Provision of Services Creative Communities Shared Island Project Manager

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1. At a glance

2. Scope of Work

This procurement seeks a part-time Project Manager to support Waterford City and County Council and its partner, Mid and East Antrim Borough Council, in delivering a cross-border creative placemaking project. The project, funded under the Creative Ireland Programme's Creative Communities on a Shared Island initiative, aims to foster cultural exchange and lasting connections between communities in Ireland and Northern Ireland from 2026 to 2028. The indicative budget for the 25-month contract is €45,000 ex VAT.

The Project Manager's core responsibilities include:

• Arts Project Management: Devising, managing, and reporting on a Project Plan aligned with the funding application, including deliverables, milestones, timelines, and outcomes.
• Project Administration: Managing reporting and funding, including robust expenditure control, financial and other record-keeping, assistance with annual recoupment and quarterly written update reports, and preparation of summative project reports for the Steering Committee. Attending Steering Committee meetings is also required.
• Community Engagement: Working with identified communities in both Ireland and Northern Ireland, creating linkages with Town Teams, local authority staff, artists, and creatives to enhance dialogue within town settings and cross-border.
• Project Delivery: Managing logistics and events for project participants, including the organisation of cross-border trips (transport, accommodation, etc.) and other logistical requirements.
• Support for Other Contractors: Assisting with logistics and collaboration for other project contractors, such as the project evaluator, videographer, and photographer.
• Communications Support: Providing support for communications, including social media planning as required.

The project plan and specific responsibilities will be developed collaboratively between the successful applicant, the project lead, and the project steering committee. The Project Manager will be supported by staff within the local authority, including the Creative Communities Engagement Officer.

The role is part-time, with periods of lighter workload interspersed with busier phases. The successful applicant must be available for at least two days per week between mid-October and the end of November 2026 for project start-up. Thereafter, the allocation of contracted hours will be agreed with the steering committee in alignment with the project's detailed delivery plan. It is anticipated that between 180 and 220 days, at 7.5 hours per day, will be required over the 25-month contract. The role will involve cross-border working, requiring travel as agreed in the project plan. Out-of-pocket expenses will be refunded up to a set maximum.

3. Background & buyer context

Waterford City and County Council, in partnership with Mid and East Antrim Borough Council, secured funding under the Creative Ireland Programme's Creative Communities on a Shared Island initiative. This funding, awarded in 2026, totals €150,000 for a creative placemaking project to be delivered between 2026 and 2028. The initiative aligns with the Government's Shared Island initiative, which aims to enhance cooperation and mutual understanding across the island of Ireland. The Creative Ireland Programme itself is an all-of-government culture and wellbeing programme focused on inspiring communities through creativity. This procurement is driven by the need to manage and deliver the specific objectives of the funded project, "Creative Communities Connected Futures," which seeks to activate under-utilised public spaces and foster cultural exchange.

4. Eligibility & selection criteria

Tenderers must demonstrate compliance with the following minimum requirements to be considered eligible:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employer's Liability: €13,000,000 if required.
• Public Liability: €6,500,000.
• Professional Indemnity: €1,000,000.
• Certifications: Not specified for this tender.
• Past experience: Not explicitly quantified in terms of a minimum number of projects, but tenderers must demonstrate relevant experience in arts project management, project administration, community engagement, stakeholder relationship development, networking, arts-based event management, and supporting the creative sector with logistics, as detailed in the award criteria.
• Personnel: Tenderers must demonstrate access to at least the minimum numbers of skilled personnel stated in the Tender Response Document. The proposed individual for the Project Manager role must have a depth of expertise drawing on recent relevant roles, including practical real-life experience matching the specification. While not essential, a certified qualification in project management is desirable.
• Geographic / facility constraints: The role will include elements of working cross-border, and the successful applicant must be available to travel as required.

Tenderers are also required to confirm compliance with all relevant Health & Safety legislation and demonstrate effective and efficient technical resources/systems to deliver the specified services.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), considering both cost and quality. The total maximum marks available are 10,000.

The cost criterion is based on the number of 7.5-hour days available to the project over a 25-month period and the daily rate ex VAT. Qualitative criteria (B, C, D) are assessed first. A tie-break will favour the tender with the highest overall qualitative score, or if identical, the highest score on the most heavily weighted qualitative criterion.

6. Submission requirements

Tenderers must submit their responses electronically via the eTenders portal (www.etenders.gov.ie). The submission must adhere to the following:

• Method statement / response document: Tenderers must use the provided Tender Response Document (TRD). Personalisation or adding branding to the TRD is not permitted.
• CVs: Up-to-date CVs for the proposed individual(s), maximum 2 A4 pages per CV, 12-point font, single-sided.
• Pricing schedule: A separate pricing document is provided and must be used.
• Case studies: Not specified for this tender.
• Declarations:
• Declaration of Bona Fides.
• Declaration regarding compliance with relevant statutory obligations.
• European Single Procurement Document (ESPD), either electronically or as a separate attachment.
• Declaration regarding the International Procurement Instrument and restrictive measures.
• Confirmation of tax compliance.
• Confirmation of financial standing.
• Confirmation of required insurances.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All submissions must be uploaded as a Zip file on eTenders.

7. Key dates & process

8. Contract terms that matter

• Term + extension: The contract duration is 25 months (two years and one month). The Contracting Authority reserves the right to extend the contract once, subject to satisfactory performance, budget availability, and ongoing business needs.
• Payment terms: Not specified in detail, but the indicative budget is €45,000 ex VAT. Out-of-pocket expenses will be refunded up to a set maximum.
• Key SLAs/KPIs: Not explicitly detailed, but contract management will involve regular performance reporting, adherence to an agreed Service Level Agreement, and Key Performance Indicators (KPIs).
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: The Contracting Authority reserves the right to terminate the contract due to matters outside its control, such as increased costs rendering the arrangement uncompetitive. Termination will occur in accordance with the contract's terms and conditions.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Tenderers may rely on the resources of other entities, but must prove these resources will be at their disposal. If a subcontractor's value exceeds 10% of the contract value, they must also meet selection criteria and not be subject to exclusion grounds.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

The most significant unusual aspect of this tender is the low indicative budget (€45,000 ex VAT) for a 25-month contract, which translates to a daily rate of approximately €205-€250 ex VAT. This rate, combined with the requirement for 180-220 days of work, suggests a highly cost-sensitive procurement. The qualitative award criteria carry significant weight (80% combined), indicating that while cost is a factor, the quality of expertise, community engagement, and logistical support is paramount. The requirement for the proposed individual to have a depth of expertise and practical experience, alongside a desirable project management qualification, points towards seeking a seasoned professional. The cross-border element necessitates travel, and out-of-pocket expenses are reimbursable, but the overall budget constraint is a key consideration for potential bidders.

10. SME fit assessment

This tender is likely suitable for experienced sole traders or small specialist consultancies with a strong track record in arts project management and community engagement, particularly within cross-border or collaborative initiatives. The low indicative budget and part-time nature of the role suggest that larger organisations may find it less attractive unless it complements existing work or is part of a broader strategy.

• Who can credibly bid: An individual consultant or a small firm with demonstrable expertise in creative placemaking, arts administration, and community development. Experience in managing projects with multiple stakeholders and cross-border elements would be advantageous.
• Consortium or sub-contracting: While not explicitly prohibited, the nature of the role (a single project manager) and the low budget make extensive consortia or subcontracting unlikely to be cost-effective. However, tenderers can rely on the resources of other entities to meet capacity requirements if necessary.
• Indicative bid-prep effort: For an experienced consultant familiar with public sector tenders, bid preparation might take 3-5 days, focusing on tailoring the TRD to showcase relevant experience and developing a compelling narrative for the qualitative criteria.
• Pwin signal: The incumbent is not named. The low budget and specific nature of the role suggest it may not be a high-priority contract for large established firms. The emphasis on qualitative criteria means that a strong, tailored response demonstrating deep understanding and relevant experience will be crucial for success.

11. Where to dig deeper

• Source RFT filename: WCCC 26 417 Request for Tender Shared Island Creative Communities.docx
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact for queries: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Tender Response Document (TRD)
• Pricing Schedule
• Appendix detailing Contract Terms and Conditions