Provision of Graduation Photographic 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

Maynooth University requires a contractor to provide comprehensive photographic services for graduation ceremonies. The contractor must ensure high-quality service delivery while supporting the efficient operation of graduation events. The scope includes:

• On-site photography service (Mandatory):

• Studio-style photography for individual and group portraits.

• Adequate staffing to manage flow and minimize waiting times.

• On-site administration to handle bookings, orders, and customer inquiries.

• Provision of all necessary equipment, including backup plans for equipment failure.

• Online booking and payment platform (Mandatory):

• An online system for graduates to view, book, and pay for photography packages.

• Support for various online payment methods.

• On-site ordering options for those who did not pre-book.

• Customer support for inquiries before and after graduation.

• Documented backup and recovery plan for the online platform.

• Products, fulfilment, and delivery (Mandatory):

• Clear photography packages with transparent pricing.

• Fulfilment and delivery service for orders with specified turnaround times.

• Processes for re-orders and after-sales support.

• Staffing, conduct, and on-site operations (Mandatory):

• Operational plan detailing staffing levels and scaling during busy periods.

• Queue management and customer flow strategies.

• Set-up and de-rig arrangements, with prior agreement on space and equipment needs.

• Designated contact person for issue resolution during graduation events.

• Data protection and payment/security (GDPR) (Mandatory):

• Description of privacy and data protection measures for bookings, payments, and image handling.

• Security measures for data protection.

• Payment processing and protection protocols.

• Data retention and deletion practices.

• Incident management and reporting procedures.

• Service responsibility and customer relationship (Mandatory):

• Confirmation that the purchase contract is between the graduate and the supplier.

• Supplier accountability for service delivery, order processing, and customer support.

• Description of complaint handling and escalation processes.

• Pricing Schedule (Mandatory):

• Clear statement of the proposed return to the University as part of the concession arrangement.

• University reporting and “institution login” (Highly Desirable):

• Secure access for University staff to view booking numbers and scheduled reporting.

• Highly Desirable (added value):

• Provision of PR photography at no additional cost for marketing purposes.

• Any goodwill or pro bono offerings related to graduation photography.

3. Background & buyer context

This procurement is initiated to secure professional photographic services for Maynooth University's graduation ceremonies, which are critical events in the academic calendar. The University aims to enhance the experience for graduates and their families by ensuring high-quality photography services. The contract is structured as a concession arrangement, allowing the supplier to generate revenue while providing services to the University. The strategic driver behind this tender is to streamline the graduation process and improve service delivery, aligning with the University’s commitment to excellence in student experience.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €500,000 in the relevant area of work.
• Insurance:
• Employers Liability: €13.5m
• Public Liability: €6.5m
• Professional Indemnity: €6.5m
• Certifications: Not specified for this tender.
• Past experience: Candidates must demonstrate successful delivery of comparable services within the last three to five years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, focusing on both price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the named template with specified page limits.
• CVs: Include CVs for key personnel, adhering to page count limits.
• Pricing schedule: Format as per the named template.
• Case studies: Provide a minimum of two case studies demonstrating relevant experience, with values ranging from €10,000 to €100,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not mandatory but highly recommended on 15th June 2026.
• Submission portal: All documents must be submitted electronically via the eTenders postbox facility.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: The contract duration is up to 10 years, with potential extensions subject to performance.
• Payment terms: Monthly invoicing for services rendered, with payments made via Electronic Funds Transfer.
• Key SLAs/KPIs: Not specified, but service quality and delivery timelines will be monitored.
• Liquidated damages: Not specified.
• Termination clauses: Standard termination rights apply, with notice periods to be defined in the contract.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but the primary contractor must remain responsible for all obligations.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €500,000 may limit participation from smaller firms, potentially favoring incumbents.
• The requirement for comprehensive data protection measures may pose challenges for firms lacking experience in GDPR compliance.
• The contract's long duration (up to 10 years) could lead to challenges in maintaining service quality over time.
• The absence of specified SLAs/KPIs may create ambiguity in performance expectations.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in providing photographic services, particularly in academic settings. Viable bidders should have:

• A proven track record in similar projects, ideally with experience in graduation or event photography.
• The capacity to manage on-site operations and customer service effectively.
• The ability to comply with GDPR and data protection requirements.

Consortium or subcontracting arrangements are permitted, allowing smaller firms to collaborate with larger entities if necessary. Bid preparation may require several days of effort, including gathering documentation and formulating responses. The presence of an incumbent or previous suppliers may signal a competitive landscape, but the tender is open to new entrants with the right capabilities.

11. Where to dig deeper

• Source RFT filename: 505 RFT_Provision of Graduation Photographic Services.docx
• eTenders CFT ID: Not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 Graduation Photographic Services Pricing Schedule
• 505 TRD Provision of Graduation Photographic Services
• ESPD Document