2025/13 - Re-Advertisement Year 2 Provision of suitable sites for Venue Hire for LMETB

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 tender seeks to establish a panel for venue hire services for Louth and Meath Education and Training Board (LMETB). The panel will provide sites for meetings, conferences, training sessions, and award ceremonies. The panel will operate for three years, with annual reviews.

• Venue Types:

• Meeting rooms for 1-10 people, U-shaped setup with a top table for 1-2 persons.

• Meeting rooms for 1-20 people, U-shaped setup with a top table for 1-2 persons.

• Meeting rooms for up to 100 people with a top table for 3-4 people, suitable for induction events, conferences, and board training.

• Meeting rooms for up to 200 people with a top table for 3-4 people, suitable for award ceremonies.

• Breakout rooms for conferences and induction events.

• Catering Options:

• Tea/coffee with biscuits, scones, sandwiches, soup, or finger food.

• Main course with tea/coffee and dessert.

• Single and double room bed and breakfast options.

• Facilities:

• Internet access, projector and screen, flip chart and markers.

• All venues must have wheelchair access and cater to dietary/allergen requirements.

• Additional Requirements:

• LMETB reserves the right to request specific requirements outside the listed options.

• The panel will be used as and when required, with no obligation to use it.

3. Background & buyer context

This procurement is part of LMETB's operational needs to facilitate various educational and training events. LMETB, formed in 2013, is one of Ireland's largest education and training boards, serving over 12,500 students across primary, post-primary, and further education levels. The panel aims to streamline venue sourcing for LMETB's diverse events, ensuring accessibility and compliance with educational standards. The procurement aligns with LMETB's strategic goal to enhance educational service delivery across Louth and Meath.

4. Eligibility & selection criteria

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability: €13m
• Public Liability: €6.5m
• Certifications: Not specified for this tender.
• Past experience: Relevant experience in managing meetings, conferences, training sessions, and award ceremonies.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The price/quality split follows the Most Economically Advantageous Tender (MEAT) principle. Specific weights and thresholds are not disclosed.

6. Submission requirements

• Method statement / response document: Complete Tender Response Document.
• CVs: Not specified.
• Pricing schedule: Include costs for all proposed services.
• Case studies: Not specified.
• Declarations: ESPD, Tax Clearance, Conflict of Interest.
• Mandatory site visit: Not specified.
• Submission portal: eTenders (www.etenders.gov.ie), email submissions allowed.

7. Key dates & process

8. Contract terms that matter

The panel operates for three years, with annual reviews. Payment terms follow the European Communities (Late Payment in Commercial Transactions) Regulations 2012, typically via Electronic Funds Transfer. Contracts may extend beyond the panel's expiry. Performance reviews are critical; poor performance may lead to termination. Insurance must indemnify LMETB. Sub-contracting is not explicitly mentioned. No parent-company guarantee or bond is required.

9. Risks, red flags & unusuals

The panel's open application process throughout its duration could lead to a fluctuating pool of service providers. The absence of a guaranteed expenditure under the panel may pose financial planning challenges for bidders. The requirement for specific insurance levels might limit participation to larger firms. The lack of detailed scoring criteria could introduce subjectivity in selection.

10. SME fit assessment

This tender is suitable for SMEs with experience in venue management and the capacity to meet insurance requirements. Consortiums or sub-contracting are not explicitly mentioned, suggesting direct applications are preferred. Bid preparation may require several days to compile necessary documentation and pricing. The open panel structure allows for ongoing applications, providing flexibility for SMEs to join later. The absence of a named incumbent suggests no entrenched competition.

11. Where to dig deeper

• Source RFT filename: "2025 13 - Readvertise Tender Venue Hire for LMETB.docx"
• eTenders CFT ID: 8124002
• Contact email: [email protected]
• Important attachments: "Appendix 1 - Instructions to Tenderers", "Tender Response Document"