Submission management and editorial services for the Irish Journal of Agricultural and Food Research

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 the provision of submission management and editorial services for the Irish Journal of Agricultural and Food Research. This encompasses the end-to-end process of managing manuscript submissions, from initial receipt through to final publication. The services are to be delivered over an initial term of two years, with the option for extensions totalling up to 12 months.

The core activities for the successful contractor include:

• Submission Management: Receiving and processing manuscript submissions for the journal. This involves initial checks for completeness and adherence to journal guidelines.
• Editorial Services: Providing comprehensive editorial support. This includes managing the peer-review process, liaising with authors and reviewers, and overseeing the editorial workflow.
• Workflow Management: Ensuring the smooth progression of manuscripts through the editorial pipeline, from submission to publication.
• Communication: Acting as the primary point of contact for authors, reviewers, and the editorial board regarding manuscript status and queries.
• System Utilisation: Operating within the established submission and editorial management systems used by the journal.
• Compliance: Adhering to all relevant legal and regulatory requirements, including those related to data protection and labour law.

The Contracting Authority estimates potential expenditure over the term and any extensions, but this figure is not disclosed in the tender documentation. Tenderers are expected to understand the requirements and propose a solution to meet them.

3. Background & buyer context

Teagasc, the Agriculture and Food Development Authority, is procuring these services to manage the editorial and submission processes for its publication, the Irish Journal of Agricultural and Food Research. This procurement is conducted under an open procedure, indicating a competitive process to select a service provider. The initiative aligns with Teagasc's role in supporting agricultural and food research in Ireland. The tender documents do not specify a particular programme or policy driver beyond the operational need to manage the journal effectively. There is no mention of an incumbent provider in the provided text.

4. Eligibility & selection criteria

Bidders must meet the following mandatory criteria to be considered for evaluation:

• Turnover requirement: Average annual turnover for the last 3 years must be at least €250,000. Evidence of necessary profitability is also required. For consortium bids, this can be satisfied by the group members collectively.
• Insurance: The successful tenderer must hold, or commit to holding, the following insurances:
• Employer’s Liability: €13 million limit for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5 million limit for any one claim or series of claims.
• Cyber Liability: €1.5 million limit for any one claim or series of claims. A formal confirmation from the tenderer's insurance company or broker will be requested prior to contract award.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must respond to individual requirements in the Technical Requirements Document (TRD), which are stated as mandatory. Specific details on the number or type of past projects are not explicitly listed in the provided extract, but the TRD is referenced as containing these mandatory requirements.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the implication that services will be provided in Ireland.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous tender (MEAT). The tender documents indicate that award criteria will be detailed in Part 3.3.1, but the specific criteria and their weighting are not provided in the extract. However, the process involves evaluating tenders based on these criteria after bidders have passed the mandatory selection criteria. The highest-ranked tenderer will be awarded the contract, conditional on providing requested evidence within seven days.

6. Submission requirements

Tenderers must submit the following documentation:

• European Single Procurement Document (eESPD): Completed electronically or declared.
• All required documentation: As specified in the RFT.
• Tenderer’s Statement: A scanned, signed copy on letterhead, as per Appendix 3.
• Pricing Schedule: Completed as per Appendix 2.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Bona Fides (implied through eESPD and declarations).
• Tax clearance certificate or equivalent from the relevant taxation authority.
• Conflict of Interest declaration.
• CVs: Not explicitly mentioned, but implied if personnel are a selection criterion.
• Case studies: Not explicitly mentioned.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Via the electronic tenderbox on www.etenders.gov.ie. Tenders must be uploaded in English, in Office or PDF format, and not exceed a 250MB file size limit per file, with a total limit of 2GB.

7. Key dates & process

8. Contract terms that matter

• Term: 2 years, with an option to extend for up to 12 months in total (maximum of 4 extensions).
• Payment terms: Subject to and made in accordance with the Services Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 days.
• Key SLAs/KPIs: Not specified in the provided extract.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: Either party may terminate with 3 months' written notice without liability for compensation or damages. Termination for breach is possible with 30 days' notice if the breach is not remedied.
• IP ownership: Not specified.
• Sub-contracting rules: Tenderers intending to subcontract must ensure subcontractors submit a separate eESPD, completing specified sections. If a subcontractor's capacity is relied upon for selection criteria, they must meet those criteria. If a subcontractor's share exceeds 10% of the contract value, they must also not fall under prohibited economic operator categories.
• Parent-company guarantee or bond: Not specified.

9. Risks, red flags & unusuals

• Insurance Requirements: The Public Liability insurance requirement is stated as €6.5 million in one section (2.21.1) and €2.6 million in another (DO-NOT-USE-AS-BINDING). Tenderers should clarify which figure is binding.
• Estimated Expenditure: The estimated expenditure over the term is not disclosed ([insert amount]). This lack of transparency can make accurate pricing challenging.
• Technical Requirements Document (TRD): Mandatory technical and professional ability requirements are referenced as being within the TRD, but the TRD itself is not provided in the extract. Tenderers must obtain and review this document to understand specific mandatory technical requirements.
• International Procurement Instrument (IPI) and Foreign Subsidies Regulation: Tenderers must comply with EU Regulations 2022/1031 and 2022/2560, which may require prior notification or declaration of foreign financial contributions if the contract value meets applicable thresholds. This adds a layer of regulatory compliance complexity.
• Confidentiality and FOI: Tenderers must clearly identify commercially sensitive information, as it may be subject to disclosure under the Freedom of Information Act 2014. The Contracting Authority accepts no liability for disclosed information.

10. SME fit assessment

This tender is open to a range of service providers capable of managing academic journal submissions and editorial processes. A viable bidder would likely be a specialist publishing services company or an established academic publisher with experience in managing journals. The turnover requirement of €250,000 average annual turnover over three years suggests that very small, newly formed businesses might struggle to meet this threshold unless they are part of a larger group or consortium.

Consortium or subcontracting is permitted. SMEs that find the scope beyond their capacity are encouraged to form relationships with other SMEs or larger enterprises. Larger enterprises are also encouraged to include SMEs in their proposals.

The bid preparation effort is likely to be moderate to high, given the need to complete the eESPD, a detailed pricing schedule, and potentially respond to specific technical requirements outlined in the TRD. The absence of an incumbent mention and the open procedure suggest a competitive landscape, but the specific award criteria and weighting are not detailed, making a precise "probability of winning" (Pwin) assessment difficult without further information.

11. Where to dig deeper

• Source RFT filename: [C4653 - Provision of Submission Management and Editorial Services for the Irish Journal - RFT.docx]
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 5: Services Contract