Provision of a Third-Party Risk Management Platform and Ancillary Services

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 contract involves the provision of a Third-Party Risk Management Platform and ancillary services for Teagasc, the Agriculture and Food Development Authority. The estimated expenditure for the services over the contract term is approximately €360,000. The contractor will be responsible for the following activities:

• Platform Development and Maintenance: Implementing a risk management platform that includes pre-built and customizable assessment templates for standards such as ISO 27001 and GDPR.
• Risk Assessment: Conducting risk assessments for third-party vendors, ensuring compliance with relevant regulations and standards.
• Reporting: Generating reports on risk assessments and vendor compliance, including actionable insights for risk mitigation.
• Training and Support: Providing training for Teagasc staff on using the platform and ongoing technical support.
• Integration: Ensuring the platform integrates with existing systems used by Teagasc, which operates from over 50 locations across Ireland.
• Data Security: Implementing measures to ensure data security and compliance with data protection laws.

The contractor must commence service delivery no later than 30 days from the award of the tender.

3. Background & buyer context

Teagasc is seeking to enhance its risk management capabilities in light of increasing regulatory requirements and the need for robust vendor management processes. This procurement aligns with the organization's strategic objectives to improve operational efficiency and compliance. The initiative is part of a broader effort to modernize Teagasc's operational frameworks and ensure that third-party risks are effectively managed. The tender does not specify an incumbent provider.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €500,000 for the last three years.
• Insurance:
• Employer’s Liability - €13 million limit for any one claim or series of claims.
• Public Liability - €6.5 million limit for any one claim or series of claims.
• Professional Indemnity - €1.5 million limit for any one claim or series of claims.
• Cyber Liability - €1.5 million limit for any one claim or series of claims.
• Certifications: Compliance with ISO standards, particularly ISO 27001 for information security.
• Past experience: Evidence of at least N comparable projects of similar size and complexity within the last three years (exact number not specified).
• Personnel: Key personnel must have relevant experience, although specific roles and years of experience are not detailed.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, balancing quality and price.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template with a maximum of 20 pages.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing schedule using the specified template.
• Case studies: Provide 2 case studies demonstrating relevant experience, with project values between €50,000 and €150,000.
• Declarations: Complete the European Single Procurement Document (ESPD), Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified.
• Submission portal: All submissions must be made via eTenders in PDF format, adhering to file size limits.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: Initial term of 3 years, with the possibility of extending for up to 2 additional years, with a maximum of 3 extensions.
• Payment terms: Not specified in detail; bidders should refer to the pricing schedule for specifics.
• Key SLAs/KPIs: Not explicitly detailed; bidders should propose relevant metrics.
• Liquidated damages: Not specified.
• Termination clauses: Either party may terminate with 14 days' notice if the contract is breached and not remedied within 30 days.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but the successful bidder must designate a prime contractor responsible for the contract.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover requirement: The minimum turnover requirement of €500,000 may limit participation from smaller firms.
• Insurance limits: The high insurance limits required may pose a barrier for smaller bidders who may not have the capacity to meet these requirements.
• Integration complexity: The need for integration with existing systems may present challenges for bidders without prior experience with Teagasc's infrastructure.
• Tight timeline: The requirement to commence service delivery within 30 days of award may be challenging for some bidders.

10. SME fit assessment

Small and medium enterprises (SMEs) that can credibly bid must have:

• Relevant experience in risk management platforms and compliance with ISO standards.
• The capacity to meet insurance requirements.
• A strong technical team with experience in similar projects.
• The option to form consortia or subcontract to meet requirements is available.
• Indicative bid-preparation effort is estimated at 10-15 days, considering the complexity of the proposal.
• The presence of an incumbent or established providers may signal a competitive landscape, potentially affecting the probability of winning (Pwin).

11. Where to dig deeper

• Source RFT filename: C4761 - CFT for Provision of Third party risk mgt platform.docx
• eTenders CFT ID: C4761 - 8154397
• Contact for queries: Via eTenders messaging facility
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement