Request for Tenders For the provision of Fixed Voice and VoIP 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 procurement seeks a provider for Fixed Voice and VoIP Services. The estimated expenditure over the initial three-year contract term, including any extension periods, is up to €600,000, exclusive of VAT. The Contracting Authority does not guarantee a minimum level of expenditure, volume of business, or quantity of services. Actual requirements may vary.

The services encompass the provision of fixed voice and VoIP solutions. While specific technical specifications are detailed in Appendix 1, the general scope involves managing and delivering telecommunication services. The contract is for an initial term of three years, with the Contracting Authority holding the discretion to award two extensions of 12 months each, contingent on satisfactory performance, budget availability, and ongoing business needs.

Key aspects of the service provision include:

• Service Delivery: Provision of fixed voice and VoIP services to meet the Contracting Authority's requirements.
• Contract Management: Adherence to the terms and conditions outlined in the Services Contract (Appendix 5).
• Pricing: All-inclusive pricing, exclusive of VAT, to be submitted in the format specified in Appendix 2. Prices must remain valid for 4 months from the Tender Deadline.
• Compliance: Adherence to all applicable environmental, social, and labour laws, including those related to Council Directive 2001/23/EC (transfers of undertakings) and the Protection of Employees (Temporary Agency Work) Act 2012. Tenderers are also required to outline social and environmental considerations they follow, in line with Government Circular 20/2019.
• Reporting: Compliance with any reporting requirements as stipulated in the Services Contract.
• Confidentiality: Strict adherence to confidentiality agreements (Appendix 6) regarding information disclosed during the competition and contract term.

The Contracting Authority reserves the right to amend the RFT, extend the deadline, or cancel the competition at any time before a formal contract is executed.

3. Background & buyer context

This Request for Tenders (RFT) is issued by the Office of the Government Chief Information Officer (OGCIO), which operates within the Department of Public Expenditure, Infrastructure, Public Service Reform and Digitalisation. The procurement is conducted under an open procedure, as defined by the European Union (Award of Public Authority Contracts) Regulations 2016. The OGCIO's role typically involves setting standards and driving digital transformation across public services. This procurement aligns with broader government objectives for efficient and modern public service delivery, likely focusing on optimising communication infrastructure. No incumbent provider is explicitly named, but the procurement implies a need for new or revised telecommunication services. The estimated value suggests a service provision rather than a large-scale infrastructure project.

4. Eligibility & selection criteria

Tenderers must meet specific criteria to be considered for evaluation. These are assessed via the European Single Procurement Document (eESPD) and supporting documentation.

• Turnover requirement: Tenderers must demonstrate an average annual turnover of not less than €1,000,000.00 (excluding VAT). This turnover must have been achieved in a minimum of two of the three most recent financial years, or for each year of establishment if the entity is more recent.
• Insurance: The successful Tenderer will be required to hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €12.7 million
• Public Liability: €6.5 million
• Product Liability: N/A
• Professional Indemnity: €500,000
• Certifications: Not specified for this tender.
• Past experience: Tenderers must provide two detailed descriptions of current, "live" contracts for similar services, which commenced prior to or in early 2026 and are ongoing for a minimum of three years. Satisfactory written references from clients for these contracts are mandatory.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender, beyond the requirement for insurance policies to cover the Republic of Ireland.

Tenderers relying on the capacity of other entities (subcontractors) must ensure these entities also meet the relevant selection criteria and submit separate eESPDs.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous tender, determined by the following criteria and their associated marks:

The price/quality split is therefore 40% cost and 60% quality. There are no explicitly stated minimum scoring thresholds per criterion or overall, but the highest-ranked tenderer will be selected, subject to verification of selection criteria and absence of exclusion grounds. Presentations may be required but will not be evaluated.

6. Submission requirements

Tenderers must submit their bids electronically via the eTenders platform. The submission must include:

• European Single Procurement Document (eESPD): Completed electronically.
• Pricing Schedule: Completed as per Appendix 2, with all-inclusive prices in Euro, exclusive of VAT.
• Tenderer’s Statement: Signed and scanned, as per Appendix 3, confirming acceptance of contract terms.
• Declaration as to Personal Circumstances: As per Appendix 4.
• Contract Descriptions: Two detailed descriptions of similar, ongoing contracts, including client profile, project summary, role played, unique challenges, lessons learned, and contract reference.
• Client References: Two satisfactory written references on official letterhead for the submitted contract examples.
• Audited Accounts/Auditor's Statement: To demonstrate compliance with turnover requirements, or alternative documentation if a valid reason prevents submission of specified documents.
• Soft Copy Format: Documents must be readable in Microsoft Word or PDF format and not corrupt.
• File Size Limit: Maximum of 4GB for combined documents uploaded to the eTenders post-box.

Tenderers must ensure they click "Submit Response" and allow sufficient time for upload before the deadline.

7. Key dates & process

A standstill period of 14 calendar days (if notice is sent electronically) or 16 calendar days (if sent by other means) will apply after notification of the competition results before a contract can be executed.

8. Contract terms that matter

The Services Contract will have an initial term of three years, with the option for two 12-month extensions at the Contracting Authority's discretion, subject to performance, budget, and business needs. Payments will be made in accordance with the Services Contract (Appendix 5). All prices quoted must remain valid for four months from the Tender Deadline. Currency variations over the contract term are the responsibility of the Tenderer. The successful Tenderer must sign the Services Contract and Confidentiality Agreement within seven calendar days of the Standstill Period expiry. Failure to comply with environmental, social, and labour laws, including those related to employee transfers and agency work, is mandatory. Tenderers must also comply with tax laws and provide Tax Clearance Access and Reference Numbers for online verification.

9. Risks, red flags & unusuals

The estimated value of €600,000 over an initial 3-year term, with potential 2-year extensions, averages €120,000 per year. This is relatively low for a government contract of this nature, potentially indicating a limited scope or a specific departmental requirement rather than a whole-of-government framework. The turnover requirement of €1,000,000 is significantly higher than the annualised contract value, which could be a barrier for smaller, specialised providers and may suggest an incumbent-shaped requirement or a desire for a provider with substantial existing capacity. The absence of specific technical requirements in the provided text, beyond "Fixed Voice and VoIP Services," means the full scope and complexity are entirely within Appendix 1, which is not detailed here. The requirement for contracts to have commenced "prior to or in early 2026" and be ongoing for "a minimum of three years" means the examples must be from 2023 or earlier, potentially excluding newer, innovative providers.

10. SME fit assessment

This tender is likely open to small to medium-sized enterprises (SMEs) that can demonstrate a strong track record in providing fixed voice and VoIP services. The key challenge for SMEs will be meeting the €1,000,000 annual turnover requirement, which is substantially higher than the estimated contract value. SMEs may need to form consortia or subcontract to meet this financial threshold, although the RFT encourages larger enterprises to include SMEs in their proposals. Bid preparation effort is likely to be moderate, focusing on detailing past performance, client references, and the quality of the proposed management and delivery approach. The absence of named incumbents or specific past winners does not provide a clear Pwin signal, but the turnover requirement suggests a preference for established entities.

11. Where to dig deeper

• Source RFT filename: RFT Fixed Voice and VOiP Services Document 2026.docx
• eTenders CFT ID: Not specified
• Contact email or 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