HRB 2026 – Design and Print 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

The Health Research Board (HRB) is procuring design, print, and web support services. These services may also be required by the National Office for Research Ethics Committees and the Secretariat to the Health Research Consent Declaration Committee. The contract is for an initial period of two years, with the possibility of two one-year extensions, bringing the total potential duration to four years. The maximum total value for all services over the contract's lifetime is €300,000 (excluding VAT). However, there is no guaranteed expenditure.

The successful tenderer must deliver:

• Design Concepts: Strong design ideas and concepts for new reports and promotional material, with a minimum of three design concepts for all new publications, promotional campaigns, and digital projects.
• Graphic Design: Professional graphic design ability to deliver new concepts to a high standard.
• Web Design & Support: Competent web design and related support services, including design and support for the National Office and HRCDC websites.
• Data Visualisation: Knowledge of data visualisation and the ability to implement it when required.
• Project Management: Strong project management skills to absorb ideas, communicate them effectively to a design team, and deliver a professional service from concept to completion.
• Proof-reading & Quality Control: Strong proof-reading skills and a quality control process.
• Accessibility: A clear understanding of accessibility legislation and requirements.
• Design Iterations: Understanding of the potential need for repeat design iterations.
• Deadline Management: Proven ability to deliver several jobs under pressure and tight deadlines.
• Service Level Requirements:
• A minimum of three sets of changes for each concept.
• A maximum turnaround time of three to five days for sets of changes, depending on project size.
• Quarterly planning meetings for the overall work programme.
• In-person meetings at HRB offices to discuss live projects as required.
• Clear project plans for all stages of each project.
• A process for authorising work outside the normal agreed scope must be agreed in advance.
• Invoicing will occur upon project completion, requiring a purchase order for all invoices.

Annual projects requiring these services include:

• Three Annual Reports (HRB, National Office, HRCDC).
• HRB drug and alcohol publications.
• Research/data specific reports (e.g., Young People and Substance Use, Gambling in the Republic of Ireland).
• Four editions of Drugnet.
• All National Health Information Systems publications and infographics (e.g., 2025 Alcohol Treatment Demand).
• At least one graphic animation per year.
• Promotional infographics.

3. Background & buyer context

The Health Research Board (HRB) is a statutory agency under the Department of Health. Its mission is to support research that improves health, promotes evidence-informed care, and creates solutions for societal challenges. The HRB oversees an approximate €50 million annual investment in health research. This procurement is for essential design and print services to support the HRB's communication and publication needs, as well as those of related entities like the National Office for Research Ethics Committees and the Health Research Consent Declaration Committee. The HRB aims to encourage participation by Small and Medium Enterprises (SMEs) in this competition.

4. Eligibility & selection criteria

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

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer Liability: €13 million
• Public Liability: €6.5 million
• Professional Indemnity: €1 million
• Certifications:
• Proof of an industry standard graphic design qualification is required.
• Past experience:
• Candidates must provide evidence of delivering a similar design and print service for specific projects:
• An example of a successful use of infographics displaying complex information in a simple, eye-catching way in the past year.
• An example of an innovative approach to developing an Annual Report in the past three years.
• An example of a creative project delivered to promote a specific campaign in the past three years.
• An example of a website developed and designed from scratch.
• Personnel:
• A minimum of one qualified Project Manager to handle all aspects of the contract and individual projects.
• A minimum of four qualified designers to meet the possibility of numerous projects happening simultaneously and to provide a variety of design capabilities (e.g., web design).
• Candidates must demonstrate the minimum number and range of manpower skills required.
• Geographic / facility constraints:
• Applicants must confirm availability to attend project management meetings at HRB premises as required.

5. Award criteria & scoring

This is a Pre-Qualification Questionnaire (PQQ) stage. The top five scoring applicants who meet the minimum requirements will be invited to tender. The award criteria for the subsequent tendering stage will be based on weighted criteria, with a price/quality split not explicitly stated at this PQQ stage. The PQQ evaluation focuses on suitability and selection.

The weighted criteria for the PQQ evaluation are:

Applicants must achieve a minimum of 60% for each individual qualitative criterion (B1 to B4) to avoid elimination.

6. Submission requirements

Applications for this PQQ stage must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie.

• Format: A single uploaded file is preferred, clearly labelled, page numbered, and indexed.
• Content: Applicants must complete the Qualification Questionnaire (Appendix A) in full.
• Declarations:
• Self-Declaration Form (A4) for Tax Compliance and Insurance.
• Declaration of Bona Fides, Statutory Obligations and Article 5k (A5).
• Personnel Information:
• An organisation chart.
• Information on the skills and qualifications of staff likely to be engaged, and how skills are maintained.
• Information on the candidate’s technical resources.
• Past Experience: Evidence of delivering similar design and print services for the specified projects.
• Quality Assurance: Details of internal quality assurance policies and any third-party accreditation.
• Sustainability: Details of the approach to sustainability and efforts to reduce environmental impact.
• ESPD: A European Single Procurement Document (ESPD) may be accepted as evidence of compliance with Section A.
• Submission Portal: eTenders postbox facility.
• File Size Limit: 2.14 GB per file.
• Upload Time Limit: One hour per upload.
• Mandatory Site Visit: Not specified for this PQQ stage.

7. Key dates & process

The procedure type is Restricted. The top five qualifying applicants will be invited to tender at Stage 2.

8. Contract terms that matter

• Term: Initial 2 years, with two optional 1-year extensions, for a maximum of 4 years.
• Value: Maximum total value of €300,000 (ex. VAT) over the contract lifetime. No guaranteed expenditure.
• Payment: Invoiced as each project is completed. Invoices require a purchase order.
• Service Levels: Minimum three design concepts per project, minimum three sets of changes per concept, 3-5 day turnaround for changes, quarterly planning meetings, in-person meetings as required, clear project plans.
• Termination: Not specified in the PQQ.
• IP Ownership: Not specified in the PQQ.
• Sub-contracting: Permitted, but applicants must demonstrate they will have the necessary resources at their disposal. If a consortium, the Prime Contractor is the sole point of contact.
• Guarantees/Bonds: Not specified in the PQQ.

9. Risks, red flags & unusuals

• Low Contract Value: The maximum total contract value of €300,000 over four years is relatively low for a design and print service, suggesting a need for efficient operations and potentially smaller, more frequent projects rather than large-scale campaigns.
• No Guaranteed Expenditure: The absence of guaranteed expenditure means bidders must be prepared for variable demand and manage their resources accordingly.
• Restricted Procedure: Only the top five qualifying applicants will be invited to tender, indicating a competitive PQQ stage where meeting all minimum requirements is critical.
• Emphasis on SMEs: The HRB explicitly encourages SME participation and suggests forming relationships, which could indicate a willingness to work with smaller, agile providers.
• Specific Project Examples: The requirement for specific project examples (infographics, annual reports, campaign promotion, website development) means bidders must have demonstrable experience in these precise areas.

10. SME fit assessment

This tender is structured as a Restricted procedure, meaning only the top five qualifying applicants from the PQQ stage will be invited to tender. This suggests a competitive PQQ process.

• Who can credibly bid: A small to medium-sized enterprise (SME) with a strong portfolio in graphic design, web design, and print management, particularly those with experience in producing annual reports, infographics, and promotional materials for public sector or research organisations, could be a strong candidate. The requirement for a minimum of four qualified designers suggests a need for a team capable of handling multiple projects concurrently.
• Consortium/Sub-contracting: SMEs are encouraged to explore forming relationships with other SMEs or larger enterprises to meet capacity requirements. Sub-contracting is permitted, but the Prime Contractor must demonstrate they will have the necessary resources at their disposal.
• Indicative bid-prep effort: Preparing a comprehensive PQQ response, including detailed project examples, personnel information, and quality assurance measures, could require 5-10 days of effort for a dedicated team.
• Pwin signal: The HRB's explicit encouragement of SMEs and the relatively low overall contract value might suggest an openness to smaller providers. However, the restricted procedure and the specific experience requirements mean that only well-prepared and experienced firms will progress. There is no clear indication of an incumbent.

11. Where to dig deeper

• Source RFT filename: HRB 2026 Design and Print Services PQQ.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact for Queries: Questions and Answers facility on www.etenders.gov.ie
• Most Important Attachments:
• Appendix A: Qualification Questionnaire
• Section B: Weighted Criteria
• Declaration of Bona Fides, Statutory Obligations and Article 5k