Provision of a mobile app for booking desks, lockers, and parking spaces at 1GQ, 1 Georges Quay, Dublin 2.

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 procurement seeks a mobile application to facilitate the booking of desks, lockers, and parking spaces for staff at the Office of Public Works (OPW) located at 1GQ, 1 Georges Quay, Dublin 2. The services encompass the provision, development, and ongoing maintenance of this digital booking system.

The core functionalities required for the mobile app include:

• Desk Booking: Enabling users to reserve available desks within the office premises.
• Locker Booking: Allowing users to book and manage access to lockers.
• Parking Space Booking: Facilitating the reservation of parking spaces.

The application must be designed to manage these bookings efficiently, ensuring a streamlined user experience for OPW staff. Specific details regarding the technical specifications, user interface requirements, integration with existing systems (if any), and expected user volumes are detailed in Appendix 1: Requirements and Specifications. The contract is for an initial term of 36 months, with the Contracting Authority reserving the right to extend the term for up to two periods of 12 months each. Tenderers are expected to provide a comprehensive operational and mobilisation plan as part of their submission.

3. Background & buyer context

This procurement is initiated by the Office of Public Works (OPW) to modernise its facilities management at its 1GQ premises. The provision of a mobile app for booking desks, lockers, and parking spaces aligns with contemporary workplace management practices, aiming to enhance efficiency and user experience for its staff. The OPW, as the Contracting Authority, is responsible for the management and maintenance of public buildings and infrastructure across Ireland. This initiative reflects a move towards digital solutions within the public sector to optimise resource utilisation and operational processes. No incumbent provider is explicitly mentioned in the provided documentation.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered for evaluation:

• Turnover requirement: A minimum average annual turnover, excluding VAT, of €200,000. This must be supported by audited financial statements for the most recent financial year.
• Insurance: The successful tenderer must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €13 million for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5 million for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €6.5 million for any one occurrence and in the aggregate per insurance year.
• Cybersecurity Insurance: €1 Million for any one claim or series of claims arising out of a single occurrence.
• Professional Indemnity: Not specified for this tender.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must declare, via self-declaration in the eESPD, that they have successfully delivered a minimum of three (3) contracts for services of a similar nature to those required, within the past three years. Contracts may have commenced earlier than three years ago and may still be ongoing.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT) in terms of Quality and Cost Ratio. Marks will be awarded according to the criteria and weightings detailed below.

Award Criteria Weighting Maximum Marks Available Min Qualifying Marks Threshold Page Count Limit | :--------------------------------------------------- | :-------- | :---------------------- | :----------------------------- | :--------------- |

1. Quality of the Tenderer’s Operational and Mobilisation Plan 15% Not specified 60% Not specified
2. Quality of the Tenderer’s Proposed Solution 35% Not specified 60% Not specified
3. Quality of the Tenderer’s Mobilisation Plan 15% Not specified 60% Not specified
4. Price 35% Not specified Not specified Not specified

A minimum qualifying threshold of 60% applies to the Quality criteria (1, 2, and 3).

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform. The following documentation is required:

• European Single Procurement Document (eESPD): Completed and submitted electronically.
• Tenderer’s Statement: Signed scanned copy, printed on the tenderer’s letterhead, as per Appendix 3.
• Pricing Schedule: Completed as per Appendix 2.
• Response Documents: Addressing each element of the RFT in the specified order.
• Declarations: Including Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Supporting Documentation: As requested, including audited financial statements and details of past contracts.
• Format: All electronic documents must be in PDF format and readable. File size limits apply to the eTenders platform (250MB per file, 2GB total).

A mandatory site visit is not specified for this tender.

7. Key dates & process

8. Contract terms that matter

The Services Contract will have an initial term of 36 months. The Contracting Authority reserves the right to extend this term for up to two additional periods of 12 months each, subject to legal obligations. Payment terms are detailed in Appendix 5: Services Contract, with invoices deemed accepted if no queries are raised within 14 days. Price adjustments are permitted only on the first anniversary of the contract's effective date and subsequent anniversaries, based on the Consumer Price Index. Termination clauses include a 14-day notice period if a breach continues for 30 calendar days and is not remedied, or if a breach is incapable of remedy. Subcontracting is permitted, with the Prime Contractor retaining overall responsibility. The successful tenderer must comply with all applicable EU and domestic tax laws.

9. Risks, red flags & unusuals

The estimated expenditure over the contract term and any extensions is not disclosed, which is unusual for a tender of this nature and may indicate a variable demand or a budget not yet finalised. The absence of a specified minimum qualifying threshold for the "Quality of the Tenderer's Operational and Mobilisation Plan" and "Quality of the Tenderer's Proposed Solution" criteria, beyond the overall 60% minimum, suggests these will be evaluated purely on their merits against the weighting. The tender explicitly states that the Contracting Authority does not bind itself to accept the lowest priced or any tender, and that notification of preferred bidder status does not confer enforceable rights. Tenderers must also be aware of potential disclosure of information under the Freedom of Information Act 2014.

10. SME fit assessment

This tender is open to Small and Medium Enterprises (SMEs) and larger enterprises. SMEs that find the scope beyond their capacity are encouraged to form relationships with other SMEs or larger enterprises. The requirement for a minimum annual turnover of €200,000 and three similar contracts in the past three years suggests that very small or newly established businesses may find it challenging to meet these criteria without forming a consortium. The bid preparation effort is likely moderate, requiring detailed responses on operational plans, proposed solutions, and pricing. The absence of an incumbent and the focus on a specific digital solution suggest a competitive field, but the specific nature of the app requirements could favour specialist software development firms. Consortiums are permitted.

11. Where to dig deeper

• Source RFT filename: [20260401 Desk and Parking Space Booking App.docx]
• eTenders CFT ID: Not specified
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement