2025P221 - Provision of Support and Maintenance Services of Expense@Work System for the Central Bank of Ireland

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 Central Bank of Ireland requires support and maintenance services for its Expense@Work system, an on-premise solution for which it holds perpetual licenses. The current contract for these services is set to expire on 17 December 2026. The successful bidder will be responsible for providing continued support and maintenance, ensuring the system operates effectively and meets the Central Bank's operational needs.

Key activities include:

• System Support: Providing technical support for the Expense@Work system, including troubleshooting and resolving issues.
• Maintenance Services: Regular updates and maintenance to ensure system functionality and security.
• Client Support Package: Delivering the Systems@Work "Expense@Work Client Support Package" as part of the service offering.
• Documentation: Maintaining comprehensive documentation of system configurations, updates, and support activities.
• Reporting: Generating reports on system performance and support activities, as required by the Central Bank.
• Compliance: Ensuring all services comply with relevant regulations and standards, including information security frameworks such as ISO27000.

The contractor must be accredited as a Systems@Work partner to provide these services effectively.

3. Background & buyer context

The procurement of support and maintenance services for the Expense@Work system is timely due to the impending expiration of the current contract on 17 December 2026. This initiative aligns with the Central Bank's commitment to maintaining operational efficiency and ensuring that its financial systems operate in the best interests of consumers and the wider economy. The Central Bank has a history of engaging with specialized service providers to enhance its operational capabilities.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €400,000 for each of the three most recent financial years prior to the Closing Date.
• Insurance:
• Public Liability Insurance with a minimum indemnity of €6,500,000.
• Employers’ Liability Insurance with a minimum indemnity of €6,500,000.
• Professional Indemnity Insurance with a minimum indemnity of €1,000,000 for each claim.
• 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, focusing on the best balance of price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Using the provided template, with no specified page limit.
• CVs: For key personnel, with no specified page count.
• Pricing schedule: To be completed using the designated template.
• Case studies: Not specified for this tender.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie, following specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial duration of 24 months, with the option to extend for an additional 24 months.
• Payment terms: Not specified for this tender.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: The Central Bank reserves the right to terminate the contract earlier than the stated term.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €400,000 is closely aligned with the estimated contract value of €400,000, which may limit competition to established firms.
• The requirement for bidders to be accredited as Systems@Work partners may restrict the pool of eligible bidders.
• The absence of specified SLAs or KPIs may lead to ambiguity in performance expectations.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that:

• Have a proven track record in providing IT support and maintenance services, particularly for financial systems.
• Can demonstrate the required insurance coverage and financial stability.
• May consider forming a consortium or subcontracting to meet the eligibility criteria, as long as they comply with the tender requirements.
• Should anticipate a moderate bid preparation effort, likely requiring several days to compile the necessary documentation and responses.
• The presence of a specific accreditation requirement may signal a stronger position for incumbents or established firms in this sector.

11. Where to dig deeper

• Source RFT filename: ITT - 2025P221 - Expense@Work Support Maintenance.pdf
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Via the messaging facility on www.etenders.gov.ie
• Important attachments: Appendix 1A — Requirements and Specifications, Appendix 2 — Tenderer’s Statement, Appendix 3 — Pricing Schedule.