Single Operator Framework Agreement for Staff App

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

Kerry County Council sought a provider for a Staff Application (Staff App) to facilitate communication and consultation with its staff. The framework agreement is designed to cover the customisation and implementation of the Staff App, which is expected to serve approximately 700 outdoor staff, with potential expansion to all 1,500 employees.

The contractor's day-to-day activities include:

• Customisation of the Staff App: Tailoring the application to meet the specific needs of Kerry County Council.
• Implementation: Deploying the Staff App across the organisation, ensuring all functionalities are operational.
• User Training: Providing training sessions for staff to effectively use the application.
• Ongoing Support and Maintenance: Offering technical support and regular updates to ensure the application remains functional and secure.
• Development of Additional Features: Responding to requests for new functionalities as required by the Council during the contract period.
• Performance Reporting: Regularly reporting on the app's usage and performance metrics to the Council.

The contract includes a detailed pricing schedule for additional services, which may be required over the course of the agreement.

3. Background & buyer context

This procurement aligns with Kerry County Council's strategic initiative to enhance internal communication and operational efficiency through digital solutions. The Council aims to modernise its communication channels, particularly for outdoor staff who may lack access to traditional intranet resources. The decision to procure a Staff App is part of a broader effort to improve employee engagement and streamline information dissemination. There is no incumbent supplier mentioned in the documents.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €300,000 during one of the last three years.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Cyber Liability: €2 million
• 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.

Bidders must provide evidence of compliance with these requirements in their submissions.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, focusing on both price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Follow the provided template with specified page limits.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Use the designated template to outline costs.
• Case studies: Provide 2 relevant case studies demonstrating past experience.
• Declarations: Complete the European Single Procurement Document (ESPD), Declaration of Bona Fides, and confirm tax compliance.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: Initial term of 4 years with the option for 3 one-year extensions.
• Payment terms: Not specified in detail.
• Key SLAs/KPIs: Not specified in detail.
• Liquidated damages: Not specified in detail.
• Termination clauses: Not specified in detail.
• IP ownership: Not specified in detail.
• Sub-contracting rules: Allowed, but the primary contractor must remain responsible for all obligations.

9. Risks, red flags & unusuals

Potential risks and red flags include:

• Single-operator framework: This structure may limit competition and could lead to dependency on one supplier.
• No guaranteed expenditure: While a maximum spend of €150,000 is indicated, there is no assurance of contract value, which may affect financial planning for bidders.
• Lack of detailed requirements: The absence of specified past experience and personnel requirements may lead to ambiguity in evaluation.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with the following characteristics:

• Credible bidders: Firms with experience in developing and implementing staff applications, particularly for local government or similar sectors.
• Consortiums allowed: Bidders can form consortiums or joint ventures to meet eligibility requirements.
• Indicative bid-prep effort: Approximately 10-15 days may be required to prepare a comprehensive bid.
• Pwin signal: The absence of an incumbent supplier may provide an opportunity for new entrants, but the lack of detailed requirements may also favour established firms with relevant experience.

11. Where to dig deeper

• Source RFT filename: RfT Public Staff App -18.05.26.docx
• eTenders CFT ID: not specified
• Contact email: Queries must be submitted via the eTenders portal.
• Important attachments: Appendix 1 — Specification of Requirements, Tender Response Document.