Centralised Athlete Management System (AMS) with Electronic Medical Record (EMR) capabilities

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

Sport Ireland seeks a contractor to provide a Centralised Athlete Management System (AMS) with Electronic Medical Record (EMR) capabilities. The system will support the management of athlete data and medical records, ensuring seamless integration and accessibility for Sport Ireland Institute.

• System Requirements: The AMS must support a minimum of 100 concurrent users and maintain an unlimited athlete record base without degradation. It must be available 24x7x365 with a minimum of 99% uptime, excluding scheduled maintenance.
• Data Management: Daily backups must be retained for 30 days, and monthly backups for 12 months. Audit logs should be retained for 12 months and be exportable in a machine-readable format.
• User Interface: The system must be compatible with macOS, Windows, iOS, and Android, with updates within six months of any OS release.
• Security: Annual penetration testing is required, and the system must comply with ISO 27001 and SOC 2 Type II standards.
• Accessibility: Compliance with WCAG 2.1 Level AA is mandatory to ensure usability for individuals with disabilities.
• Reporting: All reports must be exportable in PDF, Microsoft Excel, or CSV formats.
• Notifications: A minimum of 10 business days' notice is required for any release affecting existing functionality, with major version releases requiring 30 days' notice.

3. Background & buyer context

This procurement aligns with Sport Ireland's strategic objective to enhance athlete management through advanced digital solutions. The initiative is part of a broader effort to modernize sports infrastructure and improve data management capabilities. The current system lacks the integration and functionality required to meet evolving needs. This tender aims to address these gaps by implementing a robust AMS with EMR capabilities, ensuring comprehensive athlete data management and improved operational efficiency.

4. Eligibility & selection criteria

• Turnover requirement: Minimum turnover of €225,000 in one of the previous three years.
• Insurance:
• Employer’s Liability: €12,700,000
• Public Liability: €6,500,000
• Professional Indemnity: €500,000
• Certifications: ISO 27001, SOC 2 Type II, WCAG 2.1 Level AA compliance.
• 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 evaluation follows the MEAT (Most Economically Advantageous Tender) principle, with a minimum overall score of 60% required for non-cost criteria.

6. Submission requirements

• Method statement / response document: Use named template, no page limit specified.
• CVs: Not specified.
• Pricing schedule: Complete Appendix 2.
• Case studies: Not specified.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Not specified.
• Submission portal: eTenders, with a 250MB file size limit per document.

7. Key dates & process

8. Contract terms that matter

The contract is for three years, with two possible 12-month extensions. Payments are subject to the terms in Appendix 5, with prices fixed for the first year and subject to CPI adjustments annually. The system must maintain 99% uptime, with penalties for non-compliance. IP ownership remains with Sport Ireland, and sub-contracting is allowed with prior approval. A parent-company guarantee may be required.

9. Risks, red flags & unusuals

The tender requires a high insurance coverage level, which may limit participation to larger firms. The geographic constraint is not specified, potentially broadening the bidder pool. The requirement for ISO 27001 and SOC 2 Type II certifications may exclude smaller firms without these credentials. The tight timeline for system updates (six months post-OS release) could challenge non-incumbents.

10. SME fit assessment

This tender is suitable for firms with experience in digital systems for sports management, particularly those with strong security and compliance credentials. Consortium bids are allowed, encouraging partnerships. Bid preparation may take several weeks, given the technical and compliance requirements. The incumbent's strength is not specified, but the high insurance and certification requirements suggest a competitive field.

11. Where to dig deeper

• Source RFT filename: SI-2618 AMS RFT Final.pdf
• eTenders CFT ID: Not specified
• Contact email or portal: eTenders messaging facility
• Key attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 5 — Services Contract