Provision of consultancy services for Horizon Europe

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

This procurement establishes a multi-party framework agreement for consultancy services to support Maynooth University's engagement with Horizon Europe Pillar 2 and Pillar 3 programmes. The framework will have up to ten operators, subject to meeting minimum criteria. The estimated total value for both lots is €180,000 to €200,000 (ex. VAT) over the agreement's lifetime, with no guaranteed expenditure. Contracts under the framework can be awarded via direct drawdown, mini-tender competitions, or direct award for projects under €8,000.

The scope is divided into two lots:

• Lot 1: Pre-award proposal development services

• Assisting researchers in developing proposals for Horizon Europe Pillar 2 clusters (e.g., Health; Culture, Creativity and Inclusive Society; Civil Security for Society; Digital, Industry and Space; Climate, Energy and Mobility; Food, Bioeconomy, Natural Resources, Agriculture and Environment) and Pillar 3 instruments (e.g., European Innovation Council (EIC) and European Innovation Ecosystems (EIE)).

• Supporting proposals for EU Missions and Joint Undertakings (Institutionalised European Partnerships).

• Providing timely, iterative feedback on draft proposals via virtual meetings and written comments.

• Delivering grant-writing webinars and masterclasses specifically on Pillar 2, Pillar 3, Missions, and Joint Undertaking funding calls, and future FP10 calls.

• These masterclasses should be intensive, typically 1 or 2-day sessions, delivered virtually and in-person.

• Lot 2: Post-award project management services

• Providing training, webinars, and masterclasses on the technical and financial management of awarded Horizon Europe Pillar 2, Pillar 3, Missions, and Joint Undertaking projects.

• Covering topics such as reporting requirements and best practices, preparation for project review meetings, reporting templates, grant agreement obligations, budget and financial management, and compliance with EU rules.

• These should be provided as both virtual and in-house (in-person) options.

Suppliers can tender for Lot 1 only, Lot 2 only, or both. If tendering for both, two separate responses are required.

3. Background & buyer context

Maynooth University (MU) is an autonomous university established in 1997, tracing its origins to 1795. It has experienced significant growth, from 982 students in 1980 to 16,110 in 2023/24, with over 1,300 staff. MU is positioned as a research-intensive institution, aiming for global recognition in research excellence. A key strategic objective, outlined in the Maynooth University Strategic Plan 2023-2028, is to grow Horizon Europe participation. The university has already participated in over 20 Horizon Europe Pillar 2 and Pillar 3 projects, including 3 current Pillar 2/Pillar 3 coordinations. This procurement directly supports this strategic ambition, preparing for continued engagement as Horizon Europe transitions to Framework Programme 10 (FP10). The consultancy services are required to support Principal Investigators and researchers across MU's three faculties.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered eligible:

• Turnover requirement: A minimum average annual turnover of €15,000 for each of the financial years 2022, 2023, and 2024. This can be satisfied by a single entity or a group of entities.
• Insurance:
• Employers Liability (if applicable): €13.5 million
• Public Liability: €6.5 million
• Past experience: Candidates must demonstrate successful delivery of services of a comparable nature within the last three to five years. Specific details on the number or value of comparable projects are not explicitly stated as a minimum gate, but evidence of successful delivery is required.
• Personnel: A dedicated contract manager must be nominated, responsible for overall relationship management, performance review, dispute resolution, and proactive efficiency improvements. Duties are non-billable.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The framework agreement will be awarded based on the Most Economically Advantageous Tender (MEAT). The evaluation will consider both quality and price. The specific weighting between quality and price is not explicitly stated in the provided text. However, the lowest cost tender that also meets all minimum qualitative award criteria will receive the maximum score for the cost criterion. Further details on the scoring methodology and specific sub-criteria for quality will be provided in the full tender documentation.

6. Submission requirements

Tenderers must submit their responses electronically via the eTenders Postbox facility on www.etenders.gov.ie. The submission must adhere to the format of the tender documents and respond to each element in the order set out in the RFT.

Key submission components include:

• Tender Response Document: This document will form the basis for evaluation and must be completed in the format provided.
• Pricing Document: A separate pricing matrix or schedule is required.
• Declarations: Tenderers must provide necessary declarations, including Tax Clearance Access Number and Tax Reference Number for verification.
• Format: Responses should ideally be a single uploaded RFT document, page-numbered and indexed, along with the cost matrix. Documents must be readable using PDF readers.
• File Size/Upload Limit: Maximum of 2.14 GB for individual files, with a one-hour limit for upload.
• Modification: Tenders can be modified and re-sent up until the submission deadline. The ‘Submit Response’ button will be disabled automatically after the deadline.
• Single Tender: Each tenderer is limited to submitting one tender in their own capacity and one as part of a consortium.

7. Key dates & process

8. Contract terms that matter

• Contract Length: The framework agreement will be for two (2) years, with the option to extend for two (2) additional twelve (12) month periods, subject to satisfactory performance, business needs, and budgetary constraints.
• Payment Terms: Invoices are to be submitted monthly for costs incurred in the preceding month. The Contracting Authority operates in accordance with S.I. 580 of 2012 (EU Directive 2011/7/EU on Late Payment). Payment is typically via Electronic Funds Transfer.
• Service Level Agreements (SLAs): The Contracting Authority intends to put in place SLAs with successful framework members.
• Termination: Not explicitly detailed in the provided text beyond general contract clauses.
• IP Ownership: Not specified for this tender.
• Sub-contracting: Encouragement for SMEs to form relationships with larger enterprises is noted, suggesting sub-contracting is permissible, but specific rules are not detailed.
• Parent-company guarantee or bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Indicative Value vs. Contract Structure: The estimated total value (€180,000 - €200,000) is relatively low for a framework intended to support a university's extensive research funding activities. This suggests that expenditure is not guaranteed and may be sporadic, relying heavily on direct drawdowns or mini-competitions for specific needs.
• Multi-Party Framework: The establishment of a multi-party framework with up to ten operators means significant competition for any awarded contracts. Admission to the framework does not guarantee any work.
• Funding Dependency: The contract is contingent on continued funding approvals from government planning agencies, relevant authorities, and University capital budget committees, introducing a risk of reduced or cancelled expenditure.
• No Guaranteed Expenditure: Explicitly stated that there is no guaranteed expenditure under the framework agreement.
• Direct Award Threshold: Direct awards are limited to projects under €8,000, meaning most requirements will likely go through mini-competitions or direct drawdowns based on MEAT for specific tasks.

10. SME fit assessment

This tender is structured as a multi-party framework agreement, open to a range of service providers.

• Who can credibly bid: The tender is suitable for small to medium-sized enterprises (SMEs) with specialised expertise in research grant writing, proposal development, and project management for EU funding programmes like Horizon Europe. The low turnover requirement (€15,000 average annual turnover) makes it accessible to smaller firms. However, the complexity of Horizon Europe and the need for demonstrable experience in this specific area will favour established consultants or teams with a proven track record. Larger enterprises are also encouraged to participate.
• Consortium/Sub-contracting: The tender explicitly encourages SMEs to explore forming relationships with other SMEs or larger enterprises. This indicates that consortium bids and sub-contracting are permitted and potentially encouraged to enhance capabilities and social/economic benefits.
• Indicative bid-prep effort: Preparing a comprehensive bid for a framework agreement, especially one involving specific EU funding programmes, requires significant effort. This would likely involve developing detailed methodologies for both pre-award and post-award support, outlining team expertise, and preparing case studies. An estimate of 5-10 days of dedicated effort for a small team is plausible, depending on existing proposal templates and familiarity with Horizon Europe.
• Pwin signal: There is no explicit indication of an incumbent provider being favoured. The open procedure and multi-party framework structure suggest a competitive process. The primary "Pwin" signal is the requirement for specific, demonstrable experience in Horizon Europe Pillar 2 and Pillar 3, which may favour firms already working with research institutions or those with a strong understanding of EU funding mechanisms.

11. Where to dig deeper

• Source RFT filename: [519 RFT consultancy services Horizon.docx]
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact for Queries: Questions and Answers facility on www.etenders.gov.ie
• Key Attachments:
• 519 RFT consultancy services Horizon (main document)
• 519 TRD consultancy services Horizon (Tender Response Document)
• 519 Sample Services contract
• 519 Pricing Document