Personal Assistants (PAs) and NoteTaker Services Framework Agreement

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start | :------------------------ | :---------------------------------------- | :-------------------------------------------------------------------------- | :-------------- | :--------- | :------------- | :--- | :------- | :-------------- | :------------------ | :-------------- | Trinity College Dublin, University College Dublin Personal Assistants (PAs) and NoteTaker Services Framework Agreement 85300000-2 (Social work services without accommodation), 80000000-4 (Education services) Not disclosed Not stated Open Procedure 2 Ireland 4 years August 2026 September 2026

2. Scope of Work

This tender seeks to establish a multi-party framework agreement for the provision of Personal Assistants (PAs) and Note Taker services to students at Trinity College Dublin (TCD) and University College Dublin (UCD). The framework will have a maximum potential duration of four years. Individual contracts will be awarded under this framework using a cascade method, where the highest-ranked tenderer is approached first. Failure to fulfil a requirement on more than three occasions will result in exclusion from the framework.

Lot 1: Provision of Personal Assistants (PAs)

• Service Provision: PAs will assist students with disabilities or significant ongoing illnesses. Services will be provided Monday to Saturday, 8 am to 6 pm, during the academic year (September to May). Occasional summer support for events like resits or orientation weeks, and out-of-hours support for specific lectures, may be required.
• Student Numbers & Timetables: The number of students requiring PA support will vary annually, with confirmation of numbers expected in September. On average, one to four PAs will be required weekly, potentially supporting multiple students. Timetables may change on a six-weekly basis without penalty.
• Contingency: If a PA cannot attend a class and no replacement is available, the provider must arrange for notes to be created retrospectively from a student-provided recording.
• Care Plans: Providers must work with each student to devise an annual care plan, ensuring all assigned PAs are familiar with it. Care plans can be reviewed upon request.
• Matching: Providers will liaise with students and Disability Advisors to match PAs to individual student needs.
• Operational Requirements: PAs must provide their own transport and cover parking costs. They require excellent interpersonal and communication skills, respect for confidentiality, and professional conduct. Providers are responsible for monitoring hours and submitting accurate timesheets.
• Training: Providers must ensure PAs have necessary qualifications, including Health and Safety standards. PAs must complete free online Disability Equality training with the National Disability Authority and any other identified training at the provider's expense. Training on specific equipment (e.g., hoists) and campus layout is required. PAs must be informed about appropriate boundaries.
• Essential Requirements: Providers must have sufficient backup for planned and unexpected leave. Flexibility is required for short-notice assistance (e.g., 24 hours). PAs must comply with DSS and ESW guidelines. Garda vetting is mandatory, with proof provided on request. An account manager and an escalation procedure for complaints must be identified.
• Account Management: A Contract Manager and a deputy contract manager must be nominated to ensure service quality, act as liaison, and resolve issues promptly.

Lot 2: Note Taking Services

• Service Provision: Notetakers will record accurate and detailed notes on content delivered in lectures or other oral presentations for students.
• Competencies: Notetakers require fast, accurate note-taking, legible writing or proficient typing skills, and good spelling/grammar. They must possess excellent interpersonal and communication skills, sensitivity, confidentiality, and respect for student privacy. Proficiency in Microsoft Word, Excel, PowerPoint, email, and internet use is required. Notes must be supplied within 24 hours of the assignment.
• Provider Responsibilities: Providers are responsible for interviewing, recruiting, and Garda vetting Notetakers. Notetakers must carry identification. Providers must anticipate demand and ensure Notetakers are available at the start of the academic year.
• Recruitment & Training: Tender responses must outline recruitment and selection processes, including required education and skills, matching procedures, and performance management. For some courses, subject-specific background or expertise may be necessary. Providers are responsible for training, managing induction, and reviewing performance.
• Resources & Logistics: Providers must supply necessary materials/equipment, including laptops. They will confirm notetaking requirements with students and liaise directly regarding arrangements. Cover must be provided for absences/cancellations.
• Reporting & Quality Assurance: Providers must supply relevant data, monitor, evaluate, and report on the service, outlining quality assurance procedures. They will monitor working hours and regularly review/amend services based on student needs. Complaints must be investigated and reported. Compliance with health and safety, welfare, quality assurance, and analytical protocols is expected.
• Account Management: A Contract Manager and a deputy contract manager must be nominated, similar to Lot 1.

3. Background & buyer context

Trinity College Dublin (TCD) and University College Dublin (UCD) are Ireland's leading universities. TCD is Ireland's highest-ranked university, with 18,000 students. UCD is Ireland's largest university, with over 33,000 students and 3,700 personnel. This joint tender is driven by the Access and Lifelong Learning departments of both institutions, aiming to create an inclusive and equitable learning experience for all students. The procurement aligns with the universities' strategic goals of supporting student success and accessibility. The services will be available to all enrolled students, staff, and for events on either campus. The current tender seeks to establish a framework agreement to efficiently procure these essential support services.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement: Minimum average annual turnover of €70,000.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Certifications: Not specified for this tender.
• 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 will be based on the Most Economically Advantageous Tender (MEAT), determined by a price-quality mix. The tender responses will first be assessed against the selection criteria. Those meeting the selection criteria will then be evaluated against the award criteria. The top five ranked tenderers, meeting all mandatory requirements and minimum scores, will be appointed to the framework agreement. Individual contracts will be awarded based on drawdown procedures within the framework. Specific weightings and scoring thresholds for award criteria are not detailed in the provided extract.

6. Submission requirements

Tenderers are required to submit the following:

• Method statement / response document: Specific templates and page limits are not detailed in the extract.
• CVs: Not specified for this tender.
• Pricing schedule: Not specified for this tender.
• Case studies: Not specified for this tender.
• Declarations:
• European Single Procurement Document (ESPD)
• Bona Fides declarations
• Tax clearance (Access Number and Tax Reference Number)
• Conflict of Interest declaration
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders. Specific format rules are not detailed.

7. Key dates & process

8. Contract terms that matter

• Term: The framework agreement has a maximum potential duration of four (4) years.
• Extension structure: Not specified for this tender.
• Payment terms: Not specified for this tender.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: The Contracting Authority reserves the right to terminate the agreement and commence a new competitive process. Members failing to deliver services to satisfaction may be removed.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Consortia and sub-contracting are permitted. Any changes after submission must be notified and may lead to disqualification.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

• Framework cascade method: The cascade approach for awarding individual contracts means that while a framework place is secured, there is no guarantee of work. The Contracting Authorities also reserve the right to operate outside the framework if it offers better value.
• No guaranteed utilisation: The framework agreement does not guarantee the purchase of services.
• Potential for disqualification: Failure to provide necessary resources in more than three instances can lead to exclusion from the framework. Changes in consortia or sub-contracting arrangements after submission may also result in disqualification.
• Open procedure: While an open procedure allows any economic operator to tender, the specific requirements for insurance and turnover, along with the potential for a limited pool of experienced providers in niche support services, could influence the competitive landscape.
• Joint tender: The services are for two distinct universities (TCD and UCD), requiring providers to manage relationships and service delivery across both institutions.

10. SME fit assessment

This tender is structured as a framework agreement for Personal Assistant and Note Taker services, divided into two lots.

• Who can credibly bid: Small to medium-sized enterprises (SMEs) with a proven track record in providing disability support services, including personal assistance and note-taking, are well-positioned. Demonstrating robust recruitment, vetting, training, and management processes for support staff is crucial. Companies with existing relationships or experience working with higher education institutions would have an advantage.
• Consortium or sub-contracting: Consortium bids are explicitly permitted, allowing smaller firms to partner with others to meet requirements or expand their service offering. Sub-contracting is also allowed, enabling SMEs to focus on specific aspects of the service.
• Indicative bid-prep effort: Preparing a comprehensive bid for a framework agreement, especially one involving two major institutions and detailed service specifications, would likely require significant effort. This could range from 15-30 working days for a dedicated team, covering proposal writing, sourcing supporting documentation, and developing operational plans.
• Pwin signal: The tender is for a framework agreement with a potential duration of four years, indicating a strategic procurement by the universities. The cascade method means that while a place on the framework is not a guarantee of work, it offers potential for ongoing contracts. The absence of specific incumbent information or named past winners does not provide a clear Pwin signal, suggesting the competition is likely open to new entrants.

11. Where to dig deeper

• Source RFT filename: Invitation to Tender TCD-26-C2493 PA and NoteTaker.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Not specified in the provided text.
• Most important attachments:
• Scope of Service Personal Assistants (PAs) – TCD-26-C2493
• Scope of Service NoteTaker Services – TCD-26-C2493
• Framework Terms and Conditions (referenced but not provided)