Recruitment Agency Services Framework

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 National Gallery of Ireland seeks to establish a framework for Recruitment Agency Services. The framework aims to appoint a maximum of four tenderers to provide recruitment services over a potential four-year term. The contractor's day-to-day activities will include:

• Recruitment Services: Sourcing, screening, and placing candidates for various roles within the National Gallery.
• Client Engagement: Collaborating with gallery management to understand specific recruitment needs and job descriptions.
• Candidate Management: Managing the candidate experience from application to placement, including interviews and feedback.
• Reporting: Providing regular updates on recruitment progress, candidate pipelines, and market insights.
• Compliance: Ensuring all recruitment practices comply with relevant employment laws and regulations, including the Protection of Employees (Temporary Agency Work) Act 2012.
• Quality Assurance: Implementing quality control measures to ensure the effectiveness of recruitment strategies.

The successful tenderer will be expected to deliver these services efficiently, adapting to the gallery's evolving needs throughout the contract period.

3. Background & buyer context

This procurement aligns with the National Gallery of Ireland's strategic objective to enhance its workforce capabilities. The gallery has identified a need for specialized recruitment services to attract high-quality candidates in a competitive market. The decision to initiate this tender follows a review of current recruitment practices and the recognition of the need for a more structured approach to sourcing talent. The gallery aims to improve its operational efficiency and service delivery through this framework.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1 million for each of the last three financial years (2025, 2024, 2023).
• Insurance:
• Employer's Liability: €13,000,000
• Public Liability: €6,500,000
• Professional Indemnity: €1,000,000
• Cyber Liability: €1,000,000
• Certifications: Evidence of holding a valid employment agency license.
• Past experience: Demonstration of at least three comparable contracts delivered in the last three years, with one being for a public sector organization.
• Personnel: Adequate staffing levels to deliver the required services, including senior management and recruitment specialists.
• Geographic / facility 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, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the Tender Response Document (TRD) as per the provided template.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the pricing schedule in the specified format.
• Case studies: Provide details of three comparable projects, including value and outcomes.
• Declarations: Include the European Single Procurement Document (ESPD), Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable.
• Submission portal: All submissions must be made via the eTenders platform.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial duration of 24 months, with the option to extend for two additional 12-month periods.
• Payment terms: Payments will be made based on the agreed fixed agency fee percentage, inclusive of all employer-related costs.
• Key SLAs/KPIs: Performance metrics will be established to ensure quality service delivery.
• Termination clauses: The contract may be terminated for non-compliance or failure to meet service standards.
• IP ownership: All intellectual property developed during the contract will remain with the National Gallery.
• Sub-contracting rules: Subcontracting is permitted but must be disclosed and approved by the National Gallery.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The requirement for a minimum turnover of €1 million may exclude smaller firms from bidding.
• Limited bidder pool: The requirement for past experience with public sector organizations may restrict competition.
• Insurance requirements: High insurance limits may pose a barrier for smaller agencies.
• Quality assurance expectations: The need for robust quality assurance measures may require additional resources that smaller firms may lack.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that possess:

• Credible bidding capacity: Firms with experience in recruitment services, particularly those with a valid employment agency license.
• Consortium or subcontracting: Allowed, enabling smaller firms to collaborate with larger entities to meet requirements.
• Indicative bid-prep effort: Approximately 10-15 days to prepare a compliant submission.
• Pwin signal: The presence of established firms in the sector may indicate a competitive landscape, but the framework's structure allows for multiple awards, potentially benefiting SMEs.

11. Where to dig deeper

• Source RFT filename: National Gallery of Ireland - Recruitment Agency Services RFT.pdf
• eTenders CFT ID: 7679877
• Contact email: Not specified; use eTenders messaging facility for queries.
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement