Request for Tender (RFT) for the provision of Letting Agent Services and related services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |----------------|-----------------|----------|----------------|------|----------|------------------|-------------------------------|--------------------------| not stated not disclosed not stated Open procedure not stated not stated 4 years 2026-06-24T11:00:00+00:00 2026-07-20

2. Scope of Work

The contract involves providing Letting Agent Services and related services to the Commission for Communications Regulation (ComReg). The contractor will assist ComReg in addressing its future office space and specialized infrastructure needs. The scope encompasses a range of activities, including:

• Office Space Acquisition: Identifying, negotiating, and securing suitable office spaces.
• Market Analysis: Conducting assessments of the property market to inform ComReg's decisions.
• Lease Management: Overseeing lease agreements, ensuring compliance with terms, and managing renewals.
• Property Maintenance Coordination: Liaising with maintenance providers to ensure the upkeep of leased properties.
• Reporting: Providing regular updates and reports on market conditions, lease status, and property performance.
• Specialized Infrastructure Needs: Addressing specific requirements related to ComReg's operational needs, which may include technology and communication infrastructure.

The contractor will be expected to deliver these services consistently over the four-year contract term, adapting to any changes in ComReg's requirements.

3. Background & buyer context

This procurement is initiated as part of ComReg's strategic planning to enhance its operational efficiency and effectiveness in managing office space. The need for these services arises from ComReg's ongoing evaluation of its infrastructure needs in light of evolving operational demands. The estimated expenditure for the services is approximately €200,000 over the contract term, reflecting ComReg's commitment to optimizing its office environment. The procurement aligns with broader government objectives to improve public sector efficiency and service delivery.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €100,000 for each of the last three financial years.
• Insurance:
• Employer’s Liability: €12.7 million limit for any one claim or series of claims.
• Public Liability: €6.5 million limit for any one claim or series of claims.
• Professional Indemnity: €500,000 for any one occurrence and in the aggregate.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide evidence of meeting these criteria through audited accounts and relevant documentation.

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 quality and price. There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the named template with a maximum of 20 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Must use the provided template.
• Case studies: At least two case studies demonstrating relevant experience, with project values ranging from €50,000 to €200,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All documents must be submitted via eTenders in a single ZIP file.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The contract is for a duration of four years, with potential extensions based on performance and ComReg's needs.
• Payment terms: Payments will be made within 15 days of receipt of a valid invoice.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: ComReg reserves the right to terminate the contract under certain conditions, including non-compliance.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Subcontracting is allowed but must be disclosed and approved by ComReg.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €100,000 may limit participation from smaller firms, particularly if they lack a track record in similar services.
• The absence of specified past experience criteria may lead to variability in the quality of bids received.
• The lack of detailed SLAs or KPIs could result in ambiguity regarding performance expectations.
• The estimated contract value of €200,000 may suggest a competitive environment, with potential pressure on pricing.

10. SME fit assessment

Small and medium enterprises (SMEs) that can credibly bid should have:

• Relevant experience in property management or letting agency services.
• The necessary insurance coverage as specified.
• The capacity to meet the turnover requirement.
• Consortium or subcontracting is permitted, allowing SMEs to collaborate with larger firms or other SMEs to enhance their capabilities.

Indicative bid preparation effort is estimated at 5-10 days, depending on the complexity of the proposal. The presence of a competitive tendering environment may signal a moderate to high probability of winning (Pwin) for established firms with relevant experience.

11. Where to dig deeper

• Source RFT filename: T21611 ComReg RFT for Letting Agent and related Services.pdf
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderers’ Statement