Managing Agent for Sensory Development Programme

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 requires a Managing Agent to design, procure, and deliver a comprehensive Sensory Development and Regulation Programme. This programme targets Early Learning & Care (ELC) educators, School Age Childcare (SAC) practitioners, and childminders. The objective is to equip these service providers with the knowledge and resources to create environments that support the sensory development needs of young children.

The core components of the Goods and Services include:

• Professional E-learning Modules: Development of a suite of e-learning modules focused on sensory development, specifically tailored for ELCs, SACs, and childminders. These modules will be hosted on the Department of Children, Disability & Equality (DCDE) professional learning hub.
• Sensory Play Packs: Procurement and distribution of Sensory Play Packs to qualifying service providers who have completed the e-learning modules. Each pack will contain sensory play items and a designated, adaptable enclosure or space (a "Sensory Structure") designed to regulate sensory input and support learning in a safe environment.
• Ancillary Resources: Provision of additional guidance videos and resources accompanying the Sensory Play Packs and Sensory Structures.
• Design, Print, and Publication: Management of services related to the design, printing, and publication of any required information leaflets, instructions, or programme branding.
• Supply Chain Management: Oversight of the supply chain, including packaging and storage of programme materials.
• Distribution and Delivery: Management of the distribution and delivery of Sensory Play Packs and associated materials, adhering to a phased delivery timeline.
• Quality Assurance and Customer Satisfaction: Implementation and management of a system to ensure quality assurance and monitor customer satisfaction.
• Contract Management Support: Assistance in developing contract management, communication, and reporting structures to facilitate oversight and project evaluation.

The final content of the Sensory Play Packs and e-learning modules will be agreed upon with a consultative committee established by the DCDE. The term "Service Provider" collectively refers to ELC, SAC, and childminder services and facilities.

3. Background & buyer context

This procurement is initiated by the Department of Children, Disability and Equality. The programme aligns with government policy to enhance early learning and childcare provisions. The estimated value of the contract, €7.67 million (excluding VAT) over its initial 18-month term, indicates a significant investment in supporting the sensory development needs of young children within ELC and SAC settings. The initiative aims to equip service providers with essential tools and training, reflecting a broader strategy to improve the quality and accessibility of childcare services across Ireland. The open procedure signifies a competitive process to select a managing agent capable of delivering this complex programme.

4. Eligibility & selection criteria

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

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability: €13m
• Public Liability: €6.5m
• Product Liability: €6.5m
• Professional Indemnity: Phase 1: €5m Any One Claim per period of Insurance; Phase 2: €2m Any One Claim per period of Insurance
• Certifications: A system of quality assurance and certification to ISO 9001 level standards or equivalent is desirable, but not mandatory.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement for insurance policies to include Ireland within their territorial limits.

Additionally, tenderers must declare via the eESPD that they have the financial capacity to fund the project by up to €1.5m, either through internal financial capacity (available cash) or a line of credit. They must also confirm their bank account is in good standing and they have available cash at hand of not less than €1.5M or an available line of credit of not less than €1.5M.

5. Award criteria & scoring

The award of the contract will be based on the Most Economically Advantageous Tender (MEAT). The specific weighting and scoring mechanism for each criterion are not detailed in the provided extract. However, the tender process will evaluate compliant tenders based on defined Award Criteria after initial assessment against Selection Criteria. Tenderers must pass each Selection Criterion to proceed to evaluation. The Contracting Authority reserves the right to exclude tenders based on mandatory or discretionary grounds for exclusion.

6. Submission requirements

Bidders must adhere to the following submission requirements:

• Method statement / response document: Tenderers must follow the format of the RFT and respond to each element in the order presented.
• CVs: Not specified for this tender.
• Pricing schedule: All tenderers must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive, in Euro, and exclusive of VAT. VAT rate(s) should be indicated separately.
• Case studies: Not specified for this tender.
• Declarations:
• European Single Procurement Document (eESPD) must be completed and submitted electronically.
• Tenderer's Statement (Appendix 3) must be signed and returned on letterhead.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number are required for online verification.
• Declaration of any Registrable Interest.
• Declaration that the preparation of the tender was carried out independently.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie. File size limits apply (250MB per file, 2GB total). Tenders must be submitted in English.

7. Key dates & process

8. Contract terms that matter

The Goods and Services Contract will have an initial term of 18 months. The Contracting Authority reserves the right to extend the term for periods up to an aggregate of 12 months. All prices quoted must remain valid for 18 months from the Tender Deadline. Payments will be made in accordance with the Goods and Services Contract (Appendix 5). The Contractor guarantees Goods for 12 months from delivery. Termination clauses allow for termination by either party with 1 month's notice, or 3 months' notice under specific circumstances, without liability for compensation or damages. Subcontracting is permitted, with the Prime Contractor retaining overall responsibility. Tenderers must comply with all applicable environmental, social, and labour laws.

9. Risks, red flags & unusuals

The estimated contract value of €7.67m (excl. VAT) over 18 months, with potential extensions, suggests a substantial programme. The requirement for a €1.5m financial capacity (cash or credit line) is a significant hurdle for smaller entities. The two-phase approach for Professional Indemnity insurance (€5m for Phase 1, €2m for Phase 2) indicates a potential shift in risk or scope over the contract's life. The open procedure is standard, but the specific nature of managing a sensory programme and its associated supply chain and e-learning components may favour experienced providers in logistics, training development, and procurement. The requirement for all prices to remain valid for 18 months from the tender deadline, coupled with potential currency variations being borne by the tenderer, introduces pricing risk.

10. SME fit assessment

This tender is structured as an open procedure, encouraging participation from Small and Medium Enterprises (SMEs). However, the requirement for a €1.5m financial capacity (available cash or line of credit) presents a significant barrier for many smaller businesses. SMEs are encouraged to form relationships or consortia with other SMEs or larger enterprises to meet this and potentially other capacity requirements. The bid preparation effort is likely to be substantial, involving detailed programme design, supply chain planning, and pricing for e-learning and physical product distribution. The Pwin signal is neutral; the open procedure suggests competition, but the financial threshold may limit the pool of directly eligible bidders.

11. Where to dig deeper

• Source RFT filename: RFT - A Managing Agent for the Procurement and Development of a Sensory Development and Regulation Programme.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Goods and Services Contract