RFT for the provision of meeting software

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 tender seeks the provision of meeting software for the Health and Social Care Professionals Council (CORU). The contract will incorporate the Request for Quotation (RFQ), any clarifications issued, the tenderer's submission, and any clarifications provided by the tenderer. The contractor will provide the services as detailed in Schedule B of the Services Contract, which outlines the nature, quality, time of delivery, key personnel, and functional specifications.

The core activities and requirements for the contractor include:

• Service Provision: Deliver the specified meeting software services in accordance with the Specification, RFQ, CORU's directions, and the terms of the Agreement.
• Compliance: Adhere to CORU's policies, guidelines, and project governance protocols. Comply with all local security, health, and safety arrangements as notified by CORU.
• Industry Standards: Provide services in accordance with good industry practice and all applicable laws, including environmental, social, and labour law established by EU and national law, collective agreements, and international conventions.
• Personnel Management: Be solely responsible for the employment, remuneration, taxes, immigration, and work permits of all personnel engaged for the services.
• Sub-contracting: Assume full responsibility for sub-contractors, ensuring their compliance with the agreement. CORU reserves the right to require the replacement of any sub-contractor if exclusion grounds apply.
• Key Personnel: Ensure all key personnel specified in the submission are available for the Term. Immediately notify CORU of any inability of key personnel to provide services and replace them with personnel of equivalent experience and expertise, subject to CORU's absolute discretion.
• Information Security: Comply with ISO27001 or demonstrate implementation of a Cyber Security Framework for the provider and hosting companies.
• Reporting: Maintain records and comply with reporting arrangements and protocols as required by CORU.
• System Functionality: Ensure the meeting software system is installed and functional by 12th October 2026.

3. Background & buyer context

The Health and Social Care Professionals Council (CORU) is procuring meeting software. This procurement is advertised via eTenders. The contract will be governed by a Services Contract and Confidentiality Agreement. The RFT references the "European Union (Award of Public Authority Contracts) Regulations 2016" and "Council Directive 2001/23/EC (TUPE Regulations)", indicating a framework of compliance with EU public procurement and employment regulations. The estimated value of the proposed services contract is approximately €25,000, exclusive of VAT.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Tenderers must meet a minimum average annual turnover of €50,000 over each of the last three financial years.
• Insurance:
• Employer's Liability: €13 million limit for any one claim or series of claims arising out of a single occurrence. (Note: one document also states €12.7m).
• Public Liability: €6.5 million limit for any one claim or series of claims arising out of a single occurrence. (Note: one document also states €6.5m).
• Product Liability: €1 million. (Note: one document also states €1.5m).
• Professional Indemnity: Not specified for this tender.
• Certifications:
• Provider and hosting companies must demonstrate compliance with ISO27001 or proof of implementation of a Cyber Security Framework.
• 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

The award criteria are not explicitly detailed with scoring percentages in the provided text. However, the tender documents indicate that the "lowest cost tender that also meets all the minimum requirements of the qualitative award criteria will receive the maximum score achievable under this criterion." This suggests a price-driven award, with quality being a pass/fail or minimum threshold requirement. The evaluation will consider merit beyond the minimum requirements.

The overall approach is MEAT (Most Economically Advantageous Tender), with price being a significant factor, but quality minimums must be satisfied.

6. Submission requirements

Bidders are required to submit the following:

• Response Document: The RFT and its clarifications, along with the tenderer's submission and its clarifications, form the basis of the agreement. Specific templates for the response document are not detailed here.
• CVs: Not explicitly mentioned as a separate requirement, but "Key Personnel" are specified in the Submission.
• Pricing Schedule: Detailed in Schedule C of the Services Contract. All prices quoted must remain valid for 180 days from the submission deadline.
• Case Studies: Not specified for this tender.
• Declarations:
• Tax Clearance Certificate: Contractor must provide a current Tax Clearance Certificate.
• Declaration as to Personal Circumstances of Tenderer: Confirms no exclusion grounds apply.
• Bona Fides: Not explicitly named, but implied through declarations.
• Conflict of Interest: Not explicitly named, but addressed in contract terms.
• Mandatory Site Visit: Not specified for this tender.
• Submission Portal: Via eTenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

• Term: The initial Term is not specified but will expire on a date to be inserted.
• Extension: The Client reserves the right to extend the Term for up to twelve (12) months, with a maximum of two (2) such extensions permitted.
• Payment: Payment of Charges is subject to Contractor compliance with the agreement, furnishing valid invoices, and CORU possessing the Contractor's current Tax Clearance Certificate. Invoices are subject to a 14-day query period; thereafter, they are deemed accepted. Late payment regulations apply.
• Key SLAs/KPIs: Not explicitly detailed in the provided text, but Contractor must act with "due care, skill and diligence." Time of delivery is of the essence.
• Liquidated Damages/Penalties: Not explicitly detailed, but CORU may recover excess prices if ordering elsewhere due to Contractor failure. A "Retention Amount" of 10% may be withheld if CORU is dissatisfied with performance.
• Termination: Either party can terminate with one month's (Client) or three months' (Contractor) written notice. Immediate termination is possible for serious breaches (30-day remedy period), insolvency, conflicts of interest, material adverse publicity, or if exclusion grounds apply.
• IP Ownership: All Intellectual Property Rights (IPR) in "Materials" (reports, data, manuals, recordings, etc.) produced for the agreement vest in CORU. The Contractor assigns all IPR in the Materials to CORU.
• Sub-contracting: The Contractor is liable for its sub-contractors. CORU can require sub-contractor replacement.
• Parent-company Guarantee/Bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Low Value, High Compliance: The estimated contract value of €25,000 is relatively low, yet the tender process and contract terms reference significant compliance requirements, including EU regulations, ISO27001, and detailed insurance levels. This suggests a focus on compliance and risk mitigation over significant financial outlay.
• Insurance Levels: The insurance requirements, particularly Employer's Liability at €13 million and Public Liability at €6.5 million, are substantial for a contract of this estimated value. This may be a barrier for smaller, specialised providers.
• Unspecified Award Criteria: While price is indicated as a key factor, the specific weighting and qualitative criteria are not detailed, making it difficult to assess the precise balance between price and quality in the award decision.
• Tight Go-Live: The system must be functional by 12th October 2026, which is only one month after the submission deadline. This requires rapid mobilisation and implementation post-award.
• Contractual Priority: The Services Contract and its Schedules have priority over the Tender Pack and the Submission in case of conflict, meaning the detailed contract terms will govern.

10. SME fit assessment

This tender is likely best suited for small to medium-sized enterprises (SMEs) that specialise in providing software solutions and can meet the specified insurance and compliance requirements.

• Who can credibly bid: A firm with proven experience in delivering software solutions, particularly meeting or collaboration platforms. They must be able to demonstrate compliance with ISO27001 or equivalent cybersecurity frameworks. The significant insurance requirements (€13m EL, €6.5m PL) may be a hurdle for very small businesses, but are standard for many established service providers.
• Consortium/Sub-contracting: Sub-contracting is permitted, and the contractor is responsible for their sub-contractors. This allows for flexibility, potentially enabling SMEs to partner with other firms to meet specific requirements.
• Indicative bid-prep effort: Given the need to address insurance, compliance, and the specific contract terms, bid preparation could require 5-10 days of effort for a firm familiar with public sector tenders. This includes gathering documentation, formulating responses, and ensuring all mandatory requirements are met.
• Pwin signal: The tender appears open, with no explicit mention of an incumbent. The low value and specific compliance focus suggest it is not a large-scale strategic IT project but a specific functional requirement. The primary challenge for SMEs will be meeting the insurance thresholds and the tight go-live date.

11. Where to dig deeper

• Source RFT Filename: [260731 Services Contract and Confidentiality Agreement-ToPC Radiographers.pdf]
• eTenders CFT ID: Not specified in the provided text.
• Contact Email/Portal: Not specified in the provided text.
• Most Important Attachments:
• Appendix 4 Services Contract and Appendix 5 Confidentiality Agreement
• Schedule B (detailing the Services)
• Schedule C (detailing the Charges)