Adobe Acrobat Pro and Creative Cloud Software Licensing and Product Support

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 supply of Adobe Acrobat Pro and Creative Cloud software licenses, along with associated software management and product support. The procurement is for the Irish Human Rights and Equality Commission.

The successful supplier will be responsible for:

• License Management:
• Procuring 44 x Adobe Acrobat Pro licenses. These licenses are due for renewal on 19/09/2026.
• Procuring 6 x Adobe Creative Cloud licenses. These licenses are due for renewal on 13/01/2027.
• Managing the annual renewal of these licenses and their associated support.
• Product Support:
• Managing and resolving any issues or queries that arise with Adobe Acrobat Pro and Adobe Creative Cloud software.
• Additional Licenses:
• Providing a facility to procure additional individual licenses for both Adobe Acrobat Pro and Adobe Creative Cloud as required by the Commission.
• Pricing:
• Securing the best possible price for license purchases.

The Contracting Authority operates under two separate Adobe VIP Agreement Numbers:

• Adobe Creative Cloud VIP Number: 8CC9B4B6C556E3AA4DBA (6 licenses)
• Adobe Acrobat Pro VIP Number: 66AFSDE8A5678AFSAB2A (44 licenses)

The estimated expenditure for the Goods Contract is €120,000 (excluding VAT) over the initial term and any potential extensions.

3. Background & buyer context

The Irish Human Rights and Equality Commission (IHREC) is the contracting authority for this procurement. IHREC was established as an independent statutory body on 01 November 2014 under the Irish Human Rights and Equality Commission Act 2014. This tender is being issued to ensure the continued provision of essential software licenses and support for the Commission's operations. The procurement is being conducted under an open procedure in accordance with the European Union (Award of Public Authority Contracts) Regulations 2016. The estimated value suggests a requirement for ongoing software licensing and support services.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered compliant:

• Turnover requirement: Tenderers must demonstrate a minimum average annual turnover of €200,000 for each of the three preceding financial years.
• Insurance: The successful Tenderer must hold the following insurances for the term of the Goods Contract:
• Employer’s Liability: €13 million limit for any one claim or series of claims.
• Public Liability: €6.5 million limit for any one claim or series of claims.
• Product Liability: €6.5 million limit for any one claim and in the aggregate.
• Professional Indemnity: €1 million for any one claim per period of insurance.
• Cyber Liability: €1 million for any one claim and in the aggregate per insurance policy year.
• 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, however, insurance policies must include Ireland within their territorial limits and jurisdiction.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring weights in the provided extract. However, the tender states that compliant tenders will be evaluated in accordance with the Award Criteria at Part 3.3. The contracting authority reserves the right not to accept the lowest priced tender. The evaluation process will first ensure that tenders are compliant and that tenderers meet the selection criteria. The final award will be based on the most economically advantageous tender.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform (www.etenders.gov.ie).

• Method statement / response document: Tenderers must complete and submit the electronic version of the European Single Procurement Document (eESPD). They must also follow the format of the RFT and respond to each element in the order presented.
• CVs: Not specified for this tender.
• Pricing schedule: Tenderers must complete the Pricing Schedule at Appendix 2. All prices must be all-inclusive (excluding VAT), expressed in Euro, and remain valid for 90 days from the Tender Deadline.
• Case studies: Not specified for this tender.
• Declarations:
• European Single Procurement Document (eESPD).
• Tenderer’s Statement (Appendix 3), confirming acceptance of the Goods Contract terms.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Mandatory site visit: Not specified for this tender.
• Submission portal: www.etenders.gov.ie. Tenders must be submitted to the electronic tenderbox.
• File size limits: Maximum of 250MB per single file, with a total limit of 2GB for all uploaded documentation.
• Format: All submitted documents must be in PDF format and readable. Tenderers must ensure electronic documents are not corrupt.
• Language: Tenders must be submitted in English.

7. Key dates & process

8. Contract terms that matter

• Term + extension: The Goods Contract will have an initial term, which is not specified. The Contracting Authority reserves the right to extend the Term for periods of up to 12 months, with a maximum of three such extensions.
• Payment terms: Payments will be made in accordance with the Goods Contract at Appendix 5. Invoices will be processed within 14 days if no queries are raised.
• Key SLAs/KPIs: Not specified in the provided extract.
• Liquidated damages or penalty regimes: Not specified in the provided extract.
• Termination clauses: The Contracting Authority reserves the right to terminate at 14 days' notice.
• IP ownership: Not specified in the provided extract.
• Sub-contracting rules: Tenderers must designate a single entity (Prime Contractor) responsible for the Goods Contract, irrespective of subcontracting. Subcontractors must also meet eligibility requirements.
• Parent-company guarantee or bond requirements: Not specified in the provided extract.

9. Risks, red flags & unusuals

• Unspecified Contract Term: The initial contract length is not specified, only the potential for extensions. This creates uncertainty for bidders regarding the total duration of the commitment.
• Estimated Value vs. Turnover: The estimated contract value of €120,000 over the term is significantly lower than the €200,000 annual turnover requirement. This suggests a potential mismatch or a focus on financial stability over contract size.
• No Explicit Award Criteria: While award criteria are mentioned, their specific weighting and nature are not detailed in the provided sections, making it difficult to assess the balance between price and quality.
• Strict Submission Requirements: Tenders must be submitted strictly via the eTenders platform, with tight deadlines and file size limits, requiring careful preparation and timely submission.
• Data Protection and Foreign Subsidies: Tenderers are referred to specific EU regulations regarding data protection and foreign subsidies, indicating a need for compliance in these areas.

10. SME fit assessment

This tender is likely open to established IT resellers or software licensing specialists with a strong track record in managing corporate software agreements.

• Who can credibly bid: Small to medium-sized enterprises (SMEs) with demonstrable experience in Adobe licensing, software asset management, and providing technical support for these products can bid. Larger enterprises are also encouraged to consider how SMEs can be included in their proposals.
• Consortium or sub-contracting: Consortiums and subcontracting are permitted, with a requirement for a nominated Prime Contractor to hold overall responsibility. SMEs are encouraged to form relationships with other SMEs or larger enterprises.
• Indicative bid-prep effort: Bid preparation would likely require 5-10 days, focusing on gathering financial data, insurance certificates, completing the eESPD, and detailing the proposed management and support approach.
• Pwin signal: The tender does not explicitly indicate an incumbent. The €200,000 annual turnover requirement, while not exceptionally high, suggests a need for established businesses rather than very new entrants. The focus on specific Adobe products may favour specialist resellers.

11. Where to dig deeper

• Source RFT filename: GoodsRFT160125.pdf
• eTenders CFT ID: Not specified in the provided extract.
• 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 3: Tenderer’s Statement
• Appendix 5: Goods Contract