Invitation to Tender for the Provision of Event Ticketing Solutions for Bord Bia Bloom

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |-----------------------------|--------------------------------------------------------------------------------------------|----------------|----------------|----------|----------------|------|----------|------------------|------------------------------------|------------------| Bord Bia (Irish Food Board) Invitation to Tender for the Provision of Event Ticketing Solutions for Bord Bia Bloom 2027/2028 not stated €960,000 not stated Open not stated not stated 24 months + 1 optional extension 2026-06-26 11:00

2. Scope of Work

Bord Bia seeks a qualified service provider to deliver event ticketing solutions for the Bord Bia Bloom event in 2027 and 2028. The contractor will collaborate with Garden Events Ltd, the event management team, to ensure a seamless ticketing experience. The scope encompasses the following activities:

• Ticket Sales Management: Develop and manage a digital ticketing platform for advance sales and on-site purchases.
• User Experience Design: Create a user-friendly interface for ticket buyers, ensuring secure transactions and easy navigation.
• Event Management Support: Provide systems and processes to manage ticketing for events of significant scale, including handling discount codes and complimentary tickets.
• Reporting and Analytics: Generate reports on ticket sales, attendance, and customer demographics to inform future marketing strategies.
• Customer Service: Establish a support system for ticket buyers, addressing inquiries and resolving issues promptly.
• Marketing Collaboration: Work with Bord Bia’s marketing team to promote ticket sales and enhance audience engagement.

The contract duration is 24 months, with a potential extension of up to 12 months based on performance and budget availability.

3. Background & buyer context

This procurement aligns with Bord Bia's strategic initiative to enhance the promotion of Ireland's food, drink, and horticulture sectors through high-profile events. The Bloom event serves as a platform for showcasing these industries, necessitating a robust ticketing solution to manage attendance effectively. The decision to procure these services now is driven by the need to ensure a seamless experience for attendees and to support Bord Bia's objectives of increasing engagement and visibility for Irish producers.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1,800,000 for each of the last three years.
• Insurance:
• Employer’s Liability: €13 million (if applicable)
• Public Liability: €6.5 million
• Professional Indemnity: €1.3 million for each claim
• Product Liability: €6.5 million
• Certifications: Not specified for this tender.
• Past experience: Evidence of three comparable projects delivered within the last three years, with at least one project for Bord Bia.
• 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 overall scoring will follow a Most Economically Advantageous Tender (MEAT) approach, with a minimum threshold of 50% for each criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided Tender Response Document template, adhering to any specified page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the Appendix 2 Pricing template.
• Case studies: Provide three case studies of relevant projects, detailing project value and scope.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made electronically via the eTenders postbox.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: 24 months with one optional 12-month extension.
• Payment terms: Not specified in the documents.
• Key SLAs/KPIs: Not specified in the documents.
• Liquidated damages: Not specified in the documents.
• Termination clauses: Bord Bia reserves the right to terminate the contract with 30 days' notice.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Allowed, but the lead contractor must be identified.

9. Risks, red flags & unusuals

Potential risks include:

• Turnover threshold: The requirement for a minimum turnover of €1.8 million may limit participation from smaller firms.
• Experience requirement: The need for three comparable projects could exclude newer entrants or smaller firms without a robust portfolio.
• Lack of clarity on insurance and personnel requirements: This may lead to confusion among bidders regarding compliance.

10. SME fit assessment

The tender is open to firms with:

• A proven track record in event ticketing solutions, ideally with experience in large-scale events.
• The capacity to meet the financial and technical requirements outlined.
• Opportunities for collaboration with other SMEs or larger firms to meet the criteria.
• An estimated bid preparation effort of several days, depending on the complexity of the proposal.
• A moderate Pwin signal, as the incumbent's strength and specific past winners are not disclosed.

11. Where to dig deeper

• Source RFT filename: Bord Bia Bloom-ITT for the Provision of Event Ticketing Solutions 2027-2028.pdf
• eTenders CFT ID: Not specified.
• Contact email: Not specified.
• Important attachments: Appendix A (Specification of Requirements), Appendix 2 (Pricing Template).