Request for Tenders for the provision of technical services related to Foclóir Stairiúil na Gaeilge

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 contract involves the provision of technical services for the Foclóir Stairiúil na Gaeilge project, focusing on the migration of existing linguistic data into a new digital environment. The contractor will be responsible for establishing a supplier-hosted, EU-based web platform that allows for excerpting, editing, and annotation of the corpus. The work is expected to unfold over an establishment phase of approximately 6 to 8 months, with specific pilot objectives to be agreed upon.

Key activities include:

• Migration of Existing Corpus: Transitioning the current linguistic data into a new digital environment.
• Web Platform Development: Creating a supplier-hosted web platform for excerpting, editing, and annotating content.
• Functional Requirements: Delivering core functional and non-functional requirements for the establishment phase.
• Pilot Outputs: Producing agreed pilot outputs, which may include training materials and proof-of-concept documentation.
• Training and Handover: Providing training for users and handing over completed materials for ongoing use.

The contractor must ensure that the migration is completed within 6 months and that the remaining elements are operational by the end of the establishment phase.

3. Background & buyer context

The Royal Irish Academy is procuring these services to enhance the Foclóir Stairiúil na Gaeilge, a historical dictionary of the Irish language. This procurement aligns with the Academy's strategic goals to modernize its linguistic resources and improve accessibility. The project is part of a broader initiative to digitize and preserve Irish linguistic heritage. The Academy has not specified an incumbent contractor for this project, indicating an open competition for new service providers.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €50,000 over each of the last three financial years.
• Insurance:
• Employer’s Liability: €13 Million
• Public Liability: €6.5 Million
• Professional Indemnity: €1 Million
• Cyber Insurance: €500,000
• Certifications: Must hold a valid ISO/IEC 27001 certification or an equivalent internationally recognized information security standard.
• Past experience: Must demonstrate successful delivery of at least two comparable contracts in the last three years.
• Personnel: Must provide an organization chart detailing roles and responsibilities, including Full-Time Equivalents (FTEs) for key roles.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing price and quality. A minimum scoring threshold may apply, but specific thresholds are not detailed in the documents.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Follow the named template with a maximum of 20 pages.
• CVs: For key personnel, with a maximum of 2 pages each.
• Pricing schedule: Complete the format provided in Appendix 2.
• Case studies: At least two case studies demonstrating relevant experience.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: All submissions must be made via the eTenders platform.

7. Key dates & process

8. Contract terms that matter

The contract will have a term of 1 year, with the possibility of up to three 1-year extensions. Payment terms will be specified in the Services Contract, with invoices deemed accepted within 14 days unless otherwise notified. Key performance indicators (KPIs) and service level agreements (SLAs) will be established, with penalties for non-compliance potentially including liquidated damages. Intellectual property ownership will remain with the Royal Irish Academy, and subcontracting is permitted under specified conditions.

9. Risks, red flags & unusuals

Potential risks include:

• Funding uncertainty: The initial funding is set at €20,000, with additional funding subject to future approvals, which may impact project continuity.
• Tight timelines: The requirement for migration and operational readiness within 6 months may pose challenges for bidders, particularly those without prior experience in similar projects.
• Limited bidder pool: The specific insurance and certification requirements may restrict participation to a small number of firms.

10. SME fit assessment

Small and medium enterprises (SMEs) with relevant experience in digital platform development and linguistic services may find this tender accessible. The minimum turnover requirement of €50,000 over three years is manageable for many SMEs. Consortium bidding is allowed, enabling smaller firms to collaborate with larger entities to meet the technical and financial requirements. Bid preparation may require approximately 10-15 days, depending on the complexity of the proposal. The incumbent's strength is not specified, indicating an open competition.

11. Where to dig deeper

• Source RFT filename: RFT RIA v2.2 02062026.pdf
• eTenders CFT ID: not specified
• Contact email or clarification portal: Queries must be directed via the messaging facility on www.etenders.gov.ie.
• Important attachments: Appendix 1 — Requirements and Specifications, Appendix 2 — Pricing Schedule, Appendix 3 — Tenderer’s Statement.