Specialist Software Consultancy 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 Irish Cattle Breeding Federation (ICBF) seeks specialist software consultancy services to support its core IT systems. The estimated annual requirement is 230 days of service provision. The contract duration is three years, with a potential for one-year extensions, up to a maximum of two extensions. The estimated total expenditure over the contract term, including potential extensions, is €400,000 excluding VAT.

The services encompass the design, development, maintenance, and operation of ICBF’s core data processing, genetic evaluation, and associated IT systems. Specific activities include:

• System Design and Development: Contributing to the architectural design and development of new software solutions and enhancements for ICBF's IT infrastructure.
• System Maintenance and Operation: Providing ongoing support, troubleshooting, and operational management for existing ICBF systems. This includes ensuring the stability, performance, and security of these systems.
• Data Processing Support: Assisting with the management and processing of ICBF's core data, which likely includes livestock data and genetic evaluation information.
• Genetic Evaluation Systems: Providing expertise and support for the development and maintenance of systems used for genetic evaluations.
• Associated IT Systems: Offering consultancy for other IT systems that support ICBF's operations.

The ICBF operates with ISO 27001-certified information security management practices, and any services provided must align with these standards. Tenderers are expected to provide comprehensive and accurate information to meet the requirements outlined in Appendix 1 of the RFT.

3. Background & buyer context

The Irish Cattle Breeding Federation (ICBF) is procuring specialist software consultancy services to ensure the continued effective operation and development of its critical IT infrastructure. This procurement is driven by the need for ongoing support in designing, developing, maintaining, and operating ICBF's core data processing, genetic evaluation, and associated IT systems. The ICBF maintains ISO 27001-certified information security management practices, indicating a strategic focus on data security and system integrity. The estimated value of €400,000 over three years suggests a requirement for specialized, ongoing technical expertise rather than a one-off project. The tender is conducted under an open procedure, adhering to EU procurement regulations.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €13,000,000 (thirteen million euro) any one claim, unlimited any one period.
• Public Liability: €6,500,000 (six million five hundred thousand euro) any one claim, unlimited any one period.
• Professional Indemnity: €1,000,000 (one million euro) limit in the aggregate per insurance year.
• Certifications: Not specified for this tender, beyond the buyer's ISO 27001 certification.
• Past experience:
• Relevant company experience and track record in large-scale contracts for Oracle Database Systems, including associated managed services and maintenance. Tenderers must provide an example of a contract delivered successfully within the last two years.
• Relevant company experience and track record in working with livestock data and genetic evaluation systems. Tenderers must provide an example of a contract delivered successfully within the last two years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Services are to be provided in Ireland.

Tenderers must also declare by way of eESPD that they satisfy the economic and financial standing requirements, including evidence of relevant insurance, a current Tax Clearance Certificate, and financial statements. They must also declare that no mandatory grounds for exclusion apply, or if they do, that sufficient remedial measures are in place.

5. Award criteria & scoring

The award of the contract will be based on the Most Economically Advantageous Tender (MEAT). The specific weighting between price and quality is not explicitly stated in the provided text. However, the evaluation process involves two stages:

1. Selection Criteria: Tenderers must pass each of the selection criteria. Failure in any criterion will lead to exclusion from the competition. These criteria include:

• Economic and Financial Standing.
• Technical and Professional Ability.

2. Award Criteria: Tenderers who meet the selection criteria will be evaluated based on the award criteria. The specific award criteria and their weighting are not detailed in the provided text.

6. Submission requirements

Tenderers must submit their tenders electronically via the eTenders platform. The submission must include:

• European Single Procurement Document (eESPD): The electronic version must be completed and submitted.
• Documentation: All documentation required by the RFT must be submitted.
• Format: Tenders must follow the RFT format and respond to each element in the specified order.
• Pricing Schedule: Appendix 2 must be completed. Prices must be all-inclusive, in Euro, and exclusive of VAT.
• Tenderer’s Statement: A scanned, signed copy of the statement from Appendix 3, printed on the tenderer's letterhead, must be returned.
• Declarations:
• eESPD declarations regarding exclusion grounds and selection criteria.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration that the preparation of the tender was carried out independently.
• Case Studies: Examples of successfully delivered contracts within the last two years for Oracle Database Systems and for livestock data/genetic evaluation systems.
• Insurance Confirmation: A formal confirmation from the tenderer's insurance company or broker will be requested from the successful tenderer prior to award.

Submissions must be in English. The electronic tenderbox has a file size limit of 250MB per file and a total limit of 2GB.

7. Key dates & process

8. Contract terms that matter

• Term: Three years, with an option to extend for up to two additional periods of one year each.
• Payment: Subject to and made in accordance with the Services Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 days.
• Price Validity: Quoted prices must remain valid for six months from the Tender Deadline.
• Termination: Either party may terminate with 14 days' notice in circumstances where no queries are raised within a specified period. Specific termination clauses for breach are detailed, requiring a 30-day remedy period.
• Sub-contracting: Tenderers must designate a single entity (Prime Contractor) responsible for the contract, irrespective of sub-contracting. Sub-contractors may need to submit separate eESPDs.
• Insurance: Mandatory insurance requirements are detailed in section 2.21.1.
• Confidentiality: All information disclosed by the Contracting Authority must be treated as confidential and returned upon request.
• Data Protection: Tenderers must comply with all applicable EU and national data protection laws, including GDPR.

9. Risks, red flags & unusuals

• Insurance Requirements: The Public Liability insurance requirement of €6.5 million is substantial for a contract with an estimated value of €400,000. This may limit the pool of eligible SMEs.
• No Explicit MEAT Split: While MEAT is stated as the award basis, the specific weighting between price and quality is not provided, making it difficult to gauge the relative importance of each.
• Limited Experience Examples: The requirement for only one example of a successfully delivered contract within the last two years for each experience category (Oracle, livestock data) is relatively low, potentially allowing less experienced but otherwise compliant firms to bid.
• No Minimum Turnover: The absence of a specified minimum turnover requirement could allow very small companies to bid, but they would still need to meet the insurance and experience criteria.
• eTenders File Size Limits: The 250MB per file and 2GB total limit for electronic submissions could be challenging for tenderers with extensive supporting documentation.

10. SME fit assessment

This tender is structured to be accessible to Small and Medium Enterprises (SMEs) that possess specific technical expertise. A viable bidder would likely be a specialist software consultancy firm with demonstrable experience in:

• Oracle Database Systems, including managed services and maintenance.
• Working with livestock data and genetic evaluation systems.

Consortium or sub-contracting is permitted, as indicated by the requirement for a Prime Contractor and the mention of Subcontractors. This allows SMEs to collaborate or to bring in specialist skills they may not possess internally. The bid preparation effort would involve compiling detailed technical responses, case studies, and financial/insurance documentation, likely requiring several days of dedicated work. The tender does not explicitly signal incumbent strength or a Pwin (Probability of Win) advantage for any particular firm, suggesting a competitive process based on demonstrated capability and price.

11. Where to dig deeper

• Source RFT Filename: Specialist Software Consultancy Services request-for-tender final.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