Establishment of a Panel for Past Exam Papers

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1. At a glance

2. Scope of Work

The Cavan and Monaghan Education and Training Board (CMETB) is establishing a panel of service providers for the provision of past examination papers to its post-primary schools. This procurement is divided into two lots: Lot 1 for English version past exam papers and Lot 2 for Irish version past exam papers. The panel will operate for a duration of four years, subject to annual review of performance, business needs, and budgetary constraints.

The primary function of panel members will be to supply hard copy past examination papers for Junior and Leaving Certificate requirements. Suppliers must provide up-to-date papers that meet current curricular needs. This includes offering full technical and customer service support for each user, ensuring no issues require resolution by the school or CMETB.

Key activities and requirements for panel members include:

• Provision of Past Exam Papers: Supplying hard copy past exam papers for Junior and Leaving Certificate examinations.
• Curriculum Alignment: Ensuring papers provided align with current educational curricula and can be updated as curricular demands change.
• Technical and Customer Support: Offering comprehensive support to individual users, resolving any issues that arise without escalation to the school or CMETB.
• Order Processing: Invoicing must be processed by individual school or centre. Each school will require a single point of contact for ordering, delivery, and day-to-day issues.
• Adaptability to Curriculum Changes: Being aware that the list of subjects may change over the panel term due to potential piloting of new subjects by the Department of Education.
• Data Protection Compliance: Ensuring the security of Personal Data in line with Data Protection Acts 1998 and 2003, and EU General Data Protection Regulation (GDPR). A Data Protection Policy is required, and a Data Protection Impact Assessment (DPIA) may be required prior to appointment.
• Health and Safety Compliance: Adhering to all Health & Safety legislation, with a health and safety statement to be provided on request.
• Quality Assurance: Demonstrating satisfactory internal or external quality assurance mechanisms.
• Environmental Considerations: Detailing environmental policies and systems, and whether they are third-party certified.

The Contracting Authority reserves the right to operate outside the panel if it offers better value for money, and admission to the panel does not guarantee contract awards.

3. Background & buyer context

Cavan and Monaghan Education and Training Board (CMETB) is a statutory authority responsible for education and training across Cavan and Monaghan. Established under the Education and Training Boards Act 2013, it replaced the former Vocational Education Committees (VECs). CMETB is the largest educational provider in its region, managing second-level schools, further education colleges, and various adult education and training centres. It employs approximately 1,400 staff and educates over 13,000 students.

This procurement is driven by CMETB's need to source past examination papers for its post-primary schools to support student learning. The establishment of a panel is considered the most appropriate procurement process to assess the financial and technical capacity of multiple economic operators for the provision of these services over the panel's duration. The panel aims to leverage efficiencies and maximise cost savings. The estimated total value of services under the panel is capped at €221,000 (excluding VAT) over its four-year term.

4. Eligibility & selection criteria

To be considered for admission to the panel, applicants must meet the following criteria:

• Turnover requirement: Combined turnover relating to the provision of online exam papers must have exceeded €50,000 for each of the past three years (2023, 2024, 2025).
• Insurance: Confirmation of current insurance and commitment to the following levels if successful:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Policies must indemnify the Contracting Authority. Evidence of cover or a letter from an insurer stating cover can be put in place within one week of appointment is required.
• Certifications: Not specified for this tender, but applicants must demonstrate satisfactory internal or external quality assurance mechanisms.
• Past experience: Applicants must demonstrate previous relevant experience for the project, covering the current education curriculum. Specific numbers or value of past projects are not quantified.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.
• Tax Compliance: Evidence of tax compliance from the Irish Revenue Commissioners is required, verified via Tax Clearance Access Number and Tax Reference Number.
• Financial Stability: Applicants must demonstrate financial stability through a letter from their auditor or a copy of their latest financial statement, confirming they have the resources to pay debts as they fall due.
• Data Protection: Applicants must provide a copy of their Data Protection Policy and ensure compliance with relevant data protection legislation.
• Health and Safety: Applicants must confirm compliance with all Health & Safety legislation and provide a copy of their health and safety statement on request.
• Environmental Policies: Details of environmental policies and systems, and whether they are third-party certified, are required.

5. Award criteria & scoring

This tender is for the establishment of a panel, not the direct award of a contract. The criteria for admitting applicants to the panel are suitability-based, not scored against a weighting. Once on the panel, individual contracts will be awarded based on the following criteria:

There is no explicit mention of a price/quality split for panel admission. The award of individual contracts will consider value for money alongside suitability, lead times, and customer service.

6. Submission requirements

Applicants must submit their applications electronically via the eTenders messaging facility and by email to [email protected]. The submission must follow the format of the tender document and respond to each element in order.

• Application Response Document: Applicants must complete the Application Response Document provided via www.etenders.gov.ie.
• Format: The response should ideally be a single uploaded file, clearly labelled, page-numbered, and indexed. A ZIP file is recommended to protect file integrity.
• Content:
• Cover Letter: Including applicant name, address, key contact details, date of establishment, legal status, and website/social media if applicable.
• Insurance Confirmation: Self-declaration of current insurance and agreement to required levels.
• Tax Compliance Confirmation: Self-declaration of tax compliance status.
• Financial Stability Evidence: Auditor's letter or latest financial statement.
• Data Protection Policy: A copy of the applicant's Data Protection Policy.
• Health and Safety Statement: To be provided on request.
• Environmental Policies: Details of environmental policies and systems.
• Previous Experience: Evidence of relevant experience.
• Declarations: Applicants must sign declarations as required within the Response Document.
• Submission Portal: Applications must be submitted via eTenders. A maximum file size of 2.14 GB and a one-hour upload limit apply. Applicants must click "Submit Response" before the deadline.
• Queries: All queries must be submitted via the Questions and Answers facility on www.etenders.gov.ie by the specified deadline.

7. Key dates & process

The panel will operate for four years, with annual re-advertisements on eTenders. Applications are accepted throughout the panel's lifecycle, but to be considered for the first tranche of contracts, applicants must apply by the initial deadline.

8. Contract terms that matter

• Panel Duration: 4 years, subject to annual review. The panel may be terminated at any time at the discretion of CMETB. Contracts awarded under the panel may extend beyond the panel's expiry date.
• Payment Terms: Invoices must be by individual school or centre. CMETB operates under the European Communities (Late Payment in Commercial Transactions) Regulations 2012. Electronic Funds Transfer is the normal payment method. E-invoicing compliant with the PEPPOL directive may be required.
• Key SLAs/KPIs: Not explicitly detailed for panel admission, but performance is subject to annual review. For individual contract awards, criteria include suitability, lead times, customer service, and value for money.
• Liquidated Damages: Not specified for this tender.
• Termination Clauses: CMETB reserves the right to discontinue the procurement process at any time. The panel may be terminated in its entirety at any point at the discretion of CMETB.
• IP Ownership: Not specified for this tender.
• Sub-contracting Rules: Not specified for this tender.
• Parent-Company Guarantee/Bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Panel Structure: The use of a panel means that qualifying does not guarantee contract awards. CMETB can also procure services outside the panel if it offers better value for money. This creates uncertainty for potential suppliers regarding actual business volume.
• Estimated Value: The total estimated value of €221,000 (excluding VAT) over four years is relatively low, suggesting individual contract values will be modest. This may influence the cost-benefit analysis for some bidders.
• No Guaranteed Expenditure: The tender explicitly states there is no guaranteed expenditure under the panel, reinforcing the risk of low or no contract awards for panel members.
• Annual Re-advertisement: While the panel is for four years, it is re-advertised annually. This means panel members must maintain their eligibility and potentially re-apply or confirm their continued interest.
• Open Tender Procedure: Although described as an "open tender procedure," it functions as a pre-qualification process to establish a panel. The actual award of contracts happens later based on specific needs and criteria.
• No Minimum Number of Panel Members: There are no restrictions on the number of applicants who can qualify for the panel, provided they meet the requirements. This could lead to a large number of suppliers competing for limited work.

10. SME fit assessment

This tender is structured as a panel establishment, making it potentially accessible to Small and Medium-sized Enterprises (SMEs) that specialise in providing educational materials, specifically past exam papers.

• Who can credibly bid: A credible bidder would be a company with a proven track record in supplying educational resources, specifically past exam papers, that align with the Irish Junior and Leaving Certificate curricula. They must demonstrate financial stability with a turnover exceeding €50,000 annually in this specific service area for the last three years. The required insurance levels (€6.5m Public Liability, €13m Employers Liability) are substantial and may be a barrier for very small or newly established businesses without significant backing.
• Consortium/Sub-contracting: The documents do not explicitly mention whether consortium bids or sub-contracting are permitted. However, the requirement for a single point of contact for each school suggests a preference for a primary supplier. SMEs might consider forming a consortium if allowed.
• Indicative bid-prep effort: Preparing a comprehensive application, including gathering financial statements, auditor letters, insurance confirmations, and detailing policies (Data Protection, Health & Safety, Environmental), could require 5-10 working days for a business already familiar with public procurement processes.
• Pwin signal: The tender is for a panel, not a single incumbent contract. The low estimated value and lack of guaranteed expenditure suggest that CMETB may be seeking competitive pricing and a broad base of suppliers. The absence of specific named incumbent suppliers or a clear indication of a dominant player suggests the market is open. The main challenge for SMEs will be meeting the insurance and financial stability requirements.

11. Where to dig deeper

• Source RFT Filename: CFT Invitation to Tender - Panel Membership.pdf
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact Email: [email protected] (for submissions), [email protected] (eTenders helpdesk)
• Key Attachments:
• Application Response Document (format for submission)
• Appendix 1 – Sample Subject List (context for curriculum alignment)
• Method of Submission (detailed electronic submission instructions)