Panel for Counselling and Psychotherapy Services

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

This procurement seeks to establish a panel of external service providers for counselling and psychotherapy services for students at University College Dublin (UCD). The panel will supplement the internal UCD Student Counselling Service, particularly during periods of high demand or when the internal service capacity is reached. The estimated value for this panel is €350,000.00.

The scope of work for panel members includes:

• Provision of Counselling and Psychotherapy: Delivering one-on-one crisis counselling and short to medium-term counselling interventions. This also includes group programs focused on skill development and wellness, if commissioned.
• Minimum Service Volume: Ensuring a minimum of 50 students per annum receive therapeutic interventions, with a minimum of 150 counselling sessions provided per 50 students annually.
• Session Structure:
• Standard session duration is typically six to eight sessions.
• Appointments are generally bi-weekly, unless clinically or operationally appropriate otherwise.
• Requests for additional sessions (beyond an initial eight) require consultation with the UCD Counselling Service Lead Clinician or nominee for clinical oversight.
• Referral and Signposting:
• Identifying students who may require more specialised support or longer-term interventions.
• Providing guidance and information about other available services.
• Facilitating onward referral administration procedures for students transitioning to other services or requiring specialist input (e.g., Dialectical Behaviour Therapy, eating disorder treatment, addiction rehabilitation).
• Informing the UCD Counselling Service for continuity of care when external counselling is deemed unsuitable or a referral is made.
• Referrals may include UCD Health Centre Psychiatrist, G.P.s, Nurses, and Addiction Counsellors.
• Accessibility:
• Providing face-to-face counselling sessions at suitable facilities located within a 10-kilometre radius of UCD's Belfield campus.
• Offering alternative online mechanisms for counselling delivery if face-to-face access is difficult, or for students studying remotely.
• Therapeutic Models: Adapting a variety of evidenced-based models, including interpersonal, CBT, Attachment, object relations, systemic, humanistic, acceptance-based, and compassion-focused approaches. A goal-oriented and strengths-based approach is also acceptable.
• Client-Centred Environment:
• Maintaining a professional environment conducive to trust and confidence.
• Providing clear, accessible information about the service, its ethos, and values.
• Offering flexible appointment times and a reasonable cancellation policy.
• Ensuring non-discrimination on grounds of social circumstance, race, gender, age, gender reassignment, marriage, pregnancy, religion or belief, sexual orientation, and disability.
• Affiliation with any political or religious institution or ideology must be disclosed and stated in service provider literature.
• Reporting:
• Providing monthly reports to the UCD Student Counselling Service Lead, including statistical data on presenting issues, service updates, appointment data, number of students seen, frequency, non-attendances, and drop-out figures.
• Submitting a detailed annual report containing annualised data from monthly reports, with commentary.
• Administrative tasks, including reporting, are included in the per-session price.

3. Background & buyer context

University College Dublin (UCD) is establishing this panel as part of its ongoing development of student counselling services. UCD is Ireland's largest university, with over 38,000 students, including a significant international population. The university's strategy to 2030 outlines its objectives for growth and development.

The UCD Student Counselling Service aims to provide developmentally appropriate and evidence-based counselling opportunities. It is part of the UCD Office of Student Experience and Wellbeing. The service is experiencing increasing numbers of students seeking support and an increasing complexity of cases. To address this, UCD established a similar panel in 2021.

This procurement is classified as a Title III / Annex XIV service under Directive 2014/24/EU. This classification means that only specific articles of the directive apply, primarily Articles 74 to 77, limiting the application of many standard public procurement procedural rules. The Contracting Authority states it will uphold high standards of transparency and objectivity. The panel has a maximum potential duration of four years.

4. Eligibility & selection criteria

Economic operators must meet the following criteria to be considered for admission to the panel. These are assessed via the European Single Procurement Document (ESPD) and Objective Criteria for Admission.

• Turnover requirement: A minimum average annual turnover of €160,000 in any one of the three previous financial years.
• Insurance:
• Product / Public Liability: €6,500,000
• Professional Indemnity Insurance: €6,500,000
• Employer's Liability Insurance: €12,700,000 (covering all therapists/counsellors).
• Certifications: Not specified for this tender.
• Past experience: Not specified as a mandatory criterion in the provided extract, but will be assessed through Objective Criteria for Admission (Appendix 2).
• Personnel: Not specified as a mandatory criterion in the provided extract, but implicitly required to be qualified and experienced.
• Geographic / facility constraints: Access to suitable facilities located within a 10-kilometre radius of UCD's Belfield campus.

Economic operators must also satisfy Grounds for Exclusion, assessed via the ESPD, which relate to criminal convictions for organised crime, corruption, fraud, terrorist offences, and money laundering.

5. Award criteria & scoring

The tender documents do not explicitly detail a scoring mechanism or weighting for award criteria. However, admission to the panel is based on satisfying three sets of criteria:

1. Grounds for Exclusion: Assessed via the ESPD. Failure to demonstrate inapplicability of these grounds will lead to elimination.
2. Eligibility Criteria: Assessed via the ESPD. These include turnover and insurance requirements.
3. Objective Criteria for Admission: Assessed via narrative responses in Appendix 2. These criteria are intended to determine the economic operator's financial and technical capacity and overall ability to perform contracts.

The process is described as establishing suitability for appointment to the panel, rather than a competitive award based on price/quality scoring for the panel itself. Individual contracts awarded under the panel will likely be based on need and the availability of suitable panel members.

6. Submission requirements

Economic operators applying for admission to the panel must submit a completed Qualification Questionnaire, which includes:

• European Single Procurement Document (ESPD): Completed and signed, as contained in Appendix 1. This self-declaration covers Grounds for Exclusion and Eligibility Criteria.
• Objective Criteria for Admission: Completed narrative responses as per Appendix 2.
• Supporting Documentation: May be requested by the Contracting Authority to demonstrate the inapplicability of any ground for exclusion.
• Legal Form: If applying as a temporary grouping, each party must complete Appendix 1 separately. The grouping must appoint a single responsible member. If successful, the grouping is expected to establish itself as a legal entity prior to contract award.
• Disclosure of Affiliations: Any affiliation with political or religious institutions or ideologies must be disclosed to UCD and stated in service provider literature.

Submissions must be made through the Irish government’s Procurement Opportunities Portal (www.etenders.gov.ie). Late, e-mailed, faxed, or hard copy applications will not be considered.

7. Key dates & process

Applications for panel membership may be made at intervals throughout the panel's duration, with potential re-advertisement annually. However, to be considered for work awarded in 2026, applications must meet the specified deadline.

8. Contract terms that matter

• Panel Duration: Maximum potential duration of four years. Contracts awarded under the panel may extend beyond this period.
• No Guarantee of Work: Membership of the panel does not guarantee the award of any contract. Contracts are awarded on an "as-needed" basis at UCD's discretion.
• Termination: The panel may be terminated in its entirety at any point at the discretion of the Contracting Authority.
• Sub-contracting: Economic operators may rely on the resources of other entities (e.g., for insurance or facilities), but must prove these resources will be at their disposal.
• Reporting: Monthly and annual reports are mandatory and included in the per-session price.
• Confidentiality: Strict prohibition on discussing the admission process with other economic operators.
• Legal Form for Groupings: If successful as a temporary grouping, establishment as a legal entity with joint and several liability is expected before contract award.

9. Risks, red flags & unusuals

• Title III / Annex XIV Classification: This procurement is subject to limited procedural rules under Directive 2014/24/EU. This means standard procurement safeguards and appeal mechanisms may not apply in the same way as for other public contracts. Bidders must rely on the Contracting Authority's stated commitment to transparency and objectivity.
• Panel System: Membership of the panel is not a guarantee of work. UCD will award contracts based on need, meaning some panel members may receive no work, or significantly less than others.
• Geographic Constraint: The requirement for facilities within 10 km of Belfield campus may limit the pool of potential providers, particularly for smaller, sole practitioner businesses not located nearby.
• No Explicit Award Criteria: The tender focuses on qualification for the panel rather than a competitive scoring of bids for the panel itself. The basis for awarding individual contracts under the panel is not detailed.
• Reporting Burden: Mandatory monthly and annual reporting is required without separate payment, meaning these administrative costs must be absorbed within the per-session fee.

10. SME fit assessment

This tender is structured to allow suitably qualified and experienced counselling and psychotherapy providers to join a panel. A viable bidder would likely be:

• A small to medium-sized enterprise (SME) specialising in counselling and psychotherapy.
• An individual practitioner with the required insurance and facilities.
• A consortium or temporary grouping of practitioners, provided they appoint a lead and are prepared to form a legal entity if awarded a contract.

Consortium or sub-contracting is permitted, as economic operators may rely on the resources of other entities. The bid preparation effort is moderate, primarily involving completing the ESPD and providing detailed narrative responses to Objective Criteria for Admission. The "Pwin" signal is neutral; there is no clear incumbent mentioned, and the panel structure suggests UCD aims to diversify its provider base rather than solely relying on one provider. The geographic constraint is a key consideration for SMEs.

11. Where to dig deeper

• Source RFT Filename: Invitation to Tender Counselling Fina.docx
• eTenders CFT ID: UCDOPP5619
• Contact / Clarification Portal: Questions and answers function on www.etenders.gov.ie
• Key Attachments:
• Appendix 1 – European Single Procurement Document (ESPD)
• Appendix 2 – Objective Criteria for Admission
• Checklist for Completed Applications