Leitrim PEACEPLUS Leitrim Women through The Troubles

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

This procurement seeks proposals for a programme exploring the experiences of women in Leitrim during The Troubles. The contract duration is ten months, with an indicative budget of €40,280 inclusive of VAT. The programme falls under PEACEPLUS Programme (PP) Theme 2: Thriving & Peaceful Communities, which is a cross-border initiative supported by the EU, UK, and Irish governments. Leitrim County Council is the Lead Partner for the Leitrim PEACEPLUS Action Plan.

The successful tenderer will be responsible for delivering a programme that:

• Explores the experience of Leitrim Women through The Troubles: This is the core objective, requiring a sensitive and nuanced approach.
• Engages participants: A minimum of 250 participants must engage with and complete the programme. Tenderers should consider an 'attrition rate' in their proposals to ensure this target is met.
• Promotes cross-border and cross-community cooperation: Activities should foster meaningful and sustainable engagement between participants from different communities, and where possible, encourage cross-border inclusion through participant recruitment, programming, or thematic content.
• Contributes to Horizontal Principles: Proposals must demonstrate how project activities align with:
• Sustainable Development
• Equal opportunities and non-discrimination
• Equality between women and men
• Compliance with the EU Charter of Fundamental Rights
• Includes Monitoring and Evaluation: The contractor must comply with monitoring and evaluation requirements, including:
• Attendance sheets
• Pre and post-activity evaluation forms
• Case studies
• Participant tracking
• A Post Project Evaluation submitted with the final invoice. Monitoring and Evaluation templates will be provided.
• Includes Reporting: Regular progress reports are required, with a template provided.
• Covers all costs within budget: The budget is inclusive of all travel, expenses, project delivery, reporting, and monitoring costs.
• Appoints a dedicated Contract Manager: This individual will be the main point of contact and responsible for liaison with Leitrim County Council. Contract management activities are non-billable.

The programme is designed to engage people from various socio-economic and community backgrounds, with special consideration for under-represented groups including women, those with disabilities, ethnic minorities, migrants, asylum seekers, LGBTQI+ individuals, and those impacted by the legacy of the conflict.

3. Background & buyer context

This procurement is part of the PEACEPLUS Programme (PP), a cross-border initiative funded by the European Union, the UK, and Irish governments, aimed at supporting the peace process. The Leitrim PEACEPLUS Action Plan, approved in June 2024, received up to €3,334,000.00 under Investment Area 1.1: Building Peaceful & Thriving Communities. This specific contract falls under Theme 2: Thriving & Peaceful Communities, which focuses on building local capacity through cross-community and cross-border collaboration. Leitrim County Council acts as the Lead Partner for the implementation of the Action Plan. The programme seeks to address social and economic challenges and promote peacebuilding through various activities, including those related to health, wellbeing, education, culture, and training.

4. Eligibility & selection criteria

Tenderers must demonstrate the required level of financial and technical capacity to be considered. This is assessed through a two-stage approach: Selection Criteria and Award Criteria. Tenderers must provide information based on a self-declaration model or submit a European Single Procurement Document (ESPD).

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000 (N/A specified)
• Professional Indemnity: Minimum of €1,000,000 (required for the term of the Panel) Bidders must confirm their ability to obtain and hold these levels of insurance if successful.
• Certifications: Not specified for this tender.
• Past experience: A minimum of two previous comparable contracts/projects successfully delivered and effectively managed within the last seven years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Tenderers may rely on the resources of other entities to meet capacity requirements, provided they can prove these resources will be at their disposal. SMEs, Social Partners, and Community Organisations are encouraged to form relationships to meet these requirements.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous compliant tender, evaluated against the following criteria:

Total: 100% / 1000 marks

• Criterion A assesses the project's contribution to programme results and outputs, quality of cross-border/community cooperation, and alignment with horizontal principles (sustainable development, equality, EU Charter).
• Criterion B evaluates the organisation's qualifications, staff experience, understanding of the brief, innovative elements, and the detailed implementation plan (schedule, outputs, monitoring, evaluation, communications).
• Criterion C assesses the value for money, requiring a detailed breakdown of project costs. The lowest cost tender meeting all qualitative requirements receives maximum marks for this criterion.

A minimum score of 50% is required for each criterion. Scores below 50% are considered unacceptable and a fail.

6. Submission requirements

Tenders must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie only.

• Method statement / response document: Tenderers must provide detailed information in their tender response document (TRD) to allow assessment against award criteria. Specific templates for pricing and other elements may be included in the TRD.
• CVs: Professional profiles for all key team members must be provided, detailing their balance of skills and levels of involvement.
• Pricing schedule: A detailed breakdown of the cost structure for the project must be provided in the table included in the TRD. All costs should be in Euros, excluding VAT, with the relevant VAT rate indicated.
• Case studies: Not specified for this tender.
• Declarations: Tenderers must provide minimum information required for self-declaration or submit a European Single Procurement Document (ESPD). This includes demonstrating financial and technical capacity.
• Mandatory site visit: Not specified for this tender. Clarification or verification meetings may be required, and tenderers must ensure key personnel are available.
• Submission portal: Tenders must be submitted via the electronic postbox on www.etenders.gov.ie. Tenderers must allow sufficient time for uploading.

7. Key dates & process

The dates are estimates and cannot be guaranteed. A tender validity period of 6 months from the closing date is required.

8. Contract terms that matter

• Term: The contract is for a period of ten (10) months. The Contracting Authority reserves the right to extend the contract subject to satisfactory performance, budget availability, and ongoing business needs.
• Payment terms: Payments will be made as per the contract payment schedule upon submission of an invoice quoting an official purchase order number. Invoices must be accompanied by a report on outputs/outcomes/performance indicators achieved, with supporting documentation. A post-project evaluation is required with the final invoice.
• Key SLAs/KPIs: Not explicitly detailed as separate SLAs/KPIs, but the programme has a target of a minimum of 250 participants engaging with and completing the programme. Monitoring and evaluation requirements will form part of the performance framework.
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: The Contracting Authority reserves the right to terminate any contract if, due to matters outside its control, commercial arrangements become uncompetitive (e.g., increased costs from changes in the Customs Union).
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Sub-contractors may be engaged, but the Contracting Authority will deal only with the quotation applicant. The Authority will not act as an arbiter between the applicant and any sub-contractors.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

• Low Indicative Budget: The indicative budget of €40,280 for a 10-month programme with a target of 250 participants is relatively low. This suggests a need for highly efficient delivery and potentially a focus on community-based, low-cost activities.
• Participant Target: The requirement for a minimum of 250 participants to engage and complete the programme, within the given budget and timeframe, presents a significant delivery challenge. Tenderers must demonstrate a robust strategy for participant recruitment and retention.
• Cross-border Element: While not a strict requirement for all projects, the encouragement of cross-border inclusion adds a layer of complexity, requiring potential coordination with entities or participants in Northern Ireland or other border regions.
• Tender Validity Period: A 6-month tender validity period is required, commencing from the closing date. This is standard but requires bidders to commit their pricing and resources for an extended period before contract award.
• Self-Declaration Model: While common, the reliance on a self-declaration model for selection criteria means that the Contracting Authority may request further proof of capacity.

10. SME fit assessment

This tender is likely suitable for Small and Medium Enterprises (SMEs) with specific expertise in community development, programme delivery, and potentially heritage or social history projects.

• Who can credibly bid: Organisations with a proven track record in delivering community programmes, particularly those engaging with women and addressing sensitive historical themes. Experience in cross-community or cross-border initiatives would be advantageous. The relatively low budget suggests that smaller, more agile organisations or those with strong volunteer networks might be well-positioned.
• Consortium or sub-contracting: Consortium or joint venture bids are permitted. SMEs are encouraged to explore forming relationships with other SMEs or larger enterprises to meet capacity requirements. Sub-contracting is allowed, but the primary contract will be with the lead applicant.
• Indicative bid-prep effort: Bid preparation would likely require 5-10 days of effort, focusing on developing a strong proposal for Criterion A (Programme Results & Outputs) and Criterion B (Project Team & Implementation), including a detailed implementation plan and participant engagement strategy. The pricing schedule (Criterion C) will also require careful attention.
• Pwin signal: The tender is open procedure, suggesting it is not pre-determined for an incumbent. However, the specific nature of the project and the focus on Leitrim women's experiences might favour organisations with established local connections and understanding of the community. The emphasis on meeting minimum qualitative requirements before price is considered indicates that a well-structured, high-quality proposal is paramount.

11. Where to dig deeper

• Source RFT filename: RFT - PEACEPLUS Leitirm Women through The Troubles.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Questions and Answers facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Terms of Reference (referenced for Specification)
• Tender Response Document (TRD) (referenced for pricing and response structure)