key SLAs/KPIs: Performance metrics will be established to ensure timely delivery and quality of service.
• Termination clauses: Either party may terminate the contract with three months' written notice.
• IP ownership: All intellectual property developed during the contract will belong to the Arts Council.
• Sub-contracting rules: Sub-contracting is permitted with prior approval from the Arts Council.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• The turnover requirement of €60,000 may limit participation from smaller firms, potentially favouring incumbents.
• The lack of specified geographic constraints may open the bidding to a wider range of firms, but could also introduce competition from larger, more established companies.
• The absence of a mandatory site visit may lead to misunderstandings regarding project requirements and expectations.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that have experience in software development and project management. Viable bidders should have:

• A proven track record in delivering similar platforms or services.
• The capacity to meet the insurance and turnover requirements.
• The ability to provide key personnel with relevant experience.

Consortium bidding is not explicitly mentioned, but may be permissible if all parties meet the eligibility criteria. Preparation for the bid may require approximately 10-15 days of effort, depending on the complexity of the proposal. The presence of established firms in the sector may indicate a competitive landscape, but SMEs with niche expertise may still find opportunities.

11. Where to dig deeper

• Source RFT filename: AC-2026-23 Provision of Programme/Project Management Platform 2026
• eTenders CFT ID: not specified
• Contact email: [email protected], [email protected]
• Important attachments:
• Appendix 5 — Specimen 3rd Party Supplier Information Security Assessment
• Appendix 4 — Specimen Data Protection Assessment
• Appendix 2 — Specimen Contract