Multi-Party Framework for the Provision of Videography Services to Horse Racing Ireland and Subsidiaries

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

Horse Racing Ireland (HRI) seeks to establish a Multi-Party Framework Agreement for videography services. The contractor will provide a range of videography services primarily focused on the horse racing industry. The framework is expected to cater to both recurring annual projects and one-off ad-hoc requirements.

Key activities include:

• Documentary Projects: Producing documentary-style videos that may cover themes such as horse welfare and behind-the-scenes insights.
• Instructional Videos: Creating educational content related to horse racing and care.
• Race Day Coverage: Filming races and producing highlight reels.
• Event Filming: Capturing footage from various events and producing post-event highlights.
• Advertising Campaigns: Developing videography for promotional purposes.
• Post-Production Editing: Editing existing footage to meet specific project requirements.
• Social Media Content: Creating short-form content optimized for platforms like Instagram and TikTok.

The contractor is responsible for:

• Capturing and editing footage.
• Providing design and animation services.
• Managing music selection and licensing.
• Arranging travel and site visits.
• Delivering final files in specified formats.

The contractor must also ensure compliance with insurance requirements and manage the logistics of equipment transport and setup.

3. Background & buyer context

This procurement aligns with HRI's ongoing commitment to enhance its media presence and promote the horse racing industry. The establishment of this framework is driven by the need for high-quality videography services that can adapt to various promotional and educational needs. HRI aims to leverage this framework to maximize cost efficiencies and improve service delivery over a four-year period. The framework will remain open to other organizations with a funding or governance relationship with HRI.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Evidence of a minimum turnover of €50,000 in any one of the last three financial years.
• Insurance:
• Employer’s Liability: €13m in any one occurrence.
• Public / Product Liability: €6.5m in any one occurrence.
• Professional Indemnity: €2.6m.
• 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 evaluation will follow the Most Economically Advantageous Tender (MEAT) principle. There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A response document following the provided template, with a maximum of 20 pages.
• CVs: CVs for key personnel, limited to 2 pages each.
• Pricing schedule: A detailed pricing schedule using the specified template.
• Case studies: Two relevant case studies demonstrating experience in similar projects, with values ranging from €10,000 to €50,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via eTenders, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial term of 1 year, with options to extend annually up to a maximum of 4 years.
• Payment terms: Invoices payable within 30 days of receipt.
• Key SLAs/KPIs: Timely delivery of projects as per agreed timelines.
• Termination clauses: The contract may be terminated with 30 days' written notice.
• IP ownership: All footage and rights will belong to HRI upon delivery.
• Sub-contracting rules: Allowed, but the prime contractor must be designated.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €50,000 may limit participation from smaller firms.
• The framework does not guarantee a minimum volume of work, which could affect financial viability for bidders.
• The requirement for insurance coverage may pose a barrier for new entrants without established policies.
• The lack of specified past experience requirements may lead to a wide range of bid quality.

10. SME fit assessment

This tender is open to small and medium-sized enterprises (SMEs) with experience in videography, particularly in the sports or horse racing sectors.

• Credible bidders: Firms with a turnover of at least €50,000 and relevant experience in videography.
• Consortium/sub-contracting: Allowed, with a designated prime contractor responsible for the framework.
• Indicative bid-prep effort: Estimated at 10-15 days to prepare a comprehensive submission.
• Pwin signal: The absence of specified past experience requirements may favor SMEs, but the insurance and turnover thresholds could limit participation.

11. Where to dig deeper

• Source RFT filename: Videography Services ITT FINAL.pdf
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1 – Form of Tender
• Appendix 4 – Terms & Conditions of this ITT document
• Appendix 5 – Data Processing Agreement