Meitheal 2027 Workshop Venue with Option on Catering

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

Fáilte Ireland seeks a venue for the Meitheal 2027 event, which will host approximately 900 overseas buyers and Irish tourism industry representatives over two days. The venue must accommodate a large-scale workshop environment and associated catering needs. The contract includes options for catering, which will be coordinated with an Event Management provider appointed by Fáilte Ireland.

Key requirements include:

• Workshop Space: Minimum of 3,225 square metres, suitable for one-to-one meetings and exhibition layouts.
• Catering Facilities: Capability to provide catering for the duration of the event, including tea/coffee breaks and lunches, in proximity to the main workshop area.
• Gala Dinner Space: A dedicated area for a gala dinner.
• Event Build and Setup: Access required from 4 April 2027 for setup, with the main event scheduled for 6-7 April 2027.

The successful contractor will collaborate with the Event Management provider for catering and hospitality services. Other event elements, such as signage and AV, will be managed under a separate tender process.

3. Background & buyer context

This procurement aligns with Fáilte Ireland's mission to support the tourism industry and enhance Ireland's competitiveness as a tourism destination. The Meitheal event serves as a key platform for networking and business development within the tourism sector. The contract is being issued now to ensure adequate time for venue selection and preparation ahead of the event dates.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover Requirement: Minimum average annual turnover of €400,000 over the last three financial years.
• Insurance:
• Employer’s Liability Insurance: €13,000,000
• Public Liability Insurance: €6,500,000
• Certifications: Not specified for this tender.
• Past Experience: Evidence of at least three comparable contracts completed within the last three years.
• Personnel: Not specified for this tender.
• Geographic / Facility Constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The award will be based on the lowest total cost tender that meets all qualitative criteria.

6. Submission requirements

Bidders must provide the following documentation:

• Method Statement: Complete the response document as per the provided template.
• CVs: Include CVs for key personnel (no specified page count).
• Pricing Schedule: Submit in the specified format.
• Case Studies: Provide details of three relevant projects.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory Site Visit: Not specified for this tender.
• Submission Portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

The contract will be awarded for a maximum duration of one year, subject to operational reviews and budget availability. Key terms include:

• Payment Terms: Payment will be made within 15 days of receipt of a correct invoice.
• Liquidated Damages: Not specified for this tender.
• Termination Clauses: Not specified for this tender.
• IP Ownership: All materials developed will be owned by Fáilte Ireland.
• Sub-contracting Rules: The successful tenderer must designate a single entity responsible for the contract.

9. Risks, red flags & unusuals

Potential risks include:

• The requirement for a minimum turnover of €400,000 may limit participation to established firms.
• The venue must meet specific size and layout requirements, which could restrict options.
• The contract includes an option for catering, but the details are not fully specified, which may lead to ambiguity in pricing.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in venue management and catering services. A viable bidder should:

• Have a proven track record in managing large events.
• Be capable of meeting the insurance and turnover requirements.
• Consider forming a consortium or subcontracting for specific services, as this may enhance their bid.

The indicative effort for bid preparation is estimated at several days, depending on the complexity of the proposal. The presence of a minimum turnover requirement may signal a competitive landscape, potentially favoring established firms.

11. Where to dig deeper

• Source RFT filename: ITT Venue Hire Meitheal 2027.docx
• eTenders CFT ID: Not specified
• Contact email: www.etenders.gov.ie
• Important attachments: Appendix 1 – Fáilte Ireland Supply of Services Contract, Section A – Pass/Fail Criteria, Section B – Specification and Award Criteria.