Single Party Framework Agreement for the Provision of Music Production Services

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 involves the provision of music production services at Leopardstown and Fairyhouse Racecourses. The contractor will manage live entertainment and production for approximately 23 race meetings annually at Leopardstown, attracting around 160,000 patrons. Key activities include:

• Production Management:

• Provide, install, and operate staging, lighting, sound, and visual equipment for all race meetings and events.

• Develop contingency plans for risks such as power failure and adverse weather.

• Conduct sound checks and monitor sound levels, including in nearby residential areas.

• Ensure compliance with health, safety, and environmental standards.

• Event Specifics:

• Manage production for major events including:

• Bulmers Live at Leopardstown (June-August, 8 dates)

• Irish Champions Festival (September)

• Dublin Racing Festival (February)

• Christmas Festival (26th-29th December)

• Student Race Day (April)

• Fairyhouse Racecourse:

• Manage production for the Irish Grand National Easter Festival (27th-29th March) and the Winter Festival (27th-28th November).

• Provide staging and technical support for events in various marquees.

The contractor must coordinate with racecourse management, security, and other stakeholders to ensure seamless event delivery while minimizing disruption to racing operations and equine welfare.

3. Background & buyer context

Horse Racing Ireland (HRI) aims to enhance Ireland's status in horse racing and breeding. This procurement aligns with HRI's strategic goal to improve visitor experiences at racecourses. The contract is timely as HRI seeks to streamline music production services across its venues, particularly in light of increased attendance and event programming. The incumbent contractor is not specified, but the framework agreement allows for flexibility in service delivery.

4. Eligibility & selection criteria

Bidders must meet the following eligibility criteria:

• Turnover requirement: Minimum average annual turnover of €400,000.
• Insurance:
• Employer’s Liability: €12.7m
• Public Liability: €6.5m
• Product Liability: €6.5m
• Motor Third Party Property Damage: €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, focusing on both price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document (using the provided template, with no specified page limit).
• CVs for key personnel (no specified page count).
• Pricing schedule (using the provided template).
• Case studies demonstrating relevant experience (minimum of two).
• Declarations including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit confirmation (to be completed by 24th June 2026).
• Submission via the eTenders portal, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: Initial contract of 2 years with an option to extend annually for up to 4 years.
• Payment terms: Not specified in the documents.
• Key SLAs/KPIs: Not specified in the documents.
• Termination clauses: The contract may be terminated if the contractor fails to deliver satisfactory services.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: The successful tenderer must designate a single entity responsible for the contract, regardless of subcontracting arrangements.

9. Risks, red flags & unusuals

Potential risks include:

• The requirement for a high turnover threshold may limit competition, potentially favoring incumbents.
• The necessity for extensive coordination with racecourse management and other stakeholders could complicate service delivery.
• The framework agreement does not guarantee specific contract volumes, which may affect financial planning for bidders.

10. SME fit assessment

Small businesses that can credibly bid should have:

• Experience in music production and event management, particularly in outdoor settings.
• Relevant insurance coverage and financial capacity to meet the turnover requirement.
• The ability to manage logistics and coordinate with multiple stakeholders.

Consortium bidding is allowed, and subcontracting is permitted under the framework agreement. Bid preparation may require several days of effort, particularly for documentation and site visits. The presence of a potentially strong incumbent may affect the probability of winning (Pwin) for new entrants.

11. Where to dig deeper

• Source RFT filename: Issued - HRI Racecourses Music Production ITT.pdf
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 — Form of Tender
• Appendix 2 — Declaration of Bona Fide
• Appendix 3 — Form of Self Declaration