Locations and Crew Database Replacement

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 requires the provision of a Locations and Crew Database solution. This includes the implementation, hosting, and ongoing support and maintenance of the system. The primary function is to manage a database of film and television production locations and associated crew information.

Key activities and system requirements include:

• Database Management:
• Support a minimum of 2,500 curated location entries at go-live.
• Accommodate at least 250 additional location entries per year, with accumulation.
• Migrate a minimum of 2,500 curated locations and 70,000 high-resolution images from existing systems.
• System Functionality:
• A "Locations Database" comprising "Location Profiles" and "Locations Upload" functionalities.
• A "Locations Search Portal" for users to find relevant location data.
• The system must retain logs for a minimum of 12 months.
• Technical Standards:
• Conformity to EN 301 549 v3.1 and WCAG 2.2 AA requirements for web content, supported web browsers, and PDF documents.
• Adherence to ISO 14064, GHG Protocol, EU Code of Conduct for Data Centres, or equivalent best practice for environmental standards.
• Service Delivery:
• Implementation services.
• Hosting services.
• Support and maintenance services.

The estimated expenditure over the contract term is €150,000 (excluding VAT).

3. Background & buyer context

Fís Éireann/Screen Ireland, the contracting authority, is procuring a replacement for its existing Locations and Crew Database. This initiative aims to modernise the management of critical data for the film and television production sector in Ireland. The procurement is conducted under an open procedure, as per the European Union (Award of Public Authority Contracts) Regulations 2016. Screen Ireland seeks to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to include SMEs in their proposals.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement:
• Minimum average annual turnover of €300,000 over each of the last three financial years. Evidence from auditors is required.
• Insurance:
• Employer’s Liability: €12.7 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Professional Indemnity: €1.0 million
• Cyber Liability/Data Breach: €1.0 million
• Certifications:
• Not specified for this tender.
• Past experience:
• Not specified for this tender.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Insurance policies must include Ireland within their territorial limits and jurisdiction.

Tenderers must also provide audited accounts for the last three financial years, or alternative documentation if audited accounts are unavailable, demonstrating solvency and a going concern. A current Tax Clearance Certificate is required upon contract award.

5. Award criteria & scoring

The evaluation of tenders will be conducted based on the following criteria:

The tender documents state that tenders will be evaluated against award criteria, but the specific criteria, their weighting, and any minimum scoring thresholds are not detailed in the provided extract. The contract will be awarded to the most economically advantageous tender.

6. Submission requirements

Tenderers must submit the following documentation:

• European Single Procurement Document (eESPD): Electronic version, confirming compliance with selection criteria and absence of exclusion grounds.
• Pricing Schedule: As per Appendix 2, all prices must be all-inclusive, in Euro, and exclusive of VAT. Prices must remain valid for three months from the tender deadline.
• Tenderer’s Statement: Signed scanned copy on letterhead, as per Appendix 3.
• Declaration as to Personal Circumstances: As per Appendix 4.
• Method statement / response document: Not specified.
• CVs: Not specified.
• Case studies: Not specified.
• Mandatory site visit: Not used for this tender.
• Submission portal: Via the electronic tenderbox on www.etenders.gov.ie.
• File size limits: 250MB per file, 2GB total.
• Format: Microsoft 365 or Adobe Acrobat Reader compatible.
• Language: Tenders must be submitted in English.

7. Key dates & process

8. Contract terms that matter

• Term: Four (4) years, with a potential extension of up to one (1) year.
• Payment terms: Subject to the Services Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 days.
• Price adjustments: Prices may be adjusted annually based on the percentage change in the Irish Consumer Price Index.
• Termination: Either party may terminate with 14 days' notice under specific circumstances (e.g., breach capable of remedy within 30 days).
• Sub-contracting: Tenderers must designate a Prime Contractor responsible for the entire contract, irrespective of sub-contracting.
• Parent-company guarantee or bond: Not specified.
• Data Protection: Tenderers must confirm Data Subject consent for processing personal data for the competition.
• Environmental, Social, Labour Law: Compliance with all applicable EU and national laws, and collective agreements is mandatory.

9. Risks, red flags & unusuals

• Low Estimated Value vs. Insurance Requirements: The estimated contract value of €150,000 is significantly lower than the mandatory insurance coverages (€6.5m Public Liability, €1m Professional Indemnity, etc.). This suggests a potential mismatch or that the insurance is a standard requirement irrespective of contract value.
• Minimum Turnover Requirement: The €300,000 average annual turnover requirement over three years is substantially higher than the total estimated contract value. This may limit the pool of eligible SMEs.
• WCAG 2.2 AA Compliance: A specific requirement for web accessibility standards (WCAG 2.2 AA) and EN 301 549 v3.1 indicates a need for a modern, accessible digital solution.
• No Site Visit: The section for a mandatory site visit is marked "Not Used," indicating that physical inspection of premises is not part of the tender process.
• Open Procedure with Single Lot: While an open procedure is used, the absence of specified lots suggests a single contract award.

10. SME fit assessment

This tender is structured for a small to medium-sized enterprise (SME) with a proven track record in database development, implementation, hosting, and support. The key indicators for SME fit are:

• Credible Bidder Profile: A firm with demonstrable experience in delivering web-based database solutions, capable of meeting the specified technical standards (WCAG 2.2 AA, EN 301 549) and data migration requirements. The turnover requirement of €300,000 annually suggests a business of a certain scale, though potentially still within SME definitions depending on the exact interpretation.
• Consortium/Sub-contracting: The tender encourages SMEs to form relationships with other SMEs or larger enterprises. While not explicitly stated as mandatory, this suggests that consortium bids or sub-contracting arrangements are permissible and potentially encouraged to meet the scope.
• Indicative Bid-Prep Effort: Given the need for eESPD completion, detailed technical responses (implied by scope), and pricing schedules, bid preparation could require 10-20 days of effort for a focused team.
• Pwin Signal: The tender does not explicitly name an incumbent. The significant insurance requirements relative to the contract value and the specific technical standards point towards a need for a professional, established supplier rather than a very small startup. The encouragement of SME participation suggests a desire for broader market engagement.

11. Where to dig deeper

• Source RFT filename: Screen Ireland Locations Crew DB RFT Final 02.07.26- Final.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract