Single Party Framework for the provision of Public Relations and Strategic Communications Services

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 Local Government Management Agency (LGMA) seeks to establish a single-party framework for public relations and strategic communications services. The contract spans a term of 24 months, with an estimated total value of €720,000, which may be extended for up to 12 months. The contractor will be responsible for a range of activities that support LGMA and local authority campaigns and projects.

Key activities include:

• Public Relations Support: Providing strategic communications support for LGMA and local authority initiatives.
• Communications Strategy Development: Assisting in the creation and execution of communications strategies and campaigns.
• Media Engagement: Managing media relations, including crisis communications and issue management on a 24/7 basis.
• Press Material Management: Drafting, editing, and distributing press materials while advising on media engagement.
• Relationship Building: Establishing and maintaining strong connections with media and relevant organizations to position LGMA as a primary information source.
• Media Advice and Briefings: Offering media advice and preparing briefings for LGMA and local authority representatives.
• Public Messaging: Identifying key themes to shape public messaging for the sector.
• Media Coverage: Ensuring positive media coverage of local government activities and achievements.
• Anticipating Media Interest: Advising on potential media interest in upcoming publications or events.
• Content Production: Producing media and public relations assets, including multimedia and video content.
• Audience Insights: Providing insights to inform communications activities.
• Multi-channel Communications: Preparing materials for various channels as part of integrated campaigns.
• Media Query Responses: Structuring responses to media queries, including anticipated questions on known issues.
• Social Media Strategy: Advising on social media approaches.
• Internal Communication: Offering guidance on internal communication strategies.
• Event Planning: Organizing events as required.
• Measurement and Evaluation: Delivering comprehensive evaluations of all communications activities.
• Training: Providing spokesperson and media training to LGMA and local authority staff, both individually and in groups.
• Reporting: Supplying quarterly reports on service drawdown in an agreed format.

3. Background & buyer context

The procurement of these services aligns with the LGMA's ongoing commitment to enhance public relations and strategic communications for local authorities. The agency aims to improve its outreach and engagement with the public and media, thereby strengthening the reputation of local government. This initiative is part of a broader strategy to ensure effective communication and transparency within the public sector. The contract is intended to support various campaigns and projects that require professional communications expertise.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Minimum average annual turnover of €400,000 over the last three years, or pro-rata for newer firms.
• Insurance:
• Employer’s Liability: €12.7m
• Public Liability: €6.5m
• Professional Indemnity: €1m
• Cyber Insurance: €3m
• Product Liability: not applicable
• 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

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing quality and price.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to any page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the pricing schedule using the specified template.
• Case studies: Provide two case studies of relevant work, with values ranging from €50,000 to €200,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable.
• Submission portal: Tenders must be submitted via the electronic tenderbox on eTenders.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial term of 24 months, with the possibility of two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Services Contract.
• Key SLAs/KPIs: Not specified in the documents.
• Termination clauses: Either party may terminate with 14 days' notice.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: The successful bidder must designate a single entity responsible for the contract, regardless of subcontracting arrangements.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €400,000 may limit participation to established firms, potentially excluding smaller businesses.
• The lack of specified past experience requirements may lead to ambiguity in expectations.
• The absence of clear SLAs/KPIs could result in challenges in measuring performance and accountability.
• The contract does not guarantee exclusivity, which may lead to competition from other service providers.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in public relations and strategic communications. Viable bidders should have:

• A proven track record in delivering similar services, ideally with a turnover exceeding €400,000.
• The capability to manage media relations and develop communication strategies.
• The option to form consortia or subcontract is available, allowing smaller firms to collaborate with larger entities.
• Bid preparation may require several days of effort, including documentation and case study preparation.
• The incumbent's strength and established relationships with local authorities may pose a challenge for new entrants.

11. Where to dig deeper

• Source RFT filename: [1 RFT tender pr and communications services FINAL.docx]
• 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: Pricing Schedule, Appendix 3: Tenderer’s Statement.