iManage Software Maintenance and Solution Support

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 procurement covers the provision of 1 Year Software Maintenance and Solution Support for iManage Essentials Edition - On Premise Version. The services are required for 600 users. The estimated expenditure for these services over the contract term, including any possible extensions, is €185,000 (excluding VAT).

The constituent activities and specifications include:

• Software Maintenance: 1 Year Software Maintenance for iManage On Premise Essentials Edition for 600 users.
• Solution Support: Provision of solution support as specified in Appendix 1 of the RFT.
• Licensing: Accreditation as a reseller/supplier/partner of iManage Licensing Solutions and support services is mandatory. Applicants must be authorised to sell iManage products under any Volume Licensing Agreements available from iManage.
• Pricing: Tenderers must complete the Pricing Schedule (Appendix 2), quoting all-inclusive prices in Euro, exclusive of VAT. Prices must remain valid for 90 days from the Tender Deadline.
• Contract Term: The Services Contract will be for a term of 1 year.

The Contracting Authority estimates that the expenditure on the Services to be covered by the proposed [Services Contracts] may amount to some €185,000 (excl. VAT) over the Term and any possible extensions. Tenderers must understand that this figure is an estimate only based on current and future expected usage.

3. Background & buyer context

This procurement is being conducted by the Office of the Attorney General (the "Contracting Authority"). The competition is being run under an open procedure in accordance with the European Union (Award of Public Authority Contracts) Regulations 2016. The Contracting Authority's policy seeks to encourage participation by Small and Medium Enterprises (SMEs) on a fair and equal basis. Larger enterprises are also encouraged to consider practical ways to include SMEs in their proposals. The procurement is for the provision of iManage Software Maintenance and Solution Support.

4. Eligibility & selection criteria

Tenderers must satisfy the following criteria to be evaluated:

• Economic and Financial Standing: Tenderers must declare via eESPD that they satisfy the financial and economic standing requirements and can provide supporting documentation upon request. Specific financial thresholds or required documentation are not detailed in the provided text but will be requested.
• Technical and Professional Ability: Tenderers must declare via eESPD that they satisfy the technical and professional requirements and can provide supporting documentation upon request.
• iManage Accreditation: Applicants must provide a copy of their iManage accreditation certificate(s) confirming accreditation as a reseller/supplier/partner of iManage Licensing Solutions and support services. Applicants must be authorised to sell iManage products under any Volume Licensing Agreements available from iManage. Failure to submit this accreditation will result in exclusion.
• Exclusion Grounds: Tenderers must declare via eESPD that no mandatory grounds for exclusion apply, or if they do, that sufficient measures are in place to demonstrate reliability. The Contracting Authority reserves the right to exclude tenderers based on discretionary grounds for exclusion.
• International Procurement Instrument (IPI) and Foreign Subsidies Regulation: Tenderers must comply with Regulation (EU) 2022/1031 and Regulation (EU) 2022/2560, including any notification or declaration requirements for foreign financial contributions if applicable.
• Insurance: If awarded a Services Contract, the successful Tenderer must hold the following insurances for the term of the contract:
• Employer’s Liability: €12.7m
• Public Liability: €6.5m
• Product Liability: Not specified for this tender
• Professional Indemnity: €3m
• Cybersecurity: €1m Tenderers must confirm their insurance policies include Ireland and are not aware of any exclusions that would materially impact coverage.
• Tax Clearance: The successful Tenderer must provide its Tax Clearance Access Number and Tax Reference Number for online verification of tax status.

5. Award criteria & scoring

The Services Contract will be awarded on the basis of the most economically advantageous tender. The total available points are 600, calculated as follows:

Cost Scoring: The scoring for cost is based on the Pricing Schedule in Appendix 2. The lowest cost will receive the maximum of 400 points, with other tenderers' scores calculated based on their margin relative to the lowest margin.

A minimum pass mark of 125 points is required for the Solution Support criterion.

6. Submission requirements

Tenders must be submitted electronically via the ‘electronic tenderbox’ on www.etenders.gov.ie.

• Format: Tenders must be submitted in English and compiled in Microsoft Word format, with searchable text. Scanned images are not permitted. Documents must not be corrupted.
• eESPD: Tenderers must complete and submit the electronic version of the European Single Procurement Document (eESPD).
• Pricing Schedule: Appendix 2 must be completed.
• Tenderer’s Statement: A scanned, signed copy of the Tenderer’s Statement (Appendix 3) printed on the Tenderer’s letterhead must be returned.
• Declaration as to Personal Circumstances: Appendix 4 must be submitted if requested.
• File Size Limits: A file size limit of 250MB per single file applies, with a maximum total limit of 500MB for all documentation.
• Modification: If modifications are needed before the deadline, the entire tender must be re-submitted.
• Consortium/Group: If submitting as a group, a single nominated entity must be authorised to represent all members.

7. Key dates & process

8. Contract terms that matter

• Term: The Services Contract will be for a term of 1 year.
• Payment: Payments will be made in accordance with the Services Contract at Appendix 5.
• Price Validity: Quoted prices must remain valid for 90 days from the Tender Deadline.
• Currency Risk: Any currency variations over the contract term will be borne by the Tenderer.
• Termination: The Services Contract may be terminated by either party with 14 days' notice in circumstances where no queries are raised within a specified period (details not fully specified). Breach remediation is allowed within 30 days of a written request.
• Confidentiality: Information disclosed by the Contracting Authority must be treated as confidential and returned upon request.
• Sub-contracting: Tenderers must designate a single entity (Prime Contractor) responsible for the contract, irrespective of sub-contracting. Sub-contractors may need to submit separate eESPDs.
• Environmental, Social, and Labour Law: Compliance with all applicable EU and domestic environmental, social, and labour laws is mandatory.
• Employee Rights: Tenderers must comply with Council Directive 2001/23/EC concerning transfers of undertakings.
• Agency Workers: Tenderers must consider obligations under the Protection of Employees (Temporary Agency Work) Act 2012 when pricing.

9. Risks, red flags & unusuals

• iManage Accreditation: The mandatory requirement for iManage accreditation as a reseller/supplier/partner is a significant gate. Firms without this specific accreditation will be excluded.
• Value vs. Insurance: The estimated contract value of €185,000 is considerably lower than the required Public Liability (€6.5m) and Professional Indemnity (€3m) insurance levels. This suggests a potential mismatch or a standard insurance requirement applied across multiple procurements.
• Pass Mark for Solution Support: A specific pass mark of 125 points is set for the Solution Support criterion, indicating a strong emphasis on the quality and technical aspects of the proposed support beyond just cost.
• No Lowest Price Award: The Contracting Authority explicitly states it does not bind itself to accept the lowest priced or any tender.
• SME Encouragement: While SMEs are encouraged, the specific accreditation requirement might limit the pool of eligible SMEs. The RFT encourages collaboration between SMEs and larger enterprises.

10. SME fit assessment

This tender is open to firms with specific iManage accreditation as a reseller/supplier/partner. This requirement significantly narrows the potential bidder pool.

• Credible Bidders: Viable bidders are likely to be established IT service providers or resellers with a direct partnership with iManage, capable of providing both software maintenance and solution support for 600 users. The size of the firm is less critical than possessing the required iManage accreditation and the capacity to meet the insurance requirements.
• Consortium/Sub-contracting: The RFT allows for groups of undertakings to submit tenders and explicitly mentions the role of subcontractors. SMEs without direct iManage accreditation could potentially partner with an accredited firm.
• Indicative Bid-Prep Effort: Bid preparation effort would likely be moderate, focusing on completing the eESPD, the pricing schedule, and detailing the solution support approach. The primary effort would be ensuring the iManage accreditation is in order and documented.
• Pwin Signal: The mandatory iManage accreditation is the strongest indicator of incumbent strength or specific market access. Firms that are already iManage partners and providing these services to the Office of the Attorney General would have a significant advantage. The relatively low estimated value might suggest a smaller, focused service contract rather than a large-scale enterprise solution.

11. Where to dig deeper

• Source RFT Filename: [iManage Software Maintenance and Solution Support RFT 2026 Final.docx]
• eTenders CFT ID: Not specified
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 4: Declaration as to Personal Circumstances of Tenderer
• Appendix 5: Services Contract