Website Development, Hosting, Maintenance and Support

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 website development, hosting, maintenance, and support services for Mayo Sligo and Leitrim ETB. The contractor will be responsible for the full lifecycle of the ETB's website, from initial development to ongoing operational management.

The scope of services includes:

• Website Development: This encompasses the design, build, and implementation of a new website or significant enhancements to an existing one. Specific functional and technical specifications will be detailed in the RFT and its appendices.
• Website Hosting: The contractor will provide secure and reliable hosting for the ETB's website. This includes ensuring uptime, performance, and data security.
• Website Maintenance: Ongoing technical maintenance is required to ensure the website functions correctly. This includes regular updates, security patching, and performance monitoring.
• Support Services: The contractor will provide technical support to the ETB for any issues or queries related to the website. This may include troubleshooting, bug fixing, and user assistance.
• Compliance: The website must comply with a minimum of Web Content Accessibility Guidelines (WCAG) 2 and EN 301 549 V4.
• Reporting: The contractor will be required to provide reports on website performance, ticket raising, and other relevant metrics.
• Personnel: The contractor must provide access to minimum levels of personnel and skills, as detailed in the tender documentation, and an organisation chart. Key personnel assigned to the project are considered essential and must be available for the duration of the agreement. Any replacement personnel must have equivalent experience and expertise, subject to the Client's approval.

The contract is structured around the provision of "Services" as described in Schedule B of the Services Contract, adhering to the "Specification" detailed in the RFT and the contractor's submission.

3. Background & buyer context

This procurement is for the provision of website development, hosting, maintenance, and support services by Mayo Sligo and Leitrim ETB. The estimated total budget for this contract over its lifetime is €215,000. The contract is being procured to ensure the ETB has a functional, accessible, and well-supported online presence. The specific drivers for this procurement are not detailed in the provided text, but it aligns with the general need for public sector bodies to maintain modern and effective digital platforms. No incumbent provider is explicitly mentioned in the provided documents.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Confirmation that turnover exceeded €50,000 for each of the last three years.
• Insurance: The contractor must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €12.7m
• Public Liability: €2.6m
• Product Liability: €2.6m
• Professional Indemnity: €1m
• Cyber Liability: €2m
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Access to minimum levels of personnel and skills as detailed in the tender documentation, including an organisation chart. Key personnel are essential.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award criteria and scoring mechanism are not explicitly detailed in the provided text. However, the tender documents indicate that the lowest cost tender that also meets all minimum qualitative award criteria will receive the maximum score for that criterion. This suggests a price-quality balance, with price being a significant factor, particularly for tenders meeting the qualitative thresholds.

6. Submission requirements

Bidders are required to submit the following:

• Method statement / response document: Not specified in terms of template or page limits.
• CVs: Not specified in terms of page count or named roles.
• Pricing schedule: Not specified in terms of format or named template.
• Case studies: Not specified in terms of number or value range.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (confirming no exclusion grounds apply).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Bona Fides: Not specified.
• Conflict of Interest: Not specified.
• Mandatory site visit: Not specified.
• Submission portal: www.etenders.gov.ie is referenced for clarifications. Specific submission format rules are not detailed.

7. Key dates & process

8. Contract terms that matter

• Term + extension: The contract term is not specified, but the Client reserves the right to extend the Term for a period or periods up to a maximum number of months, subject to legal obligations. The contractor's submission must be valid for acceptance for 12 months from the deadline.
• Payment terms: Payment of charges is subject to contractor compliance with the agreement, submission of valid invoices with supporting documentation, and the Client being in possession of the contractor's current Tax Clearance Certificate. Invoices are subject to a 14-day query period; thereafter, they are deemed accepted. The European Communities (Late Payment in Commercial Transactions) Regulations 2012 apply.
• Key SLAs/KPIs: Not specified in the provided text.
• Liquidated damages or penalty regimes: Clause 5H details a potential liquidated damages regime for late delivery, where the Client may deduct an amount per week/day of delay, up to a specified threshold.
• Termination clauses: Either party may terminate with [insert period of time months] written notice. Either party can terminate immediately for serious breach (unremedied within 30 days), insolvency, or conflict of interest. The Client can also terminate if exclusion grounds apply to the contractor or if they fall within prohibited economic operator categories.
• IP ownership: All Intellectual Property Rights (IPR) in "the Materials" (reports, data, manuals, etc.) produced for the agreement vest in the Client. The Contractor assigns all IPR in the Materials to the Client. The Client grants the Contractor a royalty-free, non-exclusive licence to use the Client's pre-existing IPR for the Term.
• Sub-contracting rules: The Contractor is the prime contractor and assumes full responsibility for its subcontractors. The Client can require the Contractor to replace a subcontractor if exclusion grounds apply. Subcontracts must include a right for the Contractor to terminate if exclusion grounds apply to the subcontractor. No more than 50% of the contract value can be subcontracted to entities originating in a third country subject to an IPI measure.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

• Low Turnover Threshold: The turnover requirement of €50,000 per year for the last three years is relatively low compared to the total contract value of €215,000. This might indicate a desire to attract smaller or specialist providers, or it could be a legacy requirement.
• Unspecified Contract Length and Value Breakdown: The contract length and the breakdown of the €215,000 value (e.g., development vs. hosting vs. maintenance) are not specified, making it difficult to assess the annual commitment or the scale of the ongoing services.
• WCAG and EN 301 549 Compliance: While standard for public sector websites, ensuring compliance with WCAG 2 and EN 301 549 V4 requires specific expertise and testing, which bidders must factor into their proposals.
• Key Personnel Dependency: The emphasis on "Key Personnel" being essential and requiring Client approval for replacements could pose a risk if key individuals leave the contractor's employment.
• Liquidated Damages: The potential for liquidated damages for late delivery (Clause 5H) introduces a financial risk for the contractor if project timelines are not met.

10. SME fit assessment

This tender appears to be structured to be accessible to Small and Medium-sized Enterprises (SMEs).

• Who can credibly bid: A small to medium-sized business with proven experience in website development, hosting, and maintenance, and a strong understanding of accessibility standards (WCAG 2, EN 301 549 V4), could credibly bid. The turnover requirement of €50,000 per year is achievable for many SMEs.
• Consortium or sub-contracting: Sub-contracting is permitted, with specific limitations on subcontracting to third countries subject to IPI measures. This allows SMEs to partner or bring in specialist skills.
• Indicative bid-prep effort: Estimating bid preparation effort is difficult without knowing the specific requirements for the response document, pricing schedule, and case studies. However, given the scope, a dedicated effort of 5-10 days for a small team is a reasonable estimate.
• Pwin signal: The tender does not explicitly name an incumbent or provide information that strongly signals a "Pwin" (Probability of Winning) for a specific entity. The relatively low turnover requirement and the open nature of the scope suggest a competitive process.

11. Where to dig deeper

• Source RFT filename: [App5_Services Contract (OGP0124).docx]
• eTenders CFT ID: Not specified.
• Contact email or clarification portal: www.etenders.gov.ie (messaging facility)
• Most important attachments:
• [App5_Services Contract (OGP0124).docx]
• Schedule B – Services Description (referenced within the contract)
• Schedule C – Charges (referenced within the contract)