Provision of Vulnerability Assessments to International Protection Applicants

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start | :--------------------------------------- | :------------------------------------------------------------------- | :------------- | :-------------- | :------- | :--------------- | :--- | :------- | :-------------- | :------------------ | :-------------- | Department of Justice Home Affairs and Migration Provision of Vulnerability Assessments to International Protection Applicants 75200000-9 €8,000,000 Not stated Open Procedure 1 Ireland 2 years (+2 ext) 2026-10-12 17:00 Not stated

2. Scope of Work

The Department of Justice Home Affairs and Migration (the "Contracting Authority") seeks tenders for the provision of vulnerability assessments to international protection applicants. This service is mandated by section 81 of the International Protection Act 2026. The estimated expenditure for these services is €8,000,000 (excluding VAT) over an initial two-year term, with the possibility of two one-year extensions, not exceeding four years in aggregate.

The core service involves:

• Completion of Vulnerability Assessments: Conducting assessments for all international protection applicants upon their arrival in the state.
• Compliance with Legislation: Ensuring all assessments are performed in accordance with the requirements of the International Protection Act 2026.
• Service Delivery Location: While not explicitly detailed for all roles, specific roles such as "Vulnerability Assessment Officer" and "VA Admin Worker" are listed with "City West" as a location.
• Personnel Requirements: The tender documents indicate a need for various roles, including:
• Vulnerability Assessment Officer (various experience levels and contract types)
• VA Admin Worker (full-time)
• VA Manager
• VA Supervisor
• Floor Supervisor
• Assessment Form: Tenderers will use a specified "Vulnerability Assessment form" (Appendix 7).
• Reporting and Administration: Implicit in the scope is the administrative and reporting function associated with conducting and documenting these assessments.

The tender documents do not specify exact volumes of applicants or assessments per period, but the estimated contract value suggests a significant scale of operation. The service is to be provided within Ireland.

3. Background & buyer context

This procurement is driven by the legislative requirement to conduct vulnerability assessments for international protection applicants, as stipulated by the International Protection Act 2026. The Department of Justice Home Affairs and Migration is the contracting authority responsible for implementing this provision. The estimated contract value of €8,000,000 over a potential four-year period indicates a substantial and ongoing service requirement. The contracting authority's policy explicitly seeks to encourage participation by Small and Medium Enterprises (SMEs), suggesting a desire for a competitive market and potentially a focus on value for money. The tender also references EU regulations concerning foreign subsidies and public procurement, indicating a broader regulatory context for this procurement.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement:
• Minimum average annual turnover of €500,000 or more for each of the three financial years immediately preceding the RFT publication date.
• Must have been established for more than 12 months.
• Insurance:
• Employer's Liability: €13,000,000 limit per claim.
• Public Liability: €6,500,000 limit per claim.
• Professional Indemnity: €2,000,000 per claim per insurance period.
• Crime Insurance: €500,000 per claim.
• Certifications: Not specified for this tender.
• Past experience:
• Evidence of experience in the service delivery of a similar nature and scale to the services sought (Minimum Requirement 3 – MR3). Two such reference contracts are required.
• Personnel:
• Minimum of a QQI Level 8 social care qualification and four years' relevant experience for at least one role.
• Minimum of a QQI Level 7 social care qualification and two years' relevant experience for at least one role.
• Geographic / facility constraints: Services are to be provided within Ireland. Specific roles are noted as being based in "City West".

Additionally, tenderers must demonstrate cash reserves equal to 60 days of payroll from the tender deadline date (12/10/26) to meet payroll demands.

5. Award criteria & scoring

The award of the contract will be based on the principle of the Most Economically Advantageous Tender (MEAT). The specific weighting between price and quality is not detailed in the provided extract, but the evaluation will consider both aspects. Tenderers must meet or exceed minimum requirements across all Award Criteria, specifically Part A (Service Proposal). Failure to meet these minimum requirements will result in elimination from the competition. The evaluation process will assess the submitted Tenders against the Award Criteria, and a minimum scoring threshold per criterion or overall is implied by the MEAT principle and the requirement to meet minimum standards.

6. Submission requirements

Tenderers must submit the following:

• Tender Response Document (TRD): A fully completed document following the RFT format, responding to each element in order.
• Pricing Schedule: Completed as per Appendix 2.
• European Single Procurement Document (eESPD): Submitted electronically.
• Tenderer's Statement: A scanned, signed copy on letterhead, as per Appendix 3.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Confirmation of acceptance of Services Contract terms (Appendix 3).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Disclosure of any Registrable Interest.
• Declaration that the Tender was prepared independently.
• CVs: Not explicitly mentioned with page limits, but implied by personnel requirements.
• Case studies: Not specified for this tender.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Via the electronic tenderbox on www.etenders.gov.ie.

All submissions must be in English.

7. Key dates & process

8. Contract terms that matter

• Term: Initial two (2) years, with an option for two (2) one-year extensions, not to exceed four (4) years in aggregate.
• Payment terms: As per the Services Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 days.
• Price Review: Prices are fixed for the first twelve (12) months. Subsequent reviews are permitted at twelve (12) month intervals, linked to the ECOICOP Division 06.2 index of the Consumer Price Index (CPI). Applications for review must be submitted to the Contracting Authority.
• Termination: Either party may terminate with 14 days' notice if services are not provided for thirty calendar days. Specific clauses for breach and remedy within 30 days are also present.
• Sub-contracting: The Prime Contractor must designate a single entity responsible for the contract, regardless of subcontracting. Subcontractors may need to submit separate eESPDs depending on their role in meeting selection criteria.
• Parent-company guarantee or bond: Not specified for this tender.
• TUPE: Tenderers must consider obligations under the European Communities (Protection of Employees on Transfer of Undertakings) Regulations 2003 (TUPE) and the Protection of Employees (Temporary Agency Work) Act 2012. Information from the incumbent is provided as a separate document.

9. Risks, red flags & unusuals

• TUPE implications: The explicit mention and provision of incumbent TUPE information suggest a potential for significant transfer of staff and associated costs/complexities for the successful tenderer. This requires careful due diligence.
• Cash reserves requirement: The requirement for 60 days of payroll in cash reserves is a notable financial gate, potentially challenging for very small or newly established entities.
• SME encouragement: While positive, the explicit encouragement for SMEs to form relationships with larger enterprises or other SMEs might indicate an awareness that the full scope could be challenging for smaller firms alone.
• Foreign Subsidies Regulation: The reference to Regulation (EU) 2022/2560 on Foreign Subsidies means tenderers may need to provide declarations regarding foreign financial contributions, adding an administrative layer.
• Price review mechanism: The reliance on a specific CPI sub-index for price adjustments introduces a degree of external variability and requires careful monitoring by the contractor.

10. SME fit assessment

This tender is structured to be accessible to SMEs, with explicit policy to encourage their participation. A credible SME bidder would likely be a specialist social care provider or consultancy with established experience in conducting assessments, particularly within the public sector or for vulnerable populations. They would need to demonstrate:

• A QQI Level 8 qualification and 4 years' experience, or a QQI Level 7 and 2 years' experience, within their team.
• The financial capacity to meet the €500,000 annual turnover requirement for three years and the 60-day payroll cash reserve.
• Experience in delivering at least two similar-scale projects.

Consortium bidding or subcontracting is permitted and encouraged, particularly for SMEs who may find the full scope challenging. This allows smaller firms to partner with others to pool resources and expertise. The bid preparation effort is likely moderate to high, given the detailed requirements for experience, personnel, and financial standing, plus the need to address TUPE and foreign subsidy regulations. A "Pwin" signal is not immediately apparent; the open procedure and SME encouragement suggest a competitive process, though the incumbent's TUPE information could offer them an advantage if they are bidding.

11. Where to dig deeper

• Source RFT filename: Vulnerability Assessment IPAS RFT_Final.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract
• TUPE Information Vulnerability Assessment IPAS 2026 (separate document)