An Post Provision and Implementation of a CLM System

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1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start | :----------- | :--------------------------------------------- | :------------- | :-------------- | :------- | :---------------------------- | :--- | :------- | :-------------- | :------------------ | :-------------- | An Post Provision and Implementation of a CLM System 48000000-9 not disclosed not stated Negotiated Procedure with prior publication 1 Ireland 5 years + 10 years extension 2026-09-17 11:00 not stated

2. Scope of Work

This tender seeks a Contract Lifecycle Management (CLM) system and associated implementation services. The scope encompasses the provision of CLM technology and the services required for its configuration, integration, implementation, transition, support, and potential enhancement. The detailed technical, functional, and commercial scope will be defined in the Invitation to Tender (ITT) documentation.

The anticipated scope may include the following CLM system capabilities:

• Contract request and intake management.
• Contract drafting, clause library, and template management.
• Workflow configuration and approval routing.
• Contract negotiation and version control.
• Electronic signature enablement or integration.
• Contract repository and metadata management.
• Obligation, milestone, and renewal management.
• Supplier, counterparty, or stakeholder access models.
• Supplier contractual obligations, including third-party risk management (TPRM) obligations, actions, attestations, and compliance-related deliverables.
• Reporting, dashboards, and management information.
• Audit trails, access controls, and document history.
• Integration with relevant enterprise systems.
• Search, analytics, AI-assisted review, or other advanced functionality.

Implementation and change services may include:

• Discovery, requirements validation, and solution design.
• Configuration, customisation, or development.
• Data migration from existing contract repositories or systems.
• Integration design and delivery.
• Testing and defect management.
• Training, user adoption, and communications support.
• Business change management.
• Project and programme management.
• Transition to live service.
• Post-go-live support and optimisation.

The system must support An Post's strategic objectives, including improving visibility, control, and governance across the contract lifecycle, reducing manual effort, enhancing compliance, enabling effective contract performance, and improving data quality.

3. Background & buyer context

An Post is procuring a Contract Lifecycle Management (CLM) system to enhance its operational efficiency and governance. The organisation operates a significant network of post offices and delivery units across Ireland, handling substantial transaction volumes. The CLM system is intended to improve visibility, control, and compliance across its contract lifecycle. This procurement aligns with An Post's broader objectives of digital transformation and value for money. The detailed requirements, evaluation methodology, and contractual structure will be confirmed in the subsequent Invitation to Tender (ITT) stage.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: A minimum average annual turnover of €2,000,000 (exclusive of VAT) for any two of the last three financial year ends. If relying on a parent company, its details must also be provided.
• Insurance: The successful tenderer must hold the following insurances for the contract term:
• Employer's Liability: €13,000,000
• Public and Products Liability: €6,500,000
• Professional Indemnity: €2,600,000
• Cyber Insurance: €3,000,000
• Certifications: While not explicitly stated as mandatory for PQQ, bidders are expected to demonstrate an appropriate approach to information security, with an Information Security Policy aligned with or certified to ISO27001 (or equivalent). Alignment with ISO 22301 or SOC 2 Type II for Business Continuity Management System is also expected. ISO 14001 certification is noted for An Post's own operations.
• Past experience: Candidates must demonstrate relevant capability in supplying, implementing, or supporting CLM or comparable enterprise workflow, legal technology, procurement technology, contract management, or document automation solutions. Experience in integrating CLM solutions with enterprise platforms (ERP, finance, etc.) and managing contract data migration and information governance is required. Experience in regulated, complex, or multi-stakeholder environments is also beneficial.
• Personnel: Not specified for this tender at the PQQ stage.
• Geographic / facility constraints: Personal data processing must occur within the EEA, including remote servicing, unless otherwise agreed.

5. Award criteria & scoring

The award criteria will be detailed in the ITT stage. However, at the pre-qualification stage, An Post will shortlist up to five applicants based on meeting minimum requirements and achieving the highest scores for pre-qualification using the selection criteria. The selection criteria are weighted as follows:

Criterion Weight (%) Sub-criteria