Senior Occupational Therapy (OT) Services for Mary Immaculate College (MIC)

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1. At a glance

2. Scope of Work

This procurement seeks to establish a Single Supplier Framework Agreement (SSFA) for the provision of Senior Occupational Therapy (OT) services to students at Mary Immaculate College (MIC). The estimated expenditure for these services over the contract term, including potential extensions, is €320,000 (excluding VAT). The services will be delivered by Senior Occupational Therapists on a contract-for-services basis.

The procurement is divided into three distinct lots, each resulting in a separate contract:

• Lot 1: MIC (Limerick Campus) - MIC Access Service

• Hours: 16 hours per week.

• Focus: To embed an occupational-based service within the existing support framework for students registered with the MIC Access Service. This includes tailoring supports for specific cohorts, with a focus on neurodiverse students and those facing difficulties in a third-level learning environment.

• Activities: Developing resources, strengthening the capacity of the service to support an increasing student registration, and delivering OT services within the MIC Access Service frameworks.

• Delivery Mode: On-campus and/or remotely, determined by student needs and the MIC Access Service.

• Oversight: Manager of Access Services.

• Lot 2: MIC (Thurles Campus) - MIC Access Service

• Hours: 8.5 hours per week.

• Focus: Similar to Lot 1, providing occupational-based support to students registered with the MIC Access Service at the Thurles campus.

• Activities: Embedding strategies and resources to enhance the learning experience, focusing on neurodiverse students and those with specific third-level learning difficulties.

• Delivery Mode: On-campus and/or remotely, determined by student needs and the MIC Access Service.

• Oversight: Manager of Access Services.

• Lot 3: MIC (Limerick Campus) - MIC Ability Programme (MAP) PATH 4

• Hours: 8.5 hours per week.

• Focus: Providing Senior OT services to students on the MIC Ability Pathways (MAP) Project, a Level 4 accredited programme for adults with intellectual disabilities. The programme aims to enhance course provision in Higher Education and includes a work placement component.

• Activities: Supporting meaningful community engagement, education, training, and employment opportunities for individuals with intellectual disabilities within an inclusive third-level environment.

• Oversight: Not explicitly stated but implied to be within the MAP project structure.

Tenderers may apply for one, some, or all of the lots.

3. Background & buyer context

Mary Immaculate College (MIC), an institution with a history of educational excellence and community inclusion, is procuring Senior Occupational Therapy (OT) services to enhance its student support structures. This procurement aligns with MIC's commitment to tailoring support for diverse student needs, particularly neurodiverse students and those with intellectual disabilities. The MIC Access Service aims to embed occupational-based strategies to improve the learning experience, while the MIC Ability Pathways (MAP) Project, funded by PATH 4, seeks to provide a pathway to meaningful community engagement for adults with intellectual disabilities. This tender is conducted under an open procedure, adhering to the European Union (Award of Public Authority Contracts) Regulations 2016.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement:

• Minimum average annual turnover of €50,000 over the last three years (2022, 2023, 2024).

• Audited accounts are not necessary for companies with an annual turnover below €4.4 million.

• Insurance:

• Employer’s Liability: €13 million (not required for Sole Traders).

• Public Liability: €6.5 million.

• Professional Indemnity: €1.3 million.

• Product Liability: N/A.

• Certifications: Not specified for this tender.

• Past experience:

• Demonstrated successful delivery of Senior Occupational Therapy Services on at least two occasions or for a duration of at least 24 months within the last five years.

• Personnel: Not specified for this tender.

• Geographic / facility constraints: Services are to be provided to MIC students at the Limerick and Thurles campuses. Delivery may be on-campus and/or remotely.

5. Award criteria & scoring

The award of the contract will be based on the Most Economically Advantageous Tender (MEAT), determined by a combination of quality and cost. Tenderers must achieve a minimum of 60% of all qualitative criteria (non-cost criteria) to be considered for evaluation under the cost criterion.

6. Submission requirements

Bidders must submit their tenders electronically via the eTenders platform. The submission must include:

• European Single Procurement Document (eESPD): Electronic version, confirming compliance with selection criteria and absence of mandatory exclusion grounds.
• Pricing Schedule: Completed as per Appendix 2. All prices must be all-inclusive, in Euro, and exclusive of VAT. Prices must remain valid for 6 months from the tender deadline.
• Tenderer’s Statement: Signed and returned on the Tenderer’s letterhead, as per Appendix 3, confirming acceptance of the Services Contract terms.
• Declaration as to Personal Circumstances: As per Appendix 4.
• Other Documentation: All documentation required by the RFT must be submitted.
• Format: Tenders must be submitted in English and compiled in a format readable by Microsoft Word/Excel/PDF.
• 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

• Term: The Services Contract will have an initial term of 24 months.
• Extension: The Contracting Authority reserves the right to extend the term for up to 12 months, with a maximum of one such extension.
• Payment: Payments will be made in accordance with the Services Contract at Appendix 5.
• Pricing Adjustments: Prices may be adjusted annually based on a relevant price index.
• Sub-contracting: Tenderers must designate a single entity (Prime Contractor) responsible for the contract, irrespective of sub-contracting.
• Insurance: Successful tenderers must maintain specific insurance levels throughout the contract term.
• Termination: Either party may terminate with 14 days' notice in specific circumstances, or with 30 days' notice for remediable breaches.

9. Risks, red flags & unusuals

• Single Supplier Framework Agreement (SSFA): The intention is to appoint a single OT provider for each lot, which may limit competition.
• Estimated Value vs. Turnover: The estimated contract value (€320,000 over 24 months, equating to €160,000 per year) is significantly higher than the minimum annual turnover requirement (€50,000), suggesting a need for established providers.
• Lot Structure: While tenders can be submitted for multiple lots, each lot results in a separate contract, requiring separate management if awarded multiple.
• Remote Delivery: The possibility of remote service delivery introduces a need for robust IT infrastructure and security protocols from the provider.
• PATH 4 Funding: Lot 3 is specifically linked to PATH 4 funding, which may have specific reporting or compliance requirements not fully detailed in this extract.

10. SME fit assessment

This tender is structured to allow participation by Small and Medium Enterprises (SMEs), with encouragement for larger enterprises to include SMEs in their proposals.

• Credible Bidders: Viable bidders would be established Occupational Therapy providers or sole practitioners with demonstrable experience in delivering senior-level OT services. They must meet the specified turnover and insurance requirements. The lot structure allows for smaller, specialised firms to bid for individual lots.
• Consortium/Sub-contracting: Consortiums and sub-contracting are permitted. SMEs are encouraged to explore forming relationships with other SMEs or larger enterprises to participate.
• Bid-Prep Effort: The effort required for bid preparation is moderate, focusing on demonstrating past experience, detailing service delivery models for specific student cohorts, and completing the pricing schedule and standard declarations. An estimate of 5-10 days of focused effort for a well-prepared SME is reasonable.
• Pwin Signal: The tender establishes a Single Supplier Framework Agreement for each lot, indicating a preference for a single, capable provider per lot. The absence of named incumbents or specific past winners suggests a potentially open field, but the requirement for specific experience in senior OT services and the structured lot approach means bidders must align closely with the stated needs.

11. Where to dig deeper

• Source RFT Filename: [Senior Occupational Therapy (OT) Services for Mary Immaculate College (MIC).docx]
• eTenders CFT ID: Not surfaced in provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 5: Services Contract