Request for Tender for the Provision of a Space Booking System

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 a Space Booking System for the Competition and Consumer Protection Commission (CCPC). The system must facilitate the reservation of desks and car parking spaces for a user base estimated between 270 and 370 individuals. The contractor will be responsible for the following activities:

• System Development: Design and implement a space booking system that allows users to reserve desks and parking spaces.
• User Access Management: Provide a generic administrative login for a minimum of four users to manage reservations.
• Booking Restrictions: Implement a restriction on advance bookings to a minimum of one month to accommodate new staff.
• System Certification: Ensure the proposed system is ISO 27001 certified or holds an equivalent certification.
• Support and Maintenance: Offer ongoing support and maintenance for the duration of the contract, ensuring system reliability and user satisfaction.
• User Training: Conduct training sessions for staff to effectively use the booking system.
• Reporting: Generate reports on usage statistics and system performance.

The contractor must ensure that the system is operational by 06 September 2026, with a contract term of 48 months, potentially extendable for up to two additional 12-month periods.

3. Background & buyer context

The CCPC seeks to implement a Space Booking System to enhance operational efficiency and manage workspace effectively. This procurement aligns with the CCPC's strategic goals to modernize its facilities and improve service delivery. The initiative is part of a broader effort to optimize resource utilization within public sector organizations. The CCPC has not disclosed any incumbent provider for this service, indicating an open market opportunity for new entrants.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €100,000 in at least two of the last three financial years.
• Insurance:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Cyber Liability: €250,000
• Professional Indemnity: €1,000,000
• Certifications: The proposed system must be ISO 27001 certified or hold an equivalent certification.
• Past experience: Evidence of at least two comparable projects demonstrating successful contract delivery, with referees provided for each.
• 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 price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the template provided in the RFT, with no specified page limit.
• CVs: Include CVs for key personnel involved in the project.
• Pricing schedule: Complete the Pricing Schedule at Appendix 2.
• Case studies: Provide details of two previous contracts of similar scope and value.
• Declarations: Include the European Single Procurement Document (eESPD), Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic tenderbox on eTenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: 48 months, with the possibility of two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Services Contract at Appendix 5.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential concerns include:

• The turnover requirement of €100,000 may limit participation to established firms, potentially excluding smaller businesses.
• The lack of specified SLAs or KPIs may lead to ambiguity in performance expectations.
• The absence of a mandatory site visit could hinder bidders' understanding of the CCPC's specific needs.

10. SME fit assessment

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

• A minimum turnover of €100,000, indicating a capacity to handle the contract value.
• Experience in delivering similar projects, which may require collaboration with other SMEs or larger firms to meet the technical and financial criteria.
• Bid preparation may require several days to compile the necessary documentation and case studies.
• The incumbent's strength is not disclosed, indicating a level playing field for new entrants.

11. Where to dig deeper

• Source RFT filename: 2026.06.03 RFT for Space Booking FINAL.pdf
• eTenders CFT ID: ServicesRFT160125
• Contact email: Not specified
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement