RFT for the provision of Adobe Software

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 Department of Children, Disability and Equality requires the provision of Adobe product services. The estimated expenditure for these services is €260,000 (excluding VAT) over the initial two-year contract term, with a potential extension of up to one year. Tenderers are expected to provide a comprehensive solution for Adobe software licensing and associated services.

The core activities and components of the scope of work include:

• Adobe Software Licensing: Provision of subscriptions for Adobe Acrobat Pro for teams and Adobe Creative Cloud for teams (All Apps). Specific subscription quantities are not detailed in the RFT but will be determined by the Tenderer's pricing submission.
• Subscription Management: Management of the licensing agreements, including renewals, upgrades, and potential adjustments based on departmental needs.
• Ancillary Services: While not explicitly detailed, the scope implies the need for support and management related to the software provision. Tenderers are expected to price all-inclusive proposals.
• Pricing Structure: Tenderers must provide pricing for two years of subscriptions for:
• Adobe Acrobat Pro for teams.
• Adobe Creative Cloud for teams All Apps.
• Adobe Premiere Pro for teams. Pricing must be exclusive of VAT and remain valid for 12 months from the tender deadline.

The contract is for the provision of software services, not the development or implementation of custom software. The focus is on delivering access to and management of Adobe's product suite for the Department's operational needs.

3. Background & buyer context

This procurement is being conducted by the Department of Children, Disability and Equality. The requirement for Adobe software services is driven by the Department's ongoing operational needs. The RFT indicates a policy to encourage participation by Small and Medium Enterprises (SMEs), suggesting a desire for a competitive market. The procurement follows an open procedure under EU and Irish regulations. There is no mention of an incumbent supplier in the provided documentation. The estimated value suggests a standard software licensing procurement rather than a large-scale digital transformation project.

4. Eligibility & selection criteria

Tenderers must meet the following criteria to be considered for evaluation:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer’s Liability: €12.7 million for any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5 million for any one claim or series of claims arising out of a single occurrence.
• Product Liability: Not specified for this tender.
• Professional Indemnity: Not specified for this tender.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Services must be provided within Ireland.

Tenderers must also submit a completed European Single Procurement Document (eESPD) and confirm satisfaction of selection criteria. They must declare the absence of mandatory grounds for exclusion or provide evidence of remedial measures if grounds apply. Reliance on subcontractors for selection criteria requires them to also submit an eESPD and provide proof of resource availability.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous tender (MEAT). The award criteria are weighted as follows:

The scoring for cost criteria will be calculated using a formula where the lowest price receives the maximum marks, and other prices are scored proportionally. There is no explicit quality weighting; the entire score is derived from cost. In case of a tie, a random selection process will determine the preferred tenderer.

6. Submission requirements

Tenderers must submit their bids electronically via the eTenders platform. The following documents and information are required:

• Electronic European Single Procurement Document (eESPD): Must be completed and submitted.
• Tenderer’s Statement: A scanned, signed copy on letterhead, confirming acceptance of contract terms.
• Pricing Schedule: Completed as per Appendix 2, detailing all-inclusive prices (excluding VAT) for the specified Adobe products over two years.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration of no conflict of interest or disclosure of any potential conflicts.
• Supporting Documentation: Tenderers must be able to provide supporting documents for selection criteria upon request, including financial standing and technical/professional ability evidence.
• Format: Tenders must be submitted in English. Electronic documents must be readable in Word, Excel, or PDF format.
• File Size Limits: Maximum 250MB per file, with a total limit of 2GB for all documentation.
• Submission Portal: www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

The Services Contract will have an initial term of two years, with a single extension option of up to one year. Payments will be made in accordance with the Services Contract (Appendix 5). Prices quoted must remain valid for 12 months from the tender deadline. Currency variations over the contract term will be borne by the Tenderer. The contract includes clauses on environmental, social, and labour law compliance, and specific undertakings regarding employee rights on transfers of undertakings. Tenderers must comply with the Protection of Employees (Temporary Agency Work) Act 2012 if agency workers are used. Confidentiality is required, and all information disclosed by the Contracting Authority must be treated as confidential.

9. Risks, red flags & unusuals

The primary award criterion is cost, with a significant weighting (700 out of 1000 marks) allocated to the total cost of Acrobat Pro subscriptions. This suggests a strong focus on price competitiveness for this specific product. The absence of specific technical or quality evaluation criteria, beyond the implied ability to supply the software, means that the lowest overall cost proposal is likely to win. The contract length is fixed at two years with a single one-year extension, which is standard. The estimated value of €260,000 over two years is moderate. The tender is open to SMEs, but the pricing-only award mechanism may favour larger suppliers with greater purchasing power for Adobe licenses.

10. SME fit assessment

This tender is structured to be accessible to SMEs, particularly those with expertise in software licensing and procurement. The award criteria are solely based on cost, meaning a competitive pricing strategy is key. SMEs can bid independently if they can offer competitive pricing for Adobe software subscriptions. Alternatively, SMEs are encouraged to form consortia or partner with larger enterprises to enhance their proposals. The bid preparation effort is likely moderate, focusing on accurate pricing and completing the eESPD. Given the cost-centric award, the "Pwin" (probability of winning) signal is strongest for the bidder offering the most competitive price across the specified Adobe products. There is no indication of an incumbent supplier, suggesting a potentially open market.

11. Where to dig deeper

• Source RFT filename: RFT - Adobe Product Services.docx
• eTenders CFT ID: Not specified
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract