US Public Relations Media Database and Management Service

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

Tourism Ireland seeks a contractor to provide a comprehensive Public Relations Management Platform. The platform must offer access to a searchable and segmentable database of US-based journalists and media outlets. The contract spans up to five years, subject to annual performance reviews and budget availability.

• Database Access: Provide a platform that allows searching, identifying, and segmenting US journalists and media outlets across all major sectors and regions.
• Media List Management: Enable functionality to build, manage, segment, and export media lists for outreach and reporting.
• Journalist Recommendations: Generate recommendations based on topic relevance and historical coverage.
• Alerts and Updates: Provide alerts for new articles, relevant press activity, journalist role changes, or emerging media trends.
• Operational Office: Maintain an operational office in the US to ensure timely service delivery.
• Platform Quality: Ensure the platform is user-friendly, with instructor-led onboarding and training available.
• Performance Monitoring: Subject to a six-month probationary period, with the possibility of termination by Tourism Ireland with one month's notice if performance is unsatisfactory.

3. Background & buyer context

Tourism Ireland, established under the Belfast Agreement, markets the island of Ireland as a holiday destination. The organization is jointly funded by the Irish Government and the Northern Ireland Executive. This tender aligns with Tourism Ireland's strategic focus on North America, a key market due to its high return on investment. The US and Canada are prioritized for their potential to increase tourist numbers and economic impact. The procurement of a media database service is intended to enhance Tourism Ireland's outreach and engagement with US media.

4. Eligibility & selection criteria

• Turnover requirement: Minimum turnover of $50,000 USD in any of the previous three financial years.
• Insurance:
• Employer’s Liability Insurance: €13,000,000
• Professional Indemnity Insurance: €1,000,000
• Cyber & Data Breach Insurance: €1,000,000
• Certifications: Not specified for this tender.
• Past experience: Evidence of three similar contracts undertaken within the past three years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Must have an operational office in the US.

5. Award criteria & scoring

Price/quality split follows the MEAT criteria, with a focus on both service quality and cost.

6. Submission requirements

• Method statement / response document: Use the named template; no page limit specified.
• CVs: Not specified for this tender.
• Pricing schedule: Complete the Excel Workbook – USPUB2026.xls.
• Case studies: Evidence of three similar contracts.
• Declarations: ESPD, Bona Fides, Tax clearance, Conflict of Interest.
• Mandatory site visit: Not specified.
• Submission portal: eTenders; maximum 4GB for combined documents.

7. Key dates & process

8. Contract terms that matter

The contract is for a maximum of five years, with annual renewals based on performance and budget. A six-month probationary period allows for termination with one month's notice. Payment terms are not specified. Key performance indicators include database accessibility and media engagement metrics. Intellectual property ownership remains with Tourism Ireland. Sub-contracting is not explicitly restricted. No parent-company guarantee is required.

9. Risks, red flags & unusuals

The contract's estimated value is close to the EU Services Threshold, potentially limiting competition. The requirement for a US operational office may restrict eligibility to firms with existing US presence. The six-month probationary period introduces uncertainty, as termination can occur with minimal notice. The focus on North American media may disadvantage firms without prior US market experience.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises with experience in media database management and a US operational presence. Firms should have a turnover of at least $50,000 USD and meet the insurance requirements. Consortium bids are allowed, with turnover requirements applicable to the group as a whole. Bid preparation is estimated at 10-15 days. The incumbent's strength is not specified, but the requirement for US operations suggests a competitive advantage for firms already established in the region.

11. Where to dig deeper

• Source RFT filename: INSTRUCTIONS USPUB2026.pdf
• eTenders CFT ID: Not specified
• Clarification portal: eTenders messaging option
• Important attachments:
• Appendix A1 — IT Security/GDPR Compliance
• Appendix 2 — Award Criteria
• Schedule 1 — Specification Document