Service User/Service Delivery Database for Western Care Association

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |--------------------------------|-----------------------------------------------------|----------------|-----------------|----------|----------------|------|----------|------------------|-------------------------------|------------------| Western Care Association Service User/Service Delivery Database for WCA not stated €51,000 not stated Open not stated not stated 2 years + 3 extensions July 12, 2026, 11:00 AM not stated

2. Scope of Work

The contract involves the provision of a Service User/Service Delivery Database System for Western Care Association (WCA). The primary objective is to modernize and transform the existing system into a cloud-ready solution that enhances operational efficiency and user experience. The contractor will be responsible for implementing a user-friendly, mobile-enabled system that supports automation and flexibility.

Key activities include:

• System Development: Design and implement a cloud-based database that consolidates service user information for integrated operations.
• User Interface Design: Create an intuitive interface that allows staff to access and manage service user data efficiently.
• Integration: Ensure compatibility with existing communication and productivity tools used by WCA.
• Data Security: Implement high standards of security and data protection, ensuring compliance with GDPR and other relevant regulations.
• Training and Support: Provide training for WCA staff on the new system and ongoing technical support post-implementation.
• Testing and Quality Assurance: Conduct thorough testing of the system to ensure functionality and reliability before full deployment.

The system must facilitate improved collaboration among staff, enabling coordinated working and access to relevant information at the point of care. The contractor will also be expected to deliver a project plan detailing timelines, milestones, and resource allocation.

3. Background & buyer context

Western Care Association is procuring this service to enhance its operational capabilities and improve service delivery for its users. This initiative aligns with broader government objectives to modernize public services and improve efficiency within the health and social care sectors. The procurement is part of a strategic push towards digital transformation within the organization. The incumbent provider is not specified, but the need for a modern solution indicates a shift from outdated systems that may no longer meet the operational demands of WCA.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €300,000 for each of the last three financial years.
• Insurance:
• Employer’s Liability: €12.7m
• Public Liability: €6.5m
• Product Liability: €6.5m
• Certifications: Not specified for this tender.
• Past experience: Evidence of at least three comparable projects delivered within the last five years.
• Personnel: Relevant project personnel must have demonstrable experience in similar projects.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide supporting documentation to demonstrate compliance with these criteria.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The contract will be awarded based on the most economically advantageous tender (MEAT). There are no specified minimum scoring thresholds per criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the attached Tender Response Document.
• CVs: Provide CVs for key personnel involved in the project.
• Pricing schedule: Complete the Pricing Template document.
• Case studies: Include details of three relevant projects, including value and scope.
• Declarations: Submit Tax Clearance Access Number and Tax Reference Number.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic postbox on www.etenders.gov.ie.

All submissions must be in English and comply with the specified format.

7. Key dates & process

8. Contract terms that matter

The contract will have a term of two years, with the possibility of three extensions of up to 12 months each. Payment terms will be outlined in the Services Contract, with all prices quoted being inclusive of all costs except VAT. Key performance indicators (KPIs) and service level agreements (SLAs) will be established to ensure compliance with service delivery standards. The successful bidder must hold the required insurance throughout the contract term and notify WCA of any changes to their insured status.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• The minimum turnover requirement of €300,000 may limit participation from smaller firms, potentially favoring larger incumbents.
• The lack of specified geographic constraints may open the field but could also lead to competition from firms outside the immediate area.
• The absence of detailed requirements for certifications may lead to variability in the quality of submissions.
• The contract's reliance on a cloud-based solution may pose integration challenges with existing systems, particularly for bidders without prior experience in similar environments.

10. SME fit assessment

This tender is suitable for small to medium enterprises (SMEs) with experience in developing cloud-based database solutions. Viable bidders should have:

• A proven track record in delivering similar projects, ideally within the health or social care sectors.
• The capacity to manage the technical and operational demands of the project.
• The ability to form consortia or subcontract with other SMEs to enhance their proposal.

Bid preparation is expected to require a significant investment of time, potentially several weeks, to compile the necessary documentation and project plans. The presence of a minimum turnover requirement may signal a competitive environment, particularly if incumbents are involved.

11. Where to dig deeper

• Source RFT filename: Request for Tender (RFT).pdf
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Queries must be directed through the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Services Contract
• Pricing Template document