Provision of Managed Quality Management System

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1. At a glance

2. Scope of Work

The Health and Social Care Professionals Council (CORU) seeks a supplier to provide project management and operational support for the review of departmental quality systems and the implementation of an organisation-wide Quality Management System (QMS) aligned with ISO 9001 standards. The estimated expenditure for this contract, including potential extensions, is €120,000 (excluding VAT).

The project comprises two main elements:

• Assessment of Current Quality Systems:
• Review quality documents within each department to verify content against document type requirements (e.g., Policy, Standard Operating Procedure).
• Identify gaps in departmental activities not captured by existing policies and SOPs.
• Determine where policies or SOPs intersect with other departments.
• Development and Implementation of a New QMS:
• Draft a report detailing the organisation's current "as is" state.
• Develop an organisation-wide quality manual, including definitions for document types, review periods, and document control processes.
• Review and update CORU's organisation-wide risk, incident, and error reporting system. This includes developing a process for root cause analysis, defining thresholds for initiating such analysis, and outlining preventative actions such as document revision or training.
• Provide each Head of Department with a detailed project plan for implementing necessary changes to update departmental SOPs and policies to meet the organisation's QMS requirements.
• Establish a shared central repository for all documents.
• Provide training to CORU executives on the updated QMS, covering document types and review procedures.
• Recommend suitable digital systems to support QMS management, including developing technical specifications and providing procurement support.
• Develop a log of opportunities for improving the efficiency and effectiveness of continuous development of cross-organisational policies and processes.

The initial research and QMS development phase is anticipated to take 90 days, to be completed over six months in Q1 and Q2 2027. Annual review and training delivery will occur over a three-year period, requiring up to 20 days per year. The contract has an initial term of one year, with a maximum of two possible 12-month extensions.

3. Background & buyer context

CORU, established under the Health and Social Care Professionals Act 2005, is Ireland's multi-profession health and social care regulator. Its primary function is to protect the public by promoting high standards of professional conduct, education, training, and competence through statutory registration. CORU regulates professions including Dietitians, Dispensing Opticians, Optometrists, Medical Scientists, Occupational Therapists, Podiatrists, Physiotherapists, Radiographers, Radiation Therapists, Social Workers, Social Care Workers, and Speech and Language Therapists. The organisation's mission is to protect the public by promoting high standards in these areas, with a vision to achieve a regulatory system that commands confidence from both the public and health and social care professionals. This procurement is driven by CORU's need to enhance its internal quality management processes to support its regulatory functions.

4. Eligibility & selection criteria

• Turnover requirement: Tenderers must demonstrate a minimum average annual turnover of €150,000 over each of the last three financial years.
• Insurance:
• Employer's Liability: €13 million limit for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5 million limit for any one claim or series of claims arising out of a single occurrence.
• Professional Indemnity: €1 million limit.
• Product Liability: N/A.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must demonstrate previous experience of a minimum of 3 reference projects of a similar nature.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.
• Tax Clearance: Tenderers must possess a current Tax Clearance Certificate and be compliant with social security and revenue obligations.

Tenderers may rely on the capacity of other entities (subcontractors) to meet these selection criteria.

5. Award criteria & scoring

The contract will be awarded on the basis of the Most Economically Advantageous Tender (MEAT). Tenderers must achieve a minimum score of 60% for each qualitative award criterion (Quality and Sustainability) to be considered for award. Failure to meet this threshold on any qualitative criterion will result in exclusion. The cost score is calculated based on the lowest ultimate cost receiving maximum marks, with other tenders scored proportionally.

6. Submission requirements

• eESPD: Tenderers must submit the electronic European Single Procurement Document (eESPD).
• Tenderer's Statement: A scanned, signed copy of the Tenderer's Statement, printed on letterhead, must be returned.
• Pricing Schedule: Tenderers must complete the Pricing Schedule included in the Tenderer Response Document (TRD).
• Case studies: Not specified for this tender.
• Declarations: eESPD submission covers declarations regarding exclusion grounds and selection criteria.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic post-box on www.etenders.gov.ie.
• Format: Tenders must be in English and compiled into readable electronic documents (e.g., PDF). A maximum of 4GB is allowed for combined documents.

7. Key dates & process

8. Contract terms that matter

The contract has an initial term of one year, with a maximum of two possible 12-month extensions. Payment terms are not detailed, but invoices are deemed accepted if no queries are raised within 14 days. CORU reserves the right to terminate the contract for failure to perform or unsatisfactory performance, with potential reversion to the second-placed tenderer if termination occurs within the tender validity period. Liquidated damages are not explicitly mentioned. Intellectual property ownership is not specified. Sub-contracting is permitted, but the prime contractor remains responsible. A parent company guarantee or bond is not specified.

9. Risks, red flags & unusuals

The estimated contract value of €120,000 over an initial one-year term, with potential extensions, is relatively modest. However, the requirement for €13 million in Employer's Liability insurance and €6.5 million in Public Liability insurance is substantial for a contract of this estimated value, potentially limiting the pool of smaller, specialist QMS providers. The tender also specifies a minimum of 3 reference projects of a similar nature, which, combined with the insurance requirements, may favour larger, more established firms. The tender explicitly states that CORU is not bound to accept any tender and may source the requirement with more than one service provider, indicating a lack of guaranteed exclusivity for the successful bidder.

10. SME fit assessment

This tender is open to a range of QMS service providers. Given the insurance requirements (€13m EL, €6.5m PL), firms with significant operational scale or those who can secure such cover through specialist policies or consortium arrangements are best positioned. The requirement for 3 similar reference projects suggests a need for demonstrable track record.

Consortium or subcontracting is explicitly allowed and encouraged, particularly for SMEs who find the scope beyond their capacity. This provides a pathway for smaller firms to participate by partnering with others.

Bid preparation effort is not explicitly stated but would involve developing a detailed approach to QMS implementation, including project plans, quality manuals, and risk reporting system updates, alongside providing insurance evidence and past project details. This could represent a significant effort, potentially several weeks of work for a dedicated team.

The tender does not name an incumbent. The "Pwin" signal is neutral, with no clear indication of an incumbent advantage or a framework that favours specific providers. The emphasis on SMEs and collaboration suggests an intention to foster broader participation.

11. Where to dig deeper

• Source RFT filename: [CORU RFT - QMS.pdf]
• eTenders CFT ID: Not surfaced
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 3 – Tenderer’s Statement
• Section 4.2 – Selection Criteria
• Section 5.1 – Award Criteria Table