Request for the Provision of Graphic Design Publication Design Merchandise and Related Creative 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 Higher Education Authority (HEA) seeks a service provider for comprehensive graphic design, publication design, and related creative services. The contractor will support HEA's communications, corporate functions, and program teams.

• Publication and Graphic Design: Design services for print and online formats, including corporate reports, policy documents, booklets, newsletters, and event materials. Tasks include original design concepts, typesetting, layout, and delivery of print-ready files.
• Digital, Multimedia, and Online Design: Creation of digital branding, animations, advertisements, and social media assets.
• Infographics and Data Visualisation: Design of infographics for reports and websites, ensuring data accuracy.
• Branding, Concept, and Strategic Advice: Support for promotional campaigns and media activities, aligning with HEA brand guidelines.
• Irish Language Requirements: Editing and typesetting Irish-language text, ensuring consistency across language versions.
• Print-Related Services: Provision of print-ready files and liaison with printers, using eco-friendly materials.
• Merchandise and Branded Goods: Design and management of branded merchandise, ensuring compliance with procurement rules and sustainability considerations.
• Location: Blended in-person (HEA, Dublin) and remote delivery.
• Contract Duration: Initial term of 24 months, with a possible extension of 24 months.

3. Background & buyer context

The HEA is procuring these services to support its communications and corporate functions. This aligns with its strategic role in developing the Irish higher education system. The services will enhance HEA's ability to produce high-quality publications and digital content, supporting its statutory and corporate functions. The procurement is part of HEA's digital-first policy and commitment to accessibility and bilingual publication. The incumbent provider is not named, and the strategic driver is to maintain high-quality communication outputs.

4. Eligibility & selection criteria

• Turnover requirement: Minimum €180,000 per annum in graphic design activities for the last three financial years.
• Insurance:
• Employers’ Liability: €12.7 million
• Public Liability: €6.5 million
• Professional Indemnity: €1.5 million
• Certifications: Not specified for this tender.
• Past experience: Three contracts of similar size, nature, and scale.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The price/quality split follows the MEAT criteria.

6. Submission requirements

• Method statement / response document: Tender Response Document (TRD), specific format.
• CVs: Not specified.
• Pricing schedule: Separate template, fixed price and hourly rates.
• Case studies: Three, comparable size and complexity.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Not specified.
• Submission portal: eTenders, electronic submission only.

7. Key dates & process

8. Contract terms that matter

The contract is for 24 months, extendable by 24 months. Payment terms are not specified. Key SLAs include adherence to HEA brand guidelines and digital-first policy. Liquidated damages or penalties are not mentioned. Termination clauses allow for 14 days' notice. IP ownership of all designs and artwork remains with HEA. Sub-contracting is permitted with prior approval. No parent-company guarantee or bond is required.

9. Risks, red flags & unusuals

The tender requires a turnover threshold close to the contract value, potentially favoring incumbents. The geographic constraint of in-person delivery in Dublin may limit the bidder pool. The contract's reliance on HEA's digital-first policy and bilingual publication requirements could pose challenges for firms unfamiliar with these standards. The requirement for eco-friendly print materials may increase costs.

10. SME fit assessment

This tender is suitable for small to medium-sized firms with expertise in graphic design and publication services. Firms should have a turnover exceeding €180,000 annually in relevant activities. Consortiums and sub-contracting are allowed, offering flexibility. Bid preparation may take several days, given the detailed response requirements. The presence of an incumbent is not confirmed, but the turnover requirement suggests a competitive environment.

11. Where to dig deeper

• Source RFT filename: RFT - Provision of Graphic design services to the HEA.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Not specified
• Important attachments:
• Tender Response Document (TRD)
• Pricing Schedule
• Mandatory Requirements Schedule