Music Therapy Sessions for HSE West and North West RHA, Mental Health Services Galway

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1. At a glance

2. Scope of Work

This tender seeks a single service provider to deliver music therapy services for mental health service users within HSE West and North West RHA in Galway. The contract duration is 24 months, with a potential for two extensions of up to 12 months each. The estimated value is €146,400 over the initial 24-month term, averaging €73,200 per year.

The service provider will deliver music therapy through a combination of listening, playing, improvisation, responding, and songwriting activities. Services will be provided across multiple specified locations:

• Inpatient Psychiatric Unit, Galway University Hospital, Galway City: Approximately 45 hours per annum. Weekly group sessions are required on Wednesdays.
• Woodview (24 Hour Residential Facility), Merlin Park Hospital Campus, Galway City: Approximately 40 hours per annum. Weekly group sessions are required on Thursdays.
• Ceim Eile Day Service Centre, Merlin Park Hospital Campus, Galway City: Approximately 40 hours per annum. Weekly group sessions are required.
• Danesfield House, 23 Sea Road, Galway: Approximately 40 hours per annum. Weekly group sessions are required.
• Other agreed locations for individual sessions: Approximately 8 hours per annum.

In addition to direct therapy hours, 160 additional hours per annum are allocated for setup, pack-away, clinical notes, and staff liaison, calculated as one extra hour per site per visit.

The total estimated direct therapy hours are 333 per annum.

Individual music therapy sessions will be provided following referral from a multidisciplinary team. These sessions will be approximately 60-90 minutes long for an initial period of eight weeks, subject to review. The service provider must liaise with the treating Consultant Psychiatrist or nominated team member.

Clinical documentation is a key requirement, including written summaries after each session, recording service user engagement, participation, progress, and therapeutic observations. Service user feedback should be included where appropriate, and documentation must be submitted to the nominated HSE representative.

The service provider must comply with Children First Act 2015 requirements, including Garda vetting where applicable, and adhere to HSE safeguarding, confidentiality, and data protection policies. Quarterly activity reports detailing session numbers, attendance, referrals, service utilisation, and issues/risks are required.

3. Background & buyer context

The HSE West and North West Regional Health Area (RHA) Mental Health Services are procuring these music therapy sessions as part of a commitment to recovery-oriented, person-centred care. Music therapy is integrated as a therapeutic intervention to support service users' recovery journeys and enhance engagement with mental health services. The service aims to support emotional expression, communication, social interaction, confidence building, and overall wellbeing for individuals experiencing anxiety, depression, social isolation, and low self-esteem. This procurement seeks a qualified and experienced provider to deliver these interventions across inpatient, residential, and community mental health settings in Galway, promoting engagement, wellbeing, personal development, and positive outcomes.

4. Eligibility & selection criteria

Bidders must meet the following minimum eligibility criteria to be considered:

• Turnover requirement: The tenderer, or if a consortium/joint venture, the combined turnover of its members, must meet or exceed €30,000 per annum in each of the last three years.
• Insurance: The successful tenderer must hold the following insurance levels for the contract term:
• Employer's Liability: €12.7 million for any one claim or series of claims arising out of a single occurrence.
• Product Liability: €6.5 million for any one claim or series of claims arising out of a single occurrence.
• Professional Indemnity Insurance: €6.5 million for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5 million for any one claim or series of claims arising out of a single occurrence.
• An indemnity to Principals clause must be included for Employer's Liability and Public Liability insurances.
• Certifications: Not specified for this tender.
• Past experience: Provide at least two relevant examples of music therapy services delivered within the last 5 years. One reference must include work with a public body or healthcare setting.
• Personnel: Must propose a Contract Manager with a minimum of 12 months' experience managing or delivering music therapy services on a scale equivalent to or greater than the scope of this tender. A CV for the proposed Contract Manager must be submitted.
• Geographic / facility constraints: Services are to be delivered within HSE West and North West RHA, Mental Health Services, Galway. Specific locations are detailed in the scope of work.

5. Award criteria & scoring

Tenders that meet the minimum eligibility criteria will be evaluated based on the Most Economically Advantageous Tender (MEAT) using the following criteria and weightings:

Main Criteria Weighting (%) Marks Sub-criteria