Cloudmersive Private Cloud Subscription

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 Department of Foreign Affairs and Trade requires a Cloudmersive Private Cloud Subscription to provide advanced real-time virus and malware scanning for files uploaded to the Department's Microsoft cloud environment. The contract is for a term of 3 years, with the option for two 12-month extensions. The estimated value of the contract is €150,000 (excluding VAT) over the initial term and any extensions.

The core service involves the provision of a private cloud subscription for virus and malware scanning. Specific activities and requirements include:

• Real-time Scanning: The service must scan uploaded files in real-time.
• Microsoft Cloud Environment Integration: The solution must integrate with the Department's existing Microsoft cloud environment.
• Advanced Virus and Malware Protection: The subscription must offer advanced protection against viruses and malware.
• Private Cloud Deployment: The service is to be delivered via a private cloud model.
• Subscription Service: The requirement is for a subscription-based service.
• All-inclusive Pricing: Tenderers must provide all-inclusive pricing in Euro, exclusive of VAT, covering all ancillary costs.
• Price Validity: Quoted prices must remain valid for 12 months from the tender deadline.
• Environmental, Social, and Labour Law Compliance: The successful tenderer must comply with all applicable environmental, social, and labour laws, including those established by EU law, national law, collective agreements, and international conventions. This includes an undertaking to comply with Council Directive 2001/23/EC regarding the safeguarding of employees' rights in the event of transfers of undertakings.
• Data Protection: Tenderers must comply with all applicable national and EU data protection laws, including GDPR.
• Confidentiality: All information disclosed by the Contracting Authority must be treated as confidential.
• Environmental Management Policy: Tenderers will be assessed on the quality of their environmental management policy.
• Availability and Support: The quality of availability and support will be a key award criterion.

The contract is open to participation by Small and Medium Enterprises (SMEs), and larger enterprises are encouraged to include SMEs in their proposals.

3. Background & buyer context

This procurement is initiated by the Department of Foreign Affairs and Trade to secure a Cloudmersive Private Cloud Subscription. The need arises from the Department's requirement for advanced real-time virus and malware scanning capabilities within its Microsoft cloud environment. The contract is being conducted under an open procedure, aligning with the European Union (Award of Public Authority Contracts) Regulations 2016. The Department aims to enhance its digital security posture by implementing this subscription service. The estimated value of €150,000 (excl. VAT) over three years, with potential extensions, indicates a strategic investment in cybersecurity infrastructure. The Department actively encourages SME participation, reflecting a broader government policy to foster inclusive economic benefits from public procurement.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered compliant:

• Turnover requirement:
• An average annual turnover of €300,000 per year over the previous three financial years. Tenderers must confirm their turnover exceeded €300,000 per annum in each of the last three financial years.
• Insurance:
• Employer’s Liability: €12.7 million limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Public Liability: €6.5 million limit for any one claim or series of claims arising out of a single occurrence, per insurance year.
• Professional Indemnity: €1 million in the aggregate.
• Cyber Liability (including loss of data): €5 million in the aggregate.
• Certifications:
• Must be authorised as a Cloudmersive Reseller.
• Past experience:
• A minimum of two sample contracts with references demonstrating successful delivery of similar services to organisations in the public sector or other regulated environments of a similar size to the Department within the last five years.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Insurance policies must include Ireland within their territorial limits and jurisdiction.

Tenderers relying on the capacity of other entities (e.g., subcontractors) must ensure those entities also meet the relevant selection criteria and submit a separate ESPD.

5. Award criteria & scoring

The Services Contract will be awarded on the basis of the most economically advantageous tender (MEAT). The award criteria are as follows:

The total weighting for Technical Criteria is 30 marks. The specific weighting for Financial Criteria is not detailed in the provided extract, but it forms part of the MEAT assessment. Tenderers must achieve a minimum of 15 marks for Criteria 1.

6. Submission requirements

Tenderers must submit the following documentation:

• Electronic Single Procurement Document (ESPD): Completed and submitted at Appendix 7. An ESPD used in a previous procurement may be submitted if confirmed as correct and satisfying the selection criteria for this competition.
• Tenderer’s Statement: A scanned, signed copy printed on the tenderer's letterhead, as set out in Appendix 3.
• Pricing Schedule: Completed as per Appendix 2.
• Supporting Documentation for Selection Criteria:
• Evidence of turnover for the past three financial years (if requested).
• References for a minimum of two sample contracts demonstrating relevant experience.
• Confirmation of authorisation as a Cloudmersive Reseller.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Confirmation of acceptance of the Services Contract terms (Appendix 3).
• Format: Tenders must be submitted in English and compiled for immediate reading using Adobe Reader.
• Submission Portal: Via the electronic tenderbox on www.etenders.gov.ie.
• File Limits: Maximum file size of 250MB per file, with a total limit of 2GB for all documentation.
• Mandatory Site Visit: Not Used.

7. Key dates & process

8. Contract terms that matter

• Term: 3 years, with an option for two 12-month extensions.
• Payment Terms: Subject to and made in accordance with the Services Contract at Appendix 5.
• Price Adjustments: Prices may be increased or decreased only on the first anniversary of the Effective Date and subsequent anniversaries, by the percentage change in the Consumer Price Index.
• Currency Variation: Any currency variations over the term are borne by the Tenderer.
• Termination: A party may terminate with 14 days' notice if a breach continues for 10 calendar days after receipt of a request for remedy.
• Confidentiality: All information disclosed by the Contracting Authority is confidential and must be returned upon request.
• Sub-contracting: The successful tenderer will be designated the Prime Contractor and must designate a single entity responsible for the contract, irrespective of sub-contracting.
• Insurance: Mandatory insurance cover must be maintained for the term of the contract.
• Tax Clearance: Compliance with all applicable EU and domestic tax laws is a condition of the contract.

9. Risks, red flags & unusuals

• Turnover Requirement: The average annual turnover requirement of €300,000 per year over three years, for a contract estimated at €150,000 total, is relatively high. This may limit the pool of smaller SMEs who might otherwise be capable of delivering the service.
• Cloudmersive Reseller Authorisation: This is a specific technical requirement that restricts bidders to those who have secured this particular authorisation, potentially favouring established partners.
• MEAT with Limited Technical Detail: While technical criteria are weighted, the specific details of "Quality of Availability and Support" and "Quality of Environmental Management Policy" are only referenced in Appendix 1, which is not provided. This makes a precise assessment of the technical scoring difficult from this brief alone.
• No Explicit Budget: The €150,000 is an estimate, and the Contracting Authority does not bind itself to accept the lowest priced tender, suggesting potential for higher bids if technically superior.
• Data Protection and IPI Regulation: Specific references to GDPR and Regulation (EU) 2022/1031 (International Procurement Instrument) indicate a focus on data security and international trade compliance, requiring careful attention from bidders.

10. SME fit assessment

This tender is structured to be accessible to SMEs, provided they meet specific criteria. A viable bidder would likely be a specialist IT service provider with expertise in cloud security solutions, specifically virus and malware scanning.

• Credible Bidders: Small to medium-sized IT service companies that are already authorised Cloudmersive Resellers and have a proven track record of delivering similar services to public sector or regulated organisations. They must demonstrate an average annual turnover of €300,000 over the last three years and hold the specified insurance levels.
• Consortium/Sub-contracting: Consortiums and sub-contracting are permitted. SMEs are encouraged to form relationships with other SMEs or larger enterprises to participate. If sub-contracting, the sub-contractor's capacity must be demonstrated, and their value exceeding 10% of the contract value requires them to meet specific criteria regarding prohibited economic operators.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort. This includes gathering financial evidence, compiling case studies, detailing environmental policies, and ensuring all declarations and ESPD information is accurate. An estimate of 10-20 days of focused effort for a small team is reasonable, assuming the Cloudmersive Reseller authorisation is already in place.
• Pwin Signal: The requirement for Cloudmersive Reseller authorisation is a significant barrier to entry, suggesting that incumbent or established Cloudmersive partners are likely to be strong contenders. The MEAT award criteria, with a substantial weighting on technical quality (availability, support, environmental policy), means that price alone will not secure the contract.

11. Where to dig deeper

• Source RFT Filename: ServicesRFT17012025
• eTenders CFT ID: Not specified in provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract