Provision of Board Secretariat Services

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 involves the provision of board secretariat services for Digital Manufacturing Ireland (DMI). The contractor will be responsible for delivering these services approximately one day per week throughout the contract term. The expected service level includes:

• Preparation of Meeting Materials: Drafting agendas, minutes, and reports for board meetings.
• Attendance at Meetings: Participating in board meetings to record minutes and ensure compliance with governance standards.
• Follow-up Actions: Tracking action items and ensuring timely completion of tasks assigned during meetings.
• Compliance Monitoring: Ensuring that all board activities adhere to relevant regulations and internal policies.
• Advisory Role: Providing guidance on governance best practices and board effectiveness.
• Additional Services: The contract allows for the procurement of additional services deemed broadly similar to the primary focus of the contract at DMI's discretion.

The contractor must be prepared to meet these requirements consistently throughout the contract duration, which is initially set for 12 months but may be extended for up to two additional 12-month periods.

3. Background & buyer context

This tender is being issued as part of DMI's ongoing efforts to enhance governance and operational efficiency within the organization. The procurement aligns with broader government initiatives aimed at improving the effectiveness of public sector bodies. DMI has a history of engaging external expertise to support its governance framework, and this tender seeks to continue that practice. The incumbent provider is not specified in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Minimum average annual turnover of €136,500 (excl. VAT) over the last three financial years.
• Insurance:
• Employer’s Liability: €12.7 million
• Public Liability: €6.5 million
• Professional Indemnity: €1.3 million
• 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 their financial standing and compliance with the above criteria upon request.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of price and quality.

6. Submission requirements

Bidders must submit the following documents as part of their tender:

• Method statement / response document: Use the Tender Response Template (TRT) provided, adhering to page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the Pricing Schedule in Appendix 2.
• Case studies: Provide two relevant case studies, each valued between €50,000 and €100,000.
• Declarations: Include the European Single Procurement Document (eESPD), a Bona Fides declaration, Tax clearance, and a Conflict of Interest declaration.
• Mandatory site visit: Not applicable.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie, following specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: Initial term of 12 months with the possibility of two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Services Contract.
• Key SLAs/KPIs: Not specified in the documentation.
• Liquidated damages: Not specified in the documentation.
• Termination clauses: Not specified in the documentation.
• IP ownership: Not specified in the documentation.
• Sub-contracting rules: Subcontractors must be disclosed, and the Prime Contractor must take overall responsibility for the contract.

9. Risks, red flags & unusuals

Potential risks and concerns for bidders include:

• The turnover requirement of €136,500 is relatively low compared to the estimated contract value of €163,800, which may limit competition.
• The lack of specified past experience or personnel requirements may lead to ambiguity in evaluation criteria.
• The absence of detailed SLAs or KPIs could result in unclear expectations regarding service delivery.

10. SME fit assessment

This tender is accessible to small and medium enterprises (SMEs) that can demonstrate the required financial standing and insurance coverage. Bidders should consider forming consortia or subcontracting to meet the eligibility criteria. The indicative effort for bid preparation is estimated at 5-10 days, depending on the firm's existing capabilities. The presence of a low turnover threshold may signal an opportunity for SMEs, but the lack of specified past experience requirements could favor established firms.

11. Where to dig deeper

• Source RFT filename: RFT Board Secretariat Services.pdf
• eTenders CFT ID: not specified
• Contact email or clarification portal: Queries must be directed through the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 4: Declaration as to Personal Circumstances of Tenderer