Tender for Chaplaincy Service for SETU Carlow and Wexford Campuses

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 contract involves providing comprehensive chaplaincy services to students and staff at South East Technological University (SETU) Carlow and Wexford campuses. The successful contractor will deliver these services primarily during term time, which spans from September to December and January to June, with breaks for mid-term, Easter, and bank holidays. The service is expected to operate 8 hours per day, 5 days a week, typically from 9 AM to 5 PM.

Key activities include:

• Providing pastoral care and support to students and staff.
• Collaborating with the Student Counselling Service to enhance community support.
• Offering assistance during bereavement and distressing situations.
• Supporting international students, particularly during holidays.
• Administering the Student Assistance Fund and Emergency Hardship Fund.
• Liaising with academic and administrative staff to improve student experiences.
• Engaging with community agencies to develop events that promote spiritual and social development.
• Maintaining the Multifaith room for diverse spiritual needs.
• Participating in university activities aligned with strategic objectives.
• Reporting on service delivery to the Head of Learner Support and Student Services.

The contractor must also provide out-of-hours services during emergencies, such as traumatic events or religious services. The service must be adaptable to the evolving needs of the student body, reflecting the diverse demographics of the university community.

3. Background & buyer context

The procurement of chaplaincy services aligns with SETU's commitment to supporting the personal and social development of its students. Established on 1 May 2022, SETU serves over 18,000 learners and 2,000 staff across multiple campuses, graduating over 6,000 students annually. The university aims to enhance student engagement and wellbeing, particularly in light of the region's demographic changes and increasing diversity. This tender is part of SETU's broader strategy to integrate chaplaincy into its student support services effectively.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €50,000 (ex VAT) for each of the last three financial years.
• Insurance:
• Employers Liability: €13 million any one accident.
• Product/Public Liability: €6.4 million.
• Professional Indemnity: €1 million for any one claim or series of claims arising from a single occurrence.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• 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 overall minimum score required to qualify for further evaluation is 70%.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document (using the provided template, no specified page limit).
• CVs for key personnel (no specified page limit).
• Pricing schedule (using the provided template).
• Case studies demonstrating relevant experience (number and value range not specified).
• Declarations including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: not specified.
• Submission portal: eTenders, with no specific format rules mentioned.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: Initial contract for 1 year with options for two 1-year extensions based on performance.
• Payment terms: 30-day credit period, with a commitment to reduce to 15 days upon receipt of a valid invoice.
• Key SLAs/KPIs: Not specified.
• Termination clauses: Not specified.
• IP ownership: Not specified.
• Sub-contracting rules: Not specified.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €50,000 may limit participation to smaller firms, potentially excluding capable providers.
• The lack of specified past experience requirements may lead to variability in the quality of submissions.
• The absence of detailed SLAs/KPIs could result in ambiguity regarding performance expectations.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in providing chaplaincy or similar support services. A viable bidder should possess:

• Relevant qualifications in pastoral care or related fields.
• Experience in student support services, particularly in higher education.
• Capacity to provide personnel year-round, including out-of-hours support.

Consortium or subcontracting arrangements are not explicitly mentioned, suggesting that bidders should be capable of fulfilling the contract independently. Preparation for the bid may require several days of effort, particularly in assembling documentation and case studies. The incumbent's strength or past performance is not disclosed, but the absence of a specified incumbent may indicate an open competitive environment.

11. Where to dig deeper

• RFT filename: RFT for Chaplaincy Tender CW 2026 final.docx
• eTenders CFT ID: not specified
• Contact email for queries: eTenders
• Important attachments: Appendix 1 — Pricing Schedule, Appendix 2 — Form of Tender, Appendix 3 — Declaration of Bona Fide.