Request for Tender for Consultancy Services – Quality Reviews

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 National College of Art and Design (NCAD) seeks consultancy services to support its Quality Reviews between 2026 and 2030. This procurement aligns with QQI Statutory Guidelines. The appointed consultant will assist NCAD in conducting self-assessment quality reviews.

The consultant's role involves:

• Consultation Facilitation: Engaging with various stakeholders including:
• Head of School and Heads of Department.
• Lecturers and Technical Officers within relevant departments/programmes, specifically mentioning the Department of Media.
• First Year Studies (for undergraduate studio-based programmes).
• School of Visual Culture.
• School of Education.
• Industry Representatives.
• Review Team Support:
• Attending pre-planning meetings with the Self-Assessment Quality Review Team.
• Providing leadership and advisory capacity to the review team throughout the quality review process.
• Attending assessment meetings, ensuring they run to schedule and professionally.
• Acting as a liaison between the review team, the unit under review, and NCAD Management.
• Reporting Assistance:
• Assisting in the collation of a self-assessment review report.
• Ensuring clarity among the review team regarding deadlines for draft and final report submissions.
• The review report's purpose is to communicate major ideas for improving the quality and performance of schools/departments, making recommendations with due regard for resource constraints and NCAD's strategic goals.
• Account Management: Nominate a dedicated account manager as the main point of contact, responsible for contract matters and satisfactory service delivery.
• Invoicing: Submit invoices on an agreed milestone basis, quoting a purchase order number.

The estimated expenditure for these services is €50,000 (excluding VAT).

3. Background & buyer context

The National College of Art and Design (NCAD) is a specialist art and design college in Ireland, offering a wide range of degree programmes. Its origins trace back to 1746, with significant development through various institutional changes, culminating in its establishment by act of an tOireachtas in 1971. NCAD is governed by a board appointed by the Minister for Education and Science. The college operates from its campus in the Liberties area of Dublin, with a student population of approximately 1,700–2,000. This procurement is driven by NCAD's requirement to conduct quality reviews in compliance with QQI Statutory Guidelines, necessitating external consultancy support for these reviews between 2026 and 2030.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement:
• Minimum average annual turnover: €100,000.
• Insurance:
• Professional Indemnity: €500,000 indemnity limit.
• The successful tenderer must hold these insurances for the term of the Services Contract and confirm their territorial limits include Ireland.
• Certifications:
• Up-to-date Tax Clearance Certificate.
• Past experience:
• Provide details of 3 contracts undertaken within the last 5 years.
• These contracts must demonstrate successful provision of services of similar scope, scale, and complexity to the anticipated contract.
• Personnel:
• Nominate a dedicated account manager with authority to deal with all contract matters and responsibility for service delivery.
• Geographic / facility constraints:
• Insurance policies must include Ireland within their territorial limits and jurisdiction.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT). The weighting and scoring are as follows:

A minimum score of 60% is required for each of the qualitative criteria (A and B).

6. Submission requirements

Tenders must be submitted electronically via www.etenders.gov.ie.

• Method statement / response document: Tenderers must respond to each element in the order set out in the RFT and follow the specified format. Specific details on the response document format are referenced in Appendix 1 (Requirements and Specifications) and Appendix 3 (Tenderer’s Statement).
• CVs: Not explicitly mentioned as a separate submission item, but implied within "Quality of Resources" award criterion.
• Pricing schedule: All tenderers must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive (excluding VAT), expressed in Euro, and remain valid for 120 days from the Tender Deadline.
• Case studies: Details of 3 relevant contracts must be provided as part of the Technical and Professional Ability selection criterion.
• Declarations:
• Scanned signed copy of the Tenderer’s Statement (Appendix 3) on letterhead.
• Declaration of acceptance of RFT requirements.
• Declaration of Bona Fides (implied via Appendix 4 - Declaration as to Personal Circumstances).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration regarding conflicts of interest.
• Declaration regarding compliance with Regulation (EU) No 833/2014 and related amendments.
• Mandatory site visit: Not specified for this tender.
• Submission portal: www.etenders.gov.ie. Tenders must be submitted in English and in a readable electronic format (e.g., PDF).

7. Key dates & process

8. Contract terms that matter

• Term: 2-year initial period, with an option for two further 1-year extensions, subject to requirements, annual review, and budget availability.
• Payment terms: Invoices to be submitted on an agreed milestone basis, requiring a purchase order number.
• Key SLAs/KPIs: Not explicitly detailed in the provided text, but implied through the "Quality of Resources" and "Methodology & Approach" award criteria and the consultant's role in ensuring professional conduct and timely delivery.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: Not specified beyond standard contract clauses.
• IP ownership: Not specified.
• Sub-contracting rules: The Prime Contractor is responsible for the entire contract, regardless of subcontracting. Details of any proposed subcontractors must be provided.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

• Estimated value vs. contract length: The estimated value of €50,000 (excl. VAT) for a potential 4-year contract (2+1+1) appears low, suggesting a limited scope or a highly competitive pricing environment. This could indicate a risk of under-resourcing for the consultant if not carefully managed.
• Ambiguous "Quality of Resources" criterion: While weighted at 40%, the specific sub-criteria for evaluating the "Quality of Resources" are not detailed, making it difficult to assess precisely how this significant portion of the award will be judged.
• Limited detail on specific deliverables: The RFT outlines the consultant's role and activities but does not specify the exact format or content of the "self-assessment review report" beyond its purpose.
• Potential for incumbent advantage: While not explicitly stated, the nature of quality review consultancy can sometimes favour firms with existing knowledge of NCAD's internal processes, though this RFT is open to new bidders.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with specialised expertise in educational quality assurance and consultancy.

• Who can credibly bid: A firm with demonstrated experience in conducting quality reviews within the higher education sector, particularly in art and design, would be well-positioned. The turnover requirement of €100,000 suggests that very small, newly established consultancies might struggle to meet this threshold. A firm with a strong track record of stakeholder engagement and report writing in an academic context is essential.
• Consortium or sub-contracting: The RFT allows for groups of undertakings to submit a tender and requires a nominated Prime Contractor. Subcontracting is permitted, provided the Prime Contractor retains overall responsibility. This structure allows SMEs to collaborate or bring in specialist support.
• Indicative bid-prep effort: Preparing a compliant tender will require significant effort, likely in the range of 5-10 days for a small team. This includes understanding the RFT, developing a methodology, detailing resource quality, preparing the pricing schedule, and completing all required declarations and appendices.
• Pwin signal: The tender is open and competitive, with a clear MEAT award structure. The €50,000 estimated value suggests a focus on value for money. There is no explicit indication of an incumbent, but the long potential contract duration (up to 4 years) means a successful bidder could establish a strong relationship.

11. Where to dig deeper

• Source RFT filename: RFT Consultancy Services Quality.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: All queries must be directed via www.etenders.gov.ie.
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 4: Declaration as to Personal Circumstances of Tenderer
• Appendix 5: Services Contract