Provision of MICE Event Specialist Services in the French Market for Tourism Ireland

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 contractor is tasked with providing specialist services for Meetings, Incentives, Conferences, and Exhibitions (MICE) tourism in the French market. This involves a comprehensive approach to event management, including research, recruitment, and coordination of MICE buyers and events.

Key activities include:

• Research and Recruitment: Identify and recruit a minimum of 20 MICE buyers in each of three specified cities, totaling at least 60 buyers.
• Event Coordination: Organize a workshop or familiarization trip (Famtrip) in Ireland, inviting a minimum of 10 top French MICE buyers.
• Marketing and Promotion: Develop promotional materials and strategies to attract French buyers to events in Ireland.
• Logistics Management: Handle all logistical aspects of events, including venue selection, accommodation arrangements, and transportation for attendees.
• Stakeholder Engagement: Collaborate with local tourism boards, hotels, and other stakeholders to ensure successful event execution.
• Reporting: Provide regular updates and reports to Tourism Ireland on recruitment progress, event planning, and outcomes.

The contractor must demonstrate expertise in managing MICE events and a strong understanding of the French market dynamics.

3. Background & buyer context

This procurement aligns with Tourism Ireland's strategic objectives to enhance Ireland's visibility as a premier destination for MICE tourism. The initiative is part of a broader effort to stimulate economic growth through tourism, particularly in the wake of disruptions caused by the COVID-19 pandemic. The contract aims to leverage the expertise of a specialist service provider to effectively engage the French market, which has shown significant potential for growth in MICE tourism. The incumbent service provider is not specified in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €50,000 in the MICE sector.
• Insurance:
• Employer’s Liability Insurance with an indemnity limit of €13,000,000.
• Public Liability Insurance with an indemnity limit of €6,500,000.
• Professional Liability Insurance with an indemnity limit of €1,000,000.
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate experience in managing a minimum of 3 comparable MICE events within the last 5 years.
• Personnel: Key personnel must include at least one event manager with a minimum of 5 years' experience in MICE tourism.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The price/quality split follows the Most Economically Advantageous Tender (MEAT) principle. There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, with a maximum of 10 pages.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing schedule as per the specified template.
• Case studies: Provide 2 case studies of similar projects, with values ranging from €50,000 to €125,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be made via eTenders, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: The contract is for a period of 3 years, with the option for annual extensions.
• Payment terms: Payments will be made within 30 days of receipt of a compliant invoice.
• Key SLAs/KPIs: Specific performance indicators will be outlined in the Service Level Agreement (SLA).
• Liquidated damages: Not specified for this tender.
• Termination clauses: Tourism Ireland may terminate the contract for material breaches or failure to perform obligations.
• IP ownership: The contractor retains ownership of intellectual property rights, granting Tourism Ireland a non-exclusive license for use.
• Sub-contracting rules: Sub-contracting is permitted with prior written approval from Tourism Ireland.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €50,000 is relatively low, potentially allowing for a wider pool of bidders but may also attract less experienced firms.
• Insurance requirements: High insurance limits may pose a barrier for smaller firms without established insurance relationships.
• Experience requirement: The need for three comparable projects may limit participation from newer entrants in the MICE sector.
• Lack of specified geographic constraints: While this may broaden the pool of bidders, it could also lead to challenges in managing local relationships effectively.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with the following characteristics:

• Credible bidders: Firms with experience in MICE tourism, particularly those with established networks in the French market.
• Consortium or sub-contracting: Sub-contracting is allowed with prior approval, which may enable smaller firms to partner with experienced providers.
• Indicative bid-prep effort: Bidders should expect to invest approximately 10-15 days in preparing a competitive bid.
• Pwin signal: The absence of a specified incumbent may provide an opportunity for new entrants, but the requirement for past experience could favor established firms.

11. Where to dig deeper

• Source RFT filename: SCHEDULE 3 Services Contract (Tourism Ireland) EEA (1).pdf
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Not specified
• Important attachments:
• Schedule I — Services
• Schedule II — Pricing Schedule
• Schedule IV — Key Personnel