Request for Tender for the provision of Independent Medical Advice to the International Protection Accommodation Services (IPAS)

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 | :---------------------------------------- | :----------------------------------------------------------------------- | :------------- | :-------------- | :------- | :--------------- | :--- | :------- | :-------------- | :------------------ | :-------------- | Department of Justice Home Affairs and Migration Request for Tender for the provision of Independent Medical Advice to the International Protection Accommodation Services (IPAS) 85100000-0 (Health services) €160,000.00 Not stated Open procedure 1 Ireland 3 years 2026-07-31 16:00 Q3 2026

2. Scope of Work

The Department of Justice, Home Affairs and Migration (the Contracting Authority) seeks tenders for the provision of independent medical advice services to the International Protection Accommodation Services (IPAS). The estimated expenditure for these services over the contract term, including potential extensions, is €160,000 (excluding VAT). The contract is anticipated to commence in Q3 2026.

The core function of the service is to provide impartial medical opinions when IPAS requires medical expertise. This advice is associated with, but not exclusively limited to, requests from International Protection Applicants (or their representatives) concerning:

• Transfers to alternative accommodation centres: Assessing the medical necessity or appropriateness of relocating individuals.
• Changes to accommodation type or location: Evaluating medical grounds for specific accommodation arrangements.
• Provision of additional/special reception conditions: Advising on medical requirements for enhanced or specific living conditions.

The service is expected to operate for 46-48 weeks per year, accommodating annual breaks. The estimated volume of work is up to 500 files annually. Tenderers must demonstrate an efficient review process for submitted requests and a value-for-money approach to contract management. The proposed resourcing structure must be detailed, outlining the personnel considered necessary to deliver the services.

3. Background & buyer context

This procurement is initiated by the Department of Justice, Home Affairs and Migration to establish a service for providing independent medical advice to the International Protection Accommodation Services (IPAS). The need arises from the requirement for expert medical opinions to support decisions regarding the accommodation of International Protection Applicants. The service is intended to ensure that medical considerations are appropriately addressed when assessing requests for transfers, changes in accommodation, or the provision of special reception conditions. The contract is being procured under an open procedure, aligning with EU and Irish public procurement regulations.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered for evaluation. Failure to meet these criteria will result in the tender being rejected.

• Turnover requirement: Tenderers must demonstrate a minimum average annual turnover of €120,000 for each of the three financial years immediately preceding the tender deadline. Tenderers must have been established for more than 12 months.
• Insurance: The successful tenderer must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €13 million for any one claim or series of claims.
• Public Liability: €6.5 million for any one claim or series of claims.
• Professional Indemnity/Medical Malpractice: A policy limit of no less than €2.5 million of Medical Malpractice cover per individual Medical Practitioner, and €6.5 million Any One Claim and in the Aggregate during the Period for any Corporate Entity.
• Cyber Liability: A limit of no less than €500,000 for any one claim and in the aggregate in the period of insurance.
• Certifications:
• Independent Medical Referees must be registered on the Register of Medical Practitioners maintained by the Medical Council of Ireland.
• Past experience: Tenderers must provide two examples of successful contract delivery within the last three years prior to the tender deadline. These contracts must be of a comparable nature and scale to the services described in Appendix 1.
• Personnel: Independent Medical Referees must be legally permitted to carry out medical work in Ireland. Their Medical Council of Ireland Registration Number must be provided.
• Geographic / facility constraints: Services must be provided in Ireland.

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 for the award criteria are not detailed in the provided extract. However, the tender process involves two stages: first, meeting the mandatory selection criteria (pass/fail), and second, evaluation of compliant tenders against the award criteria. Tenderers must achieve a minimum score for each criterion and an overall minimum score, though these thresholds are not specified.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform (www.etenders.gov.ie). Late submissions will not be accepted. All submissions must be in English.

The submission must include:

• European Single Procurement Document (eESPD): Completed electronically.
• Tenderer’s Statement: A scanned, signed copy on the tenderer's letterhead, confirming acceptance of the Services Contract terms.
• Pricing Schedule: Completed as per Appendix 2. Prices must be all-inclusive (excluding VAT), quoted in Euro, and remain valid for 12 months from the tender deadline.
• Previous Experience Forms: Completed as per Appendix 7, detailing two relevant contract examples.
• Medical Council of Ireland Registration Numbers: For each Independent Medical Referee.
• Declarations: Including Bona Fides, Tax Clearance Access Number and Tax Reference Number, and any conflicts of interest.
• Supporting Documentation: As requested in the RFT, including financial information and details of any subcontractors.

Tenderers are limited to submitting one tender in their own capacity and one as part of a consortium/group.

7. Key dates & process

8. Contract terms that matter

• Contract Length: The Services Contract will have an initial term of three (3) years.
• Extension Options: The Contracting Authority reserves the right to extend the term for up to two periods of one (1) year each, subject to legal obligations.
• Payment Terms: Payments will be made in accordance with the Services Contract (Appendix 5). Invoices are deemed accepted if no queries are raised within 14 days.
• Liquidated Damages: A retention amount of €2,500 may be withheld from payments.
• Termination: Either party may terminate the contract with 14 days' notice if a breach continues for 30 calendar days. Termination for breach is also possible with 30 days' notice if the breach is remediable.
• IP Ownership: Not specified.
• Sub-contracting: Subcontractors must be disclosed. If a subcontractor's capacity is relied upon for selection criteria, they must submit a separate eESPD.
• Parent Company Guarantee / Bond: Not specified.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated contract value (€160,000 over 3-4 years) is relatively low, but the annual turnover requirement (€120,000) is significant in proportion to the annualised contract value. This may favour established entities with diverse revenue streams rather than new entrants focused solely on this contract.
• Insurance Requirements: The Professional Indemnity/Medical Malpractice insurance requirement of €6.5m aggregate for a corporate entity, alongside €2.5m per individual practitioner, is substantial for the contract's estimated value.
• Limited Experience Window: The requirement for comparable contract experience within the "last three (3) years" is a specific timeframe that may exclude firms with strong but older track records.
• Medical Council Verification: The Contracting Authority's right to contact the Medical Council of Ireland for verification without prior notice to the tenderer is a direct verification step.
• No Lowest Price: The Contracting Authority explicitly states it is not bound to accept the lowest priced tender.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs), with the Contracting Authority actively encouraging their participation and the formation of consortia or partnerships. A viable SME bidder would likely be a medical practice or a group of registered medical practitioners with existing operations in Ireland.

• Credible Bidders: A single medical practitioner registered with the Medical Council of Ireland, or a small medical consultancy firm, could potentially bid if they meet the turnover and insurance requirements. Larger firms or established medical advisory services are also well-positioned.
• Consortium/Sub-contracting: Consortium bidding and subcontracting are permitted. SMEs are encouraged to partner with other SMEs or larger enterprises if the scope exceeds their individual capacity.
• Indicative Bid-Prep Effort: Preparing the tender response, particularly gathering evidence for past experience, detailing resourcing, and ensuring all insurance and registration requirements are met, could require 5-10 working days for an experienced bidder.
• Pwin Signal: There is no explicit signal of an incumbent. The requirement for two recent, comparable contracts suggests a need for proven, recent experience. The insurance and turnover thresholds are the primary gates for established players.

11. Where to dig deeper

• Source RFT Filename: [IPAS_RFT_for_Independent_medical_services_-_Approval_to_publish.docx]
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 7: Previous Contract Experience Template