SI-2611 Her Moves – Event Activation, Management, and Logistics

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 provision of event activation, management, and logistics services for Sport Ireland's "Her Moves" initiative. The estimated expenditure over the initial 36-month term, including potential extensions, is €300,000 excluding VAT. The budget is structured at €100,000 per 12-month service period.

The services encompass:

• Event Activation: This involves the planning, execution, and on-site management of events designed to promote the "Her Moves" programme.
• Event Management: This includes comprehensive logistical support, coordination of activities, and ensuring the smooth operation of all event-related aspects.
• Logistics: This covers the practical arrangements necessary for event delivery, which may include venue liaison, equipment, staffing, and participant coordination.

The initiative has previously attracted interest from over 80 schools and involved close to 1,500 girls in attendance, indicating a scale of operation that requires robust planning and execution. The specific activities and deliverables will be detailed in Appendix 1: Requirements and Specifications.

3. Background & buyer context

Sport Ireland is procuring event activation, management, and logistics services for its "Her Moves" programme. This initiative aims to increase female participation in sport and physical activity. The procurement is being conducted under an open procedure, as per the European Union (Award of Public Authority Contracts) Regulations 2016. The estimated total contract value of €300,000 (excluding VAT) over 36 months reflects the ongoing commitment to this programme. Sport Ireland's policy encourages participation by Small and Medium Enterprises (SMEs) and suggests that larger enterprises should consider including SMEs in their proposals to maximise social and economic benefits.

4. Eligibility & selection criteria

Bidders must meet the following criteria to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance: The successful tenderer must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: N/A
• Professional Indemnity: €500,000
• 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.

Tenderers must declare via the eESPD that they satisfy the economic and financial standing requirements and technical and professional ability requirements. Supporting documentation must be provided upon request.

5. Award criteria & scoring

The Services Contract will be awarded on the basis of the most economically advantageous tender. The specific award criteria and their weightings are to be inserted in the RFT document. Award is conditional upon the tenderer submitting required evidence within seven days of request, demonstrating compliance with selection criteria and absence of exclusion grounds. Presentations may be required but will not be evaluated.

6. Submission requirements

Bidders must submit the following:

• European Single Procurement Document (eESPD): An electronic version, confirming compliance with selection criteria and absence of mandatory exclusion grounds.
• All required documentation: As specified in the RFT.
• Pricing Schedule: Completed as per Appendix 2.
• Tenderer’s Statement: Signed and scanned copy on letterhead, as per Appendix 3.
• Declaration as to Personal Circumstances: As per Appendix 4.
• Confidentiality Agreement: As per Appendix 6.
• Format: Tenders must be submitted in English/Irish/Other (specify required language) and compiled in a readable format (e.g., PDF).

Submissions must be made via the eTenders electronic tenderbox. A file size limit of 250MB per file and a total limit of 2GB apply.

7. Key dates & process

8. Contract terms that matter

The contract term is 36 months, with a right to extend for up to 12 months. Prices quoted must remain valid for 36 months from the tender deadline. Payments will be made in accordance with the Services Contract (Appendix 5). Price adjustments are permitted only on the first anniversary of the contract's effective date and subsequent anniversaries, linked to CPI changes. Tenderers must comply with all applicable environmental, social, and labour laws, including those related to employee rights on transfer of undertakings and the Protection of Employees (Temporary Agency Work) Act 2012.

9. Risks, red flags & unusuals

The estimated contract value of €300,000 over 36 months, with an annual budget of €100,000, suggests a consistent but potentially modest annual spend. The RFT encourages SME participation, with larger enterprises also encouraged to include SMEs. The absence of specific turnover requirements or detailed past experience criteria might indicate a broader eligibility scope, but the insurance requirements are substantial. The contract is subject to a standstill period of 14 or 16 calendar days post-notification of award results.

10. SME fit assessment

This tender is open to SMEs and larger enterprises. The substantial insurance requirements (€6.5m Public Liability, €12.7m Employer's Liability) may present a barrier for very small businesses without appropriate cover. Consortiums or subcontracting are permitted, offering a route for SMEs to participate by partnering with other firms. The bid preparation effort is likely moderate, involving eESPD completion, pricing schedule, and statement preparation. The "Her Moves" programme's prior success with schools and participant numbers suggests a need for proven event management capability.

11. Where to dig deeper

• Source RFT filename: Her Moves Activation RFT.docx
• eTenders CFT ID: Not specified
• 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