Academic Personal Assistants, Note Takers, and Health Care Assistants

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 contract involves the provision of Academic Personal Assistants, Note Takers, and Health Care Assistants for South East Technological University (SETU) across three campuses: Carlow, Waterford, and Wexford. The service is aimed at supporting students with disabilities, ensuring they can fully participate in their academic programs.

Key activities include:

• Service Delivery: Providing personal assistance and note-taking services during academic hours, primarily from 9:00 AM to 5:00 PM, Monday to Friday, with potential evening and Saturday requirements.
• Staffing: Supplying qualified personnel, including Academic Personal Assistants (who must hold a minimum Level 7 degree) and Health Care Assistants (who must have a Level 5 qualification in Health Care Assistance).
• Operational Flexibility: Ensuring the ability to scale services up or down based on student needs, with a commitment to provide cover for absences.
• Documentation: Maintaining accurate records of services provided, including signed logs submitted monthly to SETU.
• Training and Induction: Conducting initial and ongoing training for staff, ensuring compliance with SETU policies and health and safety regulations.
• Communication: Establishing clear communication pathways between staff, students, and university officials to facilitate effective service delivery.
• Performance Management: Implementing methods for evaluating staff performance and managing complaints.

The service is expected to run throughout the academic year, including examination periods, which typically span 34 weeks.

3. Background & buyer context

The procurement is initiated as part of SETU's commitment to inclusivity and support for students with disabilities. Established on 1st May 2022, SETU serves over 18,000 learners and aims to enhance educational access and success for all students. The university's strategic objectives include fostering social inclusion and responding to the diverse needs of its student population. This tender aligns with SETU's broader mission to provide high-quality educational support services.

4. Eligibility & selection criteria

Bidders must meet the following eligibility criteria:

• Turnover requirement: Minimum average annual turnover of €100,000 (ex VAT) in each of the last three financial years.
• Insurance:
• Employers Liability: €13 million Euro any one accident
• Product/Public Liability: €6.4 million
• Professional Indemnity: €1 million for any one claim or series of claims arising out of a single occurrence.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: All Academic Personal Assistants and Note Takers must hold a minimum Level 7 degree.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will follow a Most Economically Advantageous Tender (MEAT) approach, with a minimum threshold of 70% required across qualitative criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Complete the named template with no specified page limit.
• CVs: For all proposed personnel, with no specified page limit.
• Pricing schedule: To be submitted using the named template.
• Case studies: Not specified for this tender.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders, following specific format rules as outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Contract duration: Initial term of one year with an option to extend for two additional years based on performance.
• Payment terms: Payments will be made within 30 days of receipt of a valid invoice, with a commitment to reduce this to 15 days where possible.
• Key performance indicators (KPIs): Not explicitly stated but implied through service delivery expectations.
• Termination clauses: The client reserves the right to terminate the contract under specific circumstances, including non-compliance with service requirements.
• Sub-contracting rules: Not specified for this tender.
• IP ownership: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €100,000 may limit participation from smaller firms, particularly those without a proven track record in similar contracts.
• Geographic constraints: The requirement for service provision across three campuses may complicate logistics and staffing for bidders not based in the region.
• Staff qualifications: The requirement for all Academic Personal Assistants and Note Takers to hold a Level 7 degree may restrict the pool of available candidates.
• Service continuity: The need for flexible staffing arrangements may pose challenges for firms with limited resources.

10. SME fit assessment

Small and medium-sized enterprises (SMEs) that can credibly bid for this tender should:

• Have experience in providing educational support services, particularly for students with disabilities.
• Meet the minimum turnover requirement of €100,000.
• Be capable of recruiting qualified personnel who meet the educational requirements specified.
• Consider forming consortia or subcontracting to meet staffing needs, as this may enhance their capacity to deliver the required services.
• Expect a bid preparation effort of several days, given the detailed requirements outlined in the tender documents.
• Be aware that the incumbent provider's strength may influence the competition, particularly if they have established relationships with SETU.

11. Where to dig deeper

• Source RFT filename: RFT for PA and Notetakers 2026 final.docx
• eTenders CFT ID: Not specified
• Contact email: eTenders messaging facility
• Important attachments:
• Appendix 1 — Pricing Schedule
• Appendix 2 — Form of Tender
• Appendix 3 — Declaration of Bona Fide