Organisational Business Planning and Reporting

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 Health Products Regulatory Authority (HPRA) seeks consultancy services for a comprehensive review of its organisational business planning and reporting processes. This framework agreement encompasses an initial engagement to assess current practices linked to the delivery of the Strategic Plan 2026, followed by the implementation of improvements across various projects.

The contractor's day-to-day activities will include:

• Project 1: Strategic Planning and Standard Business Reporting

• Conduct business analysis through workshops and interviews to document current practices.

• Identify gaps and improvement opportunities in planning and reporting.

• Develop a phased roadmap for adoption, including KPIs and governance structures.

• Project 2: Portfolio and Project Management

• Assess existing project management processes and recommend a future-state framework.

• Enhance visibility of project performance and governance.

• Project 3: Integration of Corporate Functions

• Map current practices in risk management, budgeting, and workforce planning.

• Propose improvements to connect these functions with organisational planning.

• Project 4: Work Planning and Scheduling

• Define a formalised approach to operational work planning.

• Identify inefficiencies and develop tools for improved visibility and resource allocation.

• Project 5: Project Management Resource

• Provide additional project management support as needed to ensure effective delivery of strategic priorities.

The contractor will work closely with a dedicated resource from the Chief Executive’s Office to ensure continuity and knowledge retention throughout the framework's duration.

3. Background & buyer context

The procurement aligns with the HPRA's Strategic Plan 2026, which necessitates a review and enhancement of business planning and reporting processes. The HPRA has identified the need for streamlined reporting, improved governance, and better integration of corporate functions to support its regulatory mandate. This initiative aims to strengthen organisational alignment and enhance decision-making capabilities. The HPRA has not disclosed the incumbent provider for these services.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1.3 million.
• Insurance:
• Employers’ Liability: €12.7 million
• Public Liability: €2.6 million
• Professional Indemnity: €500,000
• Cyber Liability Insurance (Including loss of data): €1 million
• 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.

Bidders must provide evidence of compliance with these criteria in their submissions.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, with a minimum scoring threshold of 50% for the merit of proposed resources and quality of proposal.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to any page limits.
• CVs: One for each proposed resource, with a maximum of two pages each.
• Pricing schedule: Complete the specified format in the Tender Response Document.
• Case studies: Provide two relevant case studies demonstrating experience in similar projects.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders, following any specific format rules outlined in the RFT.

7. Key dates & process

These dates are indicative and subject to change.

8. Contract terms that matter

Key contract terms include:

• Duration: Initial period of 2 years, with an option to extend for an additional 2 years.
• Payment terms: Not specified in the documents.
• Key SLAs/KPIs: Performance metrics will be defined as part of the project deliverables.
• Termination clauses: Not specified in the documents.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Not specified in the documents.
• Parent-company guarantee or bond requirements: Not specified in the documents.

Bidders should review the full terms in the RFT for comprehensive details.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €1.3 million may limit participation from smaller firms.
• The lack of specified past experience requirements could lead to a broad range of submissions, complicating evaluation.
• The absence of detailed insurance requirements may raise concerns about the adequacy of coverage for potential liabilities.
• The framework's maximum spend of €216,000 is indicative and does not guarantee contract awards, which may affect bidder confidence.

10. SME fit assessment

Small and medium-sized enterprises (SMEs) that can credibly bid for this tender should:

• Have a proven track record in consultancy services related to business planning and reporting.
• Demonstrate relevant experience in the health sector or similar regulatory environments.
• Be capable of providing the necessary insurance coverage as specified.
• Consider forming a consortium or subcontracting to meet the eligibility criteria if they lack specific resources or experience.
• Prepare for a bid effort of approximately 10-15 days, depending on the complexity of their proposal.
• Be aware that the HPRA's established processes may favour incumbents or larger firms with existing relationships.

11. Where to dig deeper

• Source RFT filename: Organisational business planning and reporting RFT_25-05-2026 (00118847xE2F5E).docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix A — Tender Response Document
• Appendix B — Framework Terms and Conditions
• Appendix C — Insurance Requirements