Website Cookie Consent Management Services for ireland.ie and dfa.ie Subdomains

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 procurement covers the provision, implementation, support, and ongoing operation of a cookie consent management service for the ireland.ie domain and specified subdomains of dfa.ie. The service aims to ensure compliance with data protection regulations and manage user consent for website cookies and scripts.

The constituent activities and requirements include:

• Multi-site Consent Management: The system must manage consent across multiple websites and subdomains.
• Role-Based Access: Implementation of access controls based on user roles.
• Multilingual Support: Configuration of consent banners and preference centres to support multiple languages.
• Cookie and Script Scanning: Regular scanning to identify and catalogue cookies and scripts used on the websites.
• Consent Record Management: Maintaining records of user consent.
• Reporting: Providing reports on consent status and related metrics.
• Training: Delivering training to relevant personnel on the use and management of the system.
• Support: Ongoing technical support for the implemented solution.
• Transition and Exit Services: Services related to the handover and termination of the contract.
• Compliance: The consent banner and associated user interface elements must conform to EN 301 549 v3 accessibility standards. A public accessibility statement, also conforming to EN 301 549 v3, is required.
• IAB TCF Compliance: The solution must be IAB TCF-enabled.
• Migration: The service should facilitate migration from an existing IAB-registered Consent Management Platform (CMP) with a defined category structure (essential, functional, performance, targeting).

The estimated expenditure for the services is between €30,000 and €45,000 (excluding VAT) over the initial 12-month term and any potential extensions.

3. Background & buyer context

This procurement is being conducted by the Department of Foreign Affairs and Trade (An Roinn Gnóthaí Eachtracha agus Trádála). The requirement for website cookie consent management services stems from the need to comply with data protection regulations, including the General Data Protection Regulation (GDPR) and national data protection laws. The services are intended for the ireland.ie domain and specific subdomains of dfa.ie, indicating a focus on the department's online presence and public-facing websites. The procurement is conducted under an open procedure, aligning with EU and Irish public procurement regulations. The estimated contract value suggests a focus on a specific, targeted service rather than a broad digital transformation initiative.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered for evaluation:

• Turnover requirement:
• Annual turnover averaging €80,000 per year over the previous three financial years.
• Tenderers must confirm their turnover exceeded €80,000 per annum in each of the last three financial years.
• Insurance:
• Employer’s Liability: €12.7 million limit per claim or series of claims arising out of a single occurrence, per insurance year.
• Public Liability: €6.5 million limit per claim or series of claims arising out of a single occurrence, per insurance year.
• Product Liability: €6.5 million limit per claim or series of claims arising out of a single occurrence, per insurance year.
• Certifications:
• Not specified for this tender.
• Past experience:
• A summary of one sample contract with references is required.
• This contract must demonstrate successful delivery of similar services to organisations in the public sector or other regulated environments of a similar size to the Department within the last five (5) years.
• The sample contract should detail a comparable deployment against a specific reference scenario: two domains – one single-site, one hosting 10 sites within a single instance – IAB TCF-enabled, migrating from an existing IAB-registered CMP with an equivalent essential, functional, performance, targeting category structure.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Not specified for this tender.

5. Award criteria & scoring

The contract will be awarded on the basis of the Most Economically Advantageous Tender (MEAT). The award criteria are weighted as follows:

Tenderers must achieve a minimum score of 60% in Technical Award Criteria 1 (Implementation, transition, testing and change control) to be considered for the award. The scoring methodology for Technical Award Criteria 1 and 2 uses a scale from Outstanding (90%-100%) to Poor (0%-29%). Financial marks are allocated using a formula based on the lowest tendered rate.

6. Submission requirements

Bidders must submit their tenders electronically via the www.etenders.gov.ie portal. The submission must include:

• Tenderer’s Statement: A scanned, signed copy of the Tenderer’s Statement (Appendix 3), printed on the tenderer’s letterhead.
• Pricing Schedule: Completed Appendix 2 - Pricing Schedule spreadsheet, detailing costs in Euros and exclusive of VAT.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Confirmation of acceptance of the Services Contract terms (Appendix 3).
• Supporting Documentation:
• Evidence of financial standing (turnover figures for the past three financial years) upon request.
• Evidence of technical and professional ability, including a summary of one comparable contract (maximum 250 words) demonstrating past experience.
• Evidence to meet Mandatory Requirements [MR01-MR09] listed in Appendix 1.
• Format: Tenders must be submitted in English and compiled in a format readable by Microsoft Word, Microsoft Excel, and/or PDF.

A mandatory site visit is not specified for this tender.

7. Key dates & process

8. Contract terms that matter

The Services Contract will have an initial term of 12 months. The Contracting Authority reserves the right to extend the term for up to two further periods of 12 months each, on the same terms and conditions.

• Payment: Payments will be made in accordance with the Services Contract (Appendix 5). Invoices are deemed accepted if no queries are raised within 14 calendar days.
• Pricing Validity: All prices quoted must remain valid for 180 days from the tender deadline.
• Currency Risk: Any currency variations over the term of the contract will be borne by the Tenderer.
• Termination: Either party may terminate the contract with 14 days' notice if a breach continues for 7 calendar days.
• Confidentiality: Tenderers must treat all disclosed information as confidential.
• Sub-contracting: The successful Tenderer must designate a single Prime Contractor responsible for the contract, irrespective of sub-contracting.
• Insurance: The successful Tenderer must maintain specific insurance levels throughout the contract term.

9. Risks, red flags & unusuals

The estimated contract value (€30,000 - €45,000) is relatively low for a public sector tender, potentially indicating a focused, niche service. However, the turnover requirement of €80,000 per year is significantly higher than the upper end of the estimated contract value, which could be a barrier for very small businesses or a signal that the buyer anticipates a service that requires a certain operational scale and financial stability. The detailed technical requirements for the sample contract, including specific IAB TCF compliance and migration from an existing IAB-registered CMP, suggest a need for specialised expertise and may favour incumbent providers or those with direct experience in this specific ecosystem. The requirement for EN 301 549 v3 compliance is a standard accessibility requirement but needs to be integrated into the consent management solution.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs) that possess specialised expertise in cookie consent management and digital compliance.

• Credible bidders: A viable bidder would be a company with a proven track record in providing cookie consent management solutions, particularly those with experience in public sector or regulated environments. They must demonstrate compliance with IAB TCF standards and have experience with website accessibility standards (EN 301 549 v3). The financial requirement of €80,000 average annual turnover suggests that businesses with established revenue streams in this area are targeted.
• Consortium/sub-contracting: The RFT explicitly allows for groups of undertakings (consortia) to submit tenders. It also states that a Prime Contractor will be designated, implying that sub-contracting is permitted. This allows SMEs to partner with other firms to meet requirements or to bid as part of a larger consortium.
• Indicative bid-prep effort: Preparing a compliant bid will require significant effort. This includes understanding the technical specifications, gathering evidence for past experience (especially the detailed sample contract requirement), completing the pricing schedule, and preparing all required declarations and statements. A realistic estimate for bid preparation could range from 5 to 10 working days for a company already familiar with public procurement processes and possessing the necessary documentation.
• Pwin signal: The tender is open procedure, suggesting competition. However, the specific technical requirements for the sample contract and the higher turnover threshold relative to the contract value might favour firms with established operations in this niche. There is no explicit mention of an incumbent provider.

11. Where to dig deeper

• Source RFT filename: RFT Cookie Consent Management Platform.pdf
• eTenders CFT ID: ServicesRFT17012025
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 5: Services Contract