Provision of Service Design and Strategic Design support for the development of a Common Application System (CAS) for school admissions

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 providing service design and strategic design support for the development of a Common Application System (CAS) for school admissions. The Department of Education and Youth seeks to advance priority transformation initiatives, including achieving a 90% digital target under the Better Public Services 2030 initiative.

The contractor will perform the following activities:

• Service Design Support: Two Service Designers will be embedded within cross-functional project teams.
• Research: Conduct user research to inform the design process.
• Journey Mapping: Develop user journey maps to visualize the experience of applicants.
• Prototyping: Create prototypes of the application system to test concepts and gather feedback.
• Future-State Service Design: Design future service models that align with the Department's objectives.
• Capability Uplift: Ensure that design methods and artifacts are integrated into ongoing transformation programs.
• Collaboration: Work closely with the Service Design Lead at the Assistant Principal level and other stakeholders within the Department.

The work will be conducted over a 12-month period, with a potential for two 12-month extensions, depending on the needs of the Department.

3. Background & buyer context

This procurement is initiated to support the Department of Education and Youth's strategic objectives, particularly in enhancing digital services for school admissions. The initiative aligns with the Government's Better Public Services 2030 policy, which aims to improve public service delivery through digital transformation. The Department has an established Service Design practice and is looking to expand its capabilities to meet these goals effectively. The urgency of this procurement stems from the need to implement the CAS in a timely manner to facilitate smoother school admissions processes.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €500,000 (excluding VAT).
• Insurance:
• Employer's Liability: €12,700,000 limit for any one claim.
• Public Liability: €6,500,000 limit for any one claim.
• Professional Indemnity: €950,000 for any one claim.
• Cyber Liability: €1,000,000 for any one 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 overall scoring will be based on the most economically advantageous tender (MEAT) approach, with a total of 1,000 marks available.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Complete the Tender Response Document (TRD) provided as an attachment, adhering to specified page limits.
• CVs: Include CVs for a maximum of 6 team members, formatted as per the TRD template.
• Pricing schedule: Complete the Pricing Schedule at Appendix 2.
• Case studies: Not specified for this tender.
• Declarations: Include 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 the electronic tenderbox on www.etenders.gov.ie, following all specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: The contract is for 12 months, with up to two 12-month extensions available.
• 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 or penalty regimes: Not specified for this tender.
• Termination clauses: The contract may be terminated by either party with 1 month written notice.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Allowed, but a single entity must be designated as the Prime Contractor.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €500,000 may limit participation from smaller firms, potentially favoring larger incumbents.
• The absence of specified past experience requirements may lead to variability in the quality of submissions.
• The lack of clarity on geographic constraints may create uncertainty for bidders regarding eligibility.

10. SME fit assessment

This tender is suitable for small to medium enterprises (SMEs) with expertise in service design and strategic design. Viable bidders should have:

• Experience in service design projects, ideally within the public sector.
• The capacity to form consortia or subcontract with other SMEs or larger firms to meet the tender requirements.
• An indicative bid preparation effort of approximately 10-15 days, depending on the complexity of the proposal.
• A moderate Pwin signal, as the absence of an incumbent may open opportunities for new entrants.

11. Where to dig deeper

• RFT filename: RFT_DEY_Service design_Open Procedure_final.pdf
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement