Provision of External Professional Services to Support the Design of the Successor to the Irelands Civil Society Partnership (ICSP)

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 scope of this procurement is to engage a service provider to support the Department of Foreign Affairs and Trade (DFAT) in the development, tender, and award processes for the successor programme to the Ireland Civil Society Partnership (ICSP). The ICSP is DFAT's primary civil society funding scheme for large Irish NGOs, operating from 2023-2027. It represents a partnership between DFAT and ten Irish non-government organisations, aiming to advance policy objectives outlined in Ireland's Policy for International Development, "A Better World." The scheme has a substantial annual budget of €100 million over its five-year term.

The services required are focused on the design and procurement of the next iteration of this partnership scheme. Key activities will involve:

• Programme Design Support: Assisting DFAT in conceptualising and structuring the successor programme. This includes defining its objectives, scope, and operational framework in alignment with international development policies.
• Tender Process Management: Providing professional services to manage the tendering process for the successor programme. This will involve developing tender documentation, managing queries from potential bidders, and ensuring compliance with procurement regulations.
• Award Process Support: Assisting DFAT in evaluating tenders received and making award decisions for the successor programme. This includes ensuring a fair and transparent evaluation process.
• Policy Alignment: Ensuring the design of the successor programme reflects and advances the policy objectives articulated in "A Better World."
• Stakeholder Engagement: Potentially engaging with relevant stakeholders during the design and procurement phases, though specific engagement protocols are not detailed.

The estimated expenditure for these services over the contract term is €250,000 (excluding VAT). The contract duration is set for 18 months.

3. Background & buyer context

This procurement action is driven by the impending conclusion of the current Ireland Civil Society Partnership (ICSP) scheme in 2027. The ICSP, DFAT's main civil society funding scheme for large Irish NGOs, has been operational since 2023. The current scheme is a partnership with ten Irish non-government organisations, designed to further policy objectives within Ireland's Policy for International Development, "A Better World." The need for this procurement arises from the requirement to establish a successor programme, necessitating expert external support to manage the complex design, tendering, and award processes. This initiative aligns with DFAT's ongoing commitment to international development and its strategic partnerships with civil society organisations.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for this tender:

• Turnover requirement: An average annual turnover of €500,000 for each of the last three financial years, demonstrated via audited accounts. For newly established firms, pro-rata turnover will suffice.
• Insurance:
• Employer's Liability: €12.7 million indemnity limit.
• Public Liability: €6.5 million indemnity limit.
• (Note: Professional Indemnity, Product Liability, Cyber, and Motor insurance are not specified for this tender.)
• 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

The award of the contract will be based on the most economically advantageous tender (MEAT). The specific weighting and scoring mechanism are not detailed in the provided extract. However, the tender documents indicate that the evaluation will consider both compliance with requirements and the overall value proposition presented by bidders. The Contracting Authority reserves the right to reject any tender that does not meet the specified criteria or is deemed non-compliant.

6. Submission requirements

Tenderers are required to submit their bids electronically via the eTenders platform. The submission must include:

• European Single Procurement Document (ESPD): Completed and submitted with the tender. An existing ESPD may be used if information remains correct and satisfies selection criteria.
• Tenderer's Statement: A scanned, signed copy on letterhead, confirming acceptance of RFT requirements and Services Contract terms.
• Pricing Schedule: Completed as per Appendix 2.
• Declarations:
• ESPD (as above).
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration that tender preparation was independent.
• Consortia/Subcontractor Details: If applicable, details of all members, their roles, and a nominated entity for communication.
• Format: Tenders must be submitted in English, in PDF format. Word and Excel versions are additionally requested for collaborative review. If a conflict arises, the PDF version is definitive.
• File Limits: Maximum 250MB per file, with a total limit of 2GB for all documentation.
• Mandatory Site Visit: Not used for this tender.

7. Key dates & process

8. Contract terms that matter

The Services Contract will have a term of 18 months. Tenderers must confirm acceptance of the contract terms as presented in Appendix 5, without amendment. Payment terms are to be in accordance with the Services Contract. The contract requires the successful tenderer to maintain specific insurance levels throughout its term. Compliance with environmental, social, and labour laws, including EU directives on employee rights in transfers of undertakings and the Protection of Employees (Temporary Agency Work) Act 2012, is mandatory. Tax clearance will be a condition of the contract. Any conflict of interest must be fully disclosed.

9. Risks, red flags & unusuals

The estimated value of €250,000 for an 18-month contract supporting a successor programme to a scheme with an annual budget of €100 million suggests a focused, specialist advisory role rather than full programme management. The tender is open procedure, indicating a competitive process. The requirement for an average annual turnover of €500,000 is relatively high compared to the contract value, potentially favouring larger, established consultancies or consortia. The lack of specified criteria for past experience or personnel qualifications might allow for a broader range of applicants but requires careful assessment of submitted ESPDs and supporting documentation to ensure capability.

10. SME fit assessment

This tender is likely best suited for established consulting firms or consortia with demonstrated expertise in public sector procurement, international development policy, and programme design. The turnover requirement of €500,000 per annum over three years suggests that very small or newly established SMEs may find it challenging to meet this financial threshold unless they form a consortium or can demonstrate pro-rata turnover. Consortium bids are permitted, which would allow SMEs to combine capabilities and meet the financial requirements. The bid preparation effort is estimated to be moderate, requiring careful completion of the ESPD, pricing schedule, and any supporting documentation demonstrating relevant expertise. Given the open procedure and the specific nature of the services, the incumbent's strength is not explicitly stated, suggesting a potentially open field for new entrants.

11. Where to dig deeper

• Source RFT filename: RFT ICSP Successor Programme Professional Services.pdf
• eTenders CFT ID: ServicesRFT17012025
• 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 7: ESPD