Midland Out of Hours Service

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 tender seeks a provider for an Out-of-Hours Service across the Midland counties of Longford, Westmeath, Laois, and Offaly. The service aims to support individuals at risk of homelessness outside normal local authority hours.

• Service Operation: The service operates every evening from 6 pm to 12 midnight, including adverse weather conditions.
• Phone Service: A phone line must be operational from 5 pm to 12 midnight, responding to calls from individuals at risk of homelessness.
• Staffing: Outreach work requires two staff members present during client interactions.
• Emergency Accommodation: The service may need to source and place users into private emergency accommodation upon request.
• Support Services: Includes filling applications for housing and social welfare, updating Pass notes, and making referrals to other agencies.
• Reporting: Providers must report interactions within 24 hours and provide updates for Homeless Action Team meetings.
• Quarterly Reviews: Ongoing reviews by Westmeath County Council regarding caseloads and service issues.
• Interagency Collaboration: Providers must demonstrate a strong track record in interagency cooperation and service delivery.
• Case Management: Use of a case management approach to identify and respond to needs, including crisis management and health & safety protocols.

3. Background & buyer context

This procurement is part of the Midland Region Joint Homelessness Consultative Forum's efforts, under the Housing (Miscellaneous Provisions) Act 2009, to address homelessness. Westmeath County Council leads this initiative, funded by the Department of Housing, Planning and Local Government, and the HSE. The service aligns with the Government's "Housing for All" plan and the Lisbon Declaration, aiming to eradicate homelessness by 2030. The current service is part of a broader strategy to provide immediate support to those at risk of homelessness outside regular hours.

4. Eligibility & selection criteria

• Turnover requirement: Minimum €600,000 per year for the last 3 years.
• Insurance:
• Public Liability: €6.5 million
• Employer's Liability: €13 million
• Professional Indemnity: €1 million
• Certifications: Not specified for this tender.
• Past experience: Minimum of 3 comparable projects.
• Personnel: Two staff members required for outreach teams.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Price/quality split follows the MEAT criteria, with a minimum 60% score required for qualitative criteria.

6. Submission requirements

• Method statement / response document: Named template, no page limits specified.
• CVs: Required for key roles, no page count specified.
• Pricing schedule: Format specified in the tender documents.
• Case studies: Minimum of 3, demonstrating relevant experience.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Not specified.
• Submission portal: eTenders, with specific format rules as per the portal.

7. Key dates & process

8. Contract terms that matter

The contract is for three years, with a possible two-year extension. Payment terms are quarterly, subject to performance reviews. Key SLAs include maintaining service continuity and meeting specified KPIs. Liquidated damages or penalties are not specified. Termination clauses allow for contract cancellation based on performance or funding changes. IP ownership and sub-contracting rules are not detailed. No parent-company guarantee or bond requirements are mentioned.

9. Risks, red flags & unusuals

The tender's reliance on ongoing central funding poses a risk if such funding is reduced or withdrawn. The geographic scope across four counties may limit bidders to those with regional capabilities. The requirement for two staff members for outreach work could increase operational costs. The contract's dependency on achieving specific KPIs and performance reviews may pose challenges for new entrants unfamiliar with the local context.

10. SME fit assessment

This tender is open to private, public, or voluntary bodies with a turnover of at least €600,000 annually. Firms with experience in homelessness services and interagency cooperation are well-suited. Consortiums are allowed, with a lead agency required. Bid preparation may take several days, given the detailed requirements. The incumbent's strength is not specified, but the open procedure suggests a competitive opportunity for qualified SMEs.

11. Where to dig deeper

• Source RFT filename: "Out of Hours RFT 2026.docx"
• eTenders CFT ID: Not specified
• Contact email or clarification portal: eTenders
• Important attachments: "Appendix B2 — Suitability Assessment", "Mandatory Requirements Schedule"