Provision of a cloud hosted Geographic Information System (GIS)

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 a modern, secure, and fully integrated Geographic Information System (GIS) platform for Louth County Council. This platform will support the council's operational, analytical, and strategic use of geospatial data. The solution must deliver a cohesive desktop, cloud, and mobile GIS capability. Key objectives include improved data management, field data collection, collaboration, analysis, and public engagement, while ensuring compliance with ICT governance, security (including NIS2), and GDPR requirements.

The scope encompasses the supply, implementation, integration, and ongoing support of the platform to establish a single, enterprise GIS environment across the organisation.

Specific capabilities required include:

• Desktop GIS Capabilities:
• Visualisation and management of vector, raster, and 3D geospatial data adhering to open standards (OGC).
• Advanced editing, geoprocessing, and spatial analysis functions.
• Integration with enterprise spatial databases and external data services (WMS/WFS/REST).
• Cartographic production, including high-quality map outputs and atlas generation.
• Automation and scripting (e.g., Python) for repeatable workflows.
• Support for large and complex datasets, BIM integration, and mobile/field synchronisation.
• Cloud (SaaS) GIS Platform:
• Browser-based creation, analysis, and sharing of GIS data and applications.
• Multi-user collaboration with role-based access control and SSO (Entra ID compatible).
• Integration with desktop GIS for bi-directional data workflows.
• No-code/low-code tools for building web maps, dashboards, and applications.
• Access to curated datasets, basemaps, and national data sources (e.g., Tailte Éireann, Uisce Éireann).
• Support for open data portals, analytics, and system integrations (e.g., CRM, Power BI, FME).
• Audit logging, backup, disaster recovery, SLA-backed availability, and data portability.
• Mobile GIS & Field Data Collection:
• Capture of spatial data (points, lines, polygons) with real-time cloud integration.
• Offline data collection and synchronisation capabilities.
• Form-based and map-based data capture with validation, conditional logic, and templates.
• Support for attachments (photos/files), GPS accuracy tracking, and GNSS integration.
• Strong user access controls, audit tracking, and governance.
• Availability on iOS and Android, with usability for non-GIS staff.
• Security & Compliance:
• Alignment with recognised standards (e.g., ISO 27001) and formal risk management processes.
• Compliance with NIS2 incident reporting requirements and defined response procedures.
• Strong encryption, identity management (MFA, RBAC), and audit logging.
• Documented business continuity, disaster recovery, and vulnerability management.
• Secure supply chain and GDPR-compliant data handling within the EEA.
• Clear exit strategy and data portability provisions.
• Project Implementation & Support:
• Structured implementation plan and system design documentation.
• Training and user support materials.
• Dedicated support at go-live and during initial deployment.
• Ongoing system upgrades and continuous improvement.
• GDPR & Data Protection:
• Protection of data confidentiality and integrity.
• Role-based access controls and secure public data publishing.
• Tools for auditing, logging, and monitoring.
• Support for data subject rights (access, correction, deletion).

The full detailed functional and technical requirements are provided in Appendix 1 – GIS Requirements Specification.

3. Background & buyer context

Louth County Council, established under the Local Government Reform Act 2014, is responsible for the general administration of the county. This includes planning, design, and construction of infrastructure such as roads, water supply, and drainage, as well as social services like housing and libraries. The council also acts as custodian of the environment, aiming to enhance the county while protecting its character. It plays an active role in industrial, business, social, arts, heritage, and cultural affairs. Louth County Council employs approximately 730 staff who deliver services, some on a 24/7 basis. This procurement seeks to modernise the council's geospatial data management capabilities through a new GIS platform.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for this tender. These are assessed on a pass/fail basis.

• Turnover requirement:
• Confirmation that the tendering party's turnover exceeded €200,000 during one of the last three years.
• Firms established more recently must demonstrate pro-rata turnover.
• The firm must have been in existence for at least 6 months.
• Insurance:
• Employer’s Liability: €13,000,000 (must include specific indemnity to Louth County Council or Principal).
• Public Liability: €2,600,000 (must include specific indemnity to Louth County Council or Principal).
• Professional Indemnity: €2,000,000.
• Cyber Liability: €2,000,000.
• Confirmation of these insurances being in place, with territorial limits including Ireland, will be required prior to award.
• Certifications:
• Not explicitly stated as mandatory for initial submission, but alignment with ISO 27001 for security and formal risk management processes is required.
• Evidence of environmental management measures conforming to ISO 14001, EMAS, or another relevant standard/certification may be submitted.
• Past experience:
• Demonstration of successful delivery of 3 instances of previous comparable experience/projects within the last 5 years.
• Projects must involve features as defined in the Tender Response Document (TRD).
• Sufficient information must be provided to allow evaluation of comparability, skills, efficiency, experience, and reliability.
• Contact details for referees are required for each project.
• Personnel:
• Access to appropriately qualified and experienced personnel.
• Minimum key roles to be assigned:
• Project Manager (minimum 1 full-time equivalent).
• Technical Lead (minimum 2 full-time equivalents).
• Full details of proposed personnel, including roles, experience, qualifications, and level of effort, must be provided in the TRD.
• Geographic / facility constraints:
• Not specified.
• Other requirements:
• Confirmation of full tax compliance in Ireland and country of establishment.
• Confirmation of financial standing demonstrating capacity to pay debts as they fall due (evidence of current statement of assets and liabilities required prior to award).
• Completion of Declaration of Bona Fides, Declaration regarding compliance with statutory obligations, ESPD, and Declaration regarding International Procurement Instrument.
• Compliance with NIS2 and GDPR requirements.
• Data handling within the EEA.

5. Award criteria & scoring

The contract will be awarded based on a Price/Quality assessment. The specific weighting and scoring methodology are not detailed in the provided text, but the process involves evaluating tenders after bidders have met the mandatory selection criteria.

The evaluation will be based on the "Price/Quality" method. Tenderers must agree to the contract terms and conditions. The Contracting Authority reserves the right to award the contract to the next highest scoring tenderer if the primary successful tenderer fails to deliver.

6. Submission requirements

Tenders must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie only. Tenders submitted by any other means will not be accepted.

• Method statement / response document:
• Tenderers must use the provided Tender Response Document (TRD).
• Personalisation of the TRD with branding/colours is not allowed.
• Full details of proposed personnel, technical resources, and supporting evidence must be provided in the TRD format.
• Health & Safety and Quality Assurance sections of the TRD must be completed.
• CVs: Not explicitly mentioned as a separate requirement, but personnel details are to be included in the TRD.
• Pricing schedule:
• Must use the provided Appendix 2 – Pricing Schedule.
• All prices must be all-inclusive (including shipping, packaging, delivery, ancillary costs, etc.).
• Prices must be in Euro only and exclusive of VAT.
• Costs must be highlighted over the 3-year initial contract period and for the possible extension period.
• Costs for the Licensing Option must also be submitted.
• Total Wholelife Cost for evaluation will be calculated as: (Initial Contract Period Cost) + (Extension Period Cost) + (Licensing Option Cost).
• Case studies: Not explicitly mentioned as a separate requirement, but comparable experience projects must be detailed.
• Declarations:
• Declaration of Bona Fides.
• Declaration regarding compliance with relevant statutory obligations.
• European Single Procurement Document (ESPD) - electronically via eESPD or as a separate attachment.
• Declaration regarding the International Procurement Instrument and Article 5K of Regulation 2022/576.
• Mandatory site visit: Not applicable ("Not Used").
• Submission portal: eTenders.gov.ie electronic postbox facility.
• File format: It is advisable to upload the response as a Zip file to protect the integrity of file names.

7. Key dates & process

The dates provided are estimates and cannot be guaranteed.

8. Contract terms that matter

• Term: The contract is for an initial period of 3 years, with one possible extension of 1 year.
• Payment terms: Not specified, but invoices are deemed accepted if no queries are raised within 14 days.
• Key SLAs/KPIs: A Service Level Agreement (SLA) guaranteeing a minimum of 99% availability is required. Contract management activities will include performance reviews against agreed SLAs and KPIs.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: The Contracting Authority reserves the right to terminate the contract due to matters outside its control (e.g., increased costs rendering the arrangement uncompetitive). Either party may terminate with 14 days' notice under specific circumstances (e.g., breach capable of remedy within 30 days).
• IP ownership: Not specified.
• Sub-contracting rules: Tenderers may rely on the resources of other entities to meet capacity requirements, provided they can prove these resources will be at their disposal. If a subcontractor's value exceeds 10% of the contract value, they must also meet exclusion grounds and selection criteria.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

• Indicative Budget vs. Contract Length: The indicative budget of €170,000 for a potential 4-year contract (3+1) appears low for an enterprise-grade GIS platform, suggesting a focus on licensing and support rather than extensive custom development or hardware. This could indicate a risk of scope creep or underestimation of total cost of ownership for the council.
• Tight Go-Live/Mobilisation: While contract commencement is TBD, the nature of an enterprise GIS implementation typically requires significant mobilisation. The absence of a specified go-live date or clear penalties for delays could be a risk.
• Cloud-Hosted Focus: The emphasis on a "cloud hosted" and "SaaS GIS platform" implies a reliance on the supplier's infrastructure and service delivery model. This requires careful scrutiny of security, data portability, and exit strategy clauses.
• NIS2 Compliance: The explicit mention of NIS2 compliance adds a layer of security and incident reporting complexity that bidders must address.
• Open Procedure for Below EU Threshold: The tender uses an "Open Procedure" but is noted as "RECOMMENDED FOR BELOW EU THRESHOLD ONLY". This is unusual; typically, below-threshold procurements use simpler national procedures. This might suggest a desire for broad market engagement while adhering to a familiar OGP template structure.

10. SME fit assessment

This tender is structured as an Open Procedure, indicating it is open to a wide range of suppliers. However, the selection criteria suggest a need for established firms.

• Who can credibly bid: A credible bidder would be a company with proven experience in delivering enterprise-level GIS solutions, including desktop, cloud (SaaS), and mobile components. They must demonstrate a strong track record in data management, spatial analysis, and system integration. The financial standing requirement (€200,000 turnover) and insurance levels (€13m EL, €2.6m PL, €2m PI, €2m Cyber) indicate that smaller, less established firms may struggle to meet these thresholds independently.
• Consortium/Sub-contracting: Consortiums and joint ventures are permitted. SMEs are encouraged to form relationships with other SMEs or larger enterprises to meet capacity requirements. Tenderers can rely on the resources of other entities, provided they can prove these resources will be available.
• Indicative bid-prep effort: Bid preparation will likely require significant effort. This includes detailing technical capabilities, providing 3 detailed case studies, outlining personnel expertise, and completing extensive declarations and the TRD. An estimate of 15-25 days of effort for a dedicated team is plausible.
• Pwin signal: The tender is not explicitly stated as being for an incumbent. However, the specific requirements for integration, data management, and compliance, coupled with the insurance and financial thresholds, suggest that firms with prior experience in public sector GIS projects or similar complex deployments would have an advantage. The "Open Procedure" designation, despite the below-threshold recommendation, suggests a competitive process.

11. Where to dig deeper

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