Multi-party framework agreement for the Provision of Videography Services to GRETB

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 contract involves the provision of videography services to the Galway and Roscommon Education and Training Board (GRETB). The contractor will be responsible for capturing, editing, and producing video content for various educational and training initiatives. The scale of the work includes multiple projects over a two-year period, with potential extensions based on performance and need.

Key activities include:

• Video Production: Delivering high-quality video content for educational purposes, including promotional materials, training videos, and event documentation.
• Editing Services: Providing post-production editing to ensure videos meet GRETB's standards and specifications.
• Equipment Management: Utilizing professional videography equipment, including cameras, lighting, and sound equipment, to ensure high production quality.
• Project Management: Coordinating with GRETB staff to schedule shoots, manage timelines, and deliver final products.
• Content Delivery: Ensuring that all video content is delivered in the required formats and within specified deadlines.
• Feedback Incorporation: Making necessary revisions based on feedback from GRETB stakeholders to ensure satisfaction with the final product.

The contractor must demonstrate experience in similar projects, particularly within the education sector, and be capable of managing multiple projects simultaneously.

3. Background & buyer context

This procurement aligns with GRETB's strategic objectives to enhance educational delivery through modern media. The decision to procure videography services stems from a need to improve the quality and accessibility of educational content. GRETB has historically engaged in various multimedia projects but seeks to formalize and expand its capacity through this framework agreement. The procurement is timely as GRETB aims to leverage digital tools to enhance learning experiences, particularly in light of recent shifts towards online and hybrid education models.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €350,000 in the relevant area of work.
• Insurance:
• Public Liability Insurance: €6,500,000
• Professional Indemnity Insurance: €1,000,000
• Employer’s Liability Insurance: €13,000,000
• Certifications: Not specified for this tender.
• Past experience: Minimum of two (2) comparable projects in the education sector within the last three (3) years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing quality and price.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the provided template with a maximum of 10 pages.
• CVs: Provide CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Use the specified template to outline costs.
• Case studies: Include two (2) case studies demonstrating relevant experience, with values ranging from €50,000 to €150,000.
• Declarations: Complete the European Single Procurement Document (ESPD), Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All documents must be submitted via the eTenders platform in a single ZIP file.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial term of 2 years, with the possibility of extension for up to 2 additional years based on performance.
• Payment terms: Payments will be made upon receipt of invoices, subject to satisfactory delivery of services.
• Key SLAs/KPIs: Specific performance indicators will be established to measure the quality and timeliness of video production.
• Termination clauses: The contract may be terminated for material breach or failure to perform obligations.
• IP ownership: All intellectual property rights for the produced videos will remain with GRETB.
• Sub-contracting rules: Subcontracting is permitted but must be disclosed and approved by GRETB.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €350,000 may limit participation to larger firms, potentially excluding smaller businesses.
• Experience requirement: The necessity for two comparable projects may disadvantage new entrants or smaller firms without extensive portfolios.
• Lack of specified personnel requirements: The absence of detailed personnel criteria may lead to variability in the quality of bids.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in videography, particularly in the education sector. Viable bidders should have:

• A proven track record in delivering similar projects, ideally with a focus on educational content.
• The capacity to manage multiple projects and meet tight deadlines.
• The ability to provide the required insurance coverage.

Consortium bidding is allowed, enabling smaller firms to collaborate and meet the criteria collectively. Bid preparation is estimated to require approximately 5-10 days, depending on the complexity of the submission. The presence of a minimum turnover threshold and past experience requirements may signal a competitive environment, particularly if incumbents are involved.

11. Where to dig deeper

• Source RFT filename: Appendix 3 TRD Videography Services.docx
• eTenders CFT ID: 8441087
• Contact email: Questions and Answers facility on www.etenders.gov.ie
• Important attachments:
• Appendix 3 TRD Videography Services.docx
• European Single Procurement Document (ESPD) template
• Pricing schedule template