Framework Agreement - re provision of consultancy expertise, advice, and support to the DCYA

Department of Children and Youth Affairs

The Department of Children and Youth Affairs (DCYA) in Ireland was established in June 2011. It has been charged with a very significant reform agenda which is to be delivered according to a demanding timetable. In addition to the requirements attaching to its own development as the first ever Government department dedicated to the interests of children and young people, the DCYA is leading wider reform of children’s services. This process includes the establishment of a new statutory agency the Child and Family Support Agency (CFSA). The DCYA may require certain specialist expertise, advice, and support to assist in these tasks and is inviting expressions of interest for this purpose. The areas of service involved are:
Strategic Human Resources.
Change Management and Communications,
Financial Management,
Childrens and Young Peoples Policy and Services.
Internal Audit and Risk Management Services.
Performance Management and Monitoring Services.
The DCYA invites Expressions of Interest from suitably qualified and experienced providers who wish to participate in this framework agreement.
NOTE: To register your interest in this notice and obtain any additional information please visit the eTenders Web Site at http://www.etenders.gov.ie/Search/Search_Switch.aspx?ID=437012.

Deadline

The time limit for receipt of tenders was 2012-07-05. The procurement was published on 2012-05-25.

Who?

• Department of Children and Youth Affairs

What?

Where?

• Éire/Ireland

Procurement history

Date	Document
2012-05-25	Contract notice

Contract notice (2012-05-25)
Object
Scope of the procurement
Title: research and development services and related consultancy services
Quantity or scope:

A multi party framework agreement for specified consultancy services for a period of 18 months with a possibility for the buyer to extend that period if required.Estimated value range between 230 000 to 250 000.230 000250 000

Total value of the procurement: 30 000 💰
Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Research and development services and related consultancy services 📦

Procedure
Procedure type: Open procedure
Type of bid: Submission for one or more lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Ministry or any other national or federal authority
Awarding authority name: Department of Children and Youth Affairs
Postal address: Department of Children and Youth Affairs, 43 Mespil Road
Postal code: 4
Postal town: Dublin
Contact
Internet address: http://www.dcya.gov.ie 🌏
E-mail: denis_osullivan@dcya.gov.ie 📧
Phone: +353 16473000 📞
Fax: +353 16473094 📠

Reference
Dates
Date dispatched: 2012-05-25 📅
Submission deadline: 2012-07-05 📅
Publication date: 2012-05-30 📅
Identifiers
Notice number: 2012/S 101-168817
OJ-S issue: 101
Additional information

Please see tender documentation. (ET Ref:437012).

Object
Scope of the procurement
Estimated value excluding VAT: 230 000 💰
250 000 💰
Short description:

Strategic Human Resources.

Change Management and Communications,

Financial Management,

Childrens and Young Peoples Policy and Services.

Internal Audit and Risk Management Services.

Performance Management and Monitoring Services.

The DCYA invites Expressions of Interest from suitably qualified and experienced providers who wish to participate in this framework agreement.

NOTE: To register your interest in this notice and obtain any additional information please visit the eTenders Web Site at http://www.etenders.gov.ie/Search/Search_Switch.aspx?ID=437012.

Lot number: 1
Title of the lot: Strategic Human Resources
Short description:

This involves assisting the DCYA with development of its own HR strategies and processes, including proposed development of a workforce plan and a HR strategy. It may also include work in respect of the CFSA such as organisational design, staffing and skill mix, and performance appraisal systems.

Quantity or scope: A multi party framework agreement for Strategic Human Resources running for a period of 18 months with a possibility for the buyer to extend that period.
Lot number: 2
Title of the lot: Change Management and Communications
Short description:

This involves assisting in the planning and implementation of an effective change management process to reorganise and reform children’s services. It may include the development of plans, processes, and materials to support the change process. It may also include facilitation of engagement with key stakeholders, including frontline professionals. There may also be a requirement for communication with internal and external stakeholders to support the change process.

Quantity or scope: A multi party framework agreement for Change Management and Communications running for a period of 18 months with a possibility for the buyer to extend that period.
Lot number: 4
Title of the lot: Children’s & Young People’s Policy and Services
Short description:

This involves provision of research and advice in respect of the policies and services falling within the remit of the DCYA (as set out in its Strategy Statement 2011-2014) and the services falling within the proposed responsibilities of the CFSA. The services offered would require to be of a high order of expertise and speciality that is directly relevant to the specific policy functions of the DCYA so as to add value to existing policy and service knowledge within the Department.

Quantity or scope: A multi party framework agreement for Children’s & Young People’s Policy and Services running for a period of 18 months with a possibility for the buyer to extend that period.
Lot number: 5
Title of the lot: Internal Audit and Risk Management Services
Short description:

As an entirely new department the DCYA is currently developing its Internal Audit and risk management processes. This involves services to assist in planning, implementing, and developing the approach to, and systems of, Internal Audit and risk management and in the conduct of selected internal audits of programmes or areas of expenditure. Similarly the CFSA may require expert input into the design, implementation, and development of an internal audit and risk management process and the conduct of selected internal audits.

Quantity or scope: A multi party framework agreement for Internal Audit and Risk Management Services running for a period of 18 months with a possibility for the buyer to extend that period.
Lot number: 6
Title of the lot: Performance Monitoring and Management Services
Short description:

This involves the development of performance indicators and a performance management framework, including related processes, to govern the relationship between the DCYA and the CFSA, and/or to assist the CFSA in the monitoring and management of performance by service delivery units or funded service providers.

Quantity or scope: A multi party framework agreement for Performance Monitoring and Management Services running for a period of 18 months with a possibility for the buyer to extend that period.
Lot number: 3
Title of the lot: Financial Management
Short description:

This involves the provision of financial and accounting expertise for any or all of the following…

… purposes:(a) to examine and underpin the financial dimension to moving children’s services (and such other services as may be identified) from the HSE to the CFSA;(b) to design financial and budgetary systems and internal financial controls for the CFSA;(c) to design resource allocation systems;(d) to review budgets and costs attaching to selected services (existing or proposed) to ensure most effective utilisation of available resources.

… purposes:

(a) to examine and underpin the financial dimension to moving children’s services (and such other services as may be identified) from the HSE to the CFSA;

(b) to design financial and budgetary systems and internal financial controls for the CFSA;

(d) to review budgets and costs attaching to selected services (existing or proposed) to ensure most effective utilisation of available resources.

Quantity or scope: A multi party framework agreement for Financial Management running for a period of 18 months with a possibility for the buyer to extend that period.
Additional information about the lots:

In regard to Financial Management services, the tasks involved may be allocated in one lot to a single provider or a number of different providers may be used for the different tasks. The total overall level of expenditure by the Department on the full range of services concerned is estimated not to exceed a VAT exclusive value of approximately 100 000 EUR.

Quantity or scope:

A multi party framework agreement for specified consultancy services for a period of 18 months with a possibility for the buyer to extend that period if required.

Estimated value range between 230 000 to 250 000.

Description of options:

The Contracting Authority reserves the right to extend this framework agreement for a period of one further year. For the avoidance of doubt, contracts awarded under this Framework Agreement may extend beyond the duration of the Framework Agreement.

Provisional timetable for use of options: 18 months
Place of performance
Main site or place of performance: Dublin.

Legal, economic, financial and technical information
Contract execution
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Invoicing arrangements will be by agreement between the DCYA and the successful provider(s). The Prompt Payments Act, 1997 and S.I. 388 of 2002 will apply to payments in respect of services provided to the DCYA.

Other particular conditions:

1. Requests for additional information, clarification on the content of this document and all other queries of substance (other than in relation to purely factual or procedural matters) must be made by email. In the interests of equity, any additional information elicited will be made available through publication on the e-tenders website or to all potential interested providers who have obtained a copy of this document from the DCYA. Interested parties must express their interest on the etenders website www.etenders.gov.ie.

Any queries must be submitted by email only to be received not later than 3:00 pm on Tuesday 12.6.2012. These must be titled “Framework Agreement: Expressions of Interest Request for Information” and addressed to the following:

E-mail: Denis_OSullivan@dcya.gov.ie

The DCYA will not accept responsibility for information relayed (or not relayed) via third parties.

2. Interested providers should note that it is not possible for the DCYA to guarantee that any work will ensue from inclusion in the Framework Agreement.

3. The DCYA will not be liable for any costs incurred by interested providers in the preparation of responses to this Request for Expressions of Interest or to subsequent mini competitions under this Framework or any associated work effort.

4. The DCYA reserves the right to remove individual successful providers for any breaches of the terms and conditions of the Expression of Interest. The DCYA also reserves the right to remove successful providers where the individual provider has not complied with the terms and conditions of the contractual arrangement as agreed between the successful service providers and the DCYA. This may occur when such arbitration arrangements as may be provided for under contract have been unsuccessful in resolving difficulties between the DCYA and the particular successful provider. The DCYA also reserves the right to remove successful providers, if it transpires that previous work under the Framework Agreement is not of a sufficiently high standard.

5. Interested providers will be required to confirm their acceptance of the provision that any contract that may be awarded to them under the Framework Agreement can be terminated on receipt of two weeks prior notice from the Department. The issue of such notice will not occasion any payment over and above that due to the provider for work done and duly invoiced.

6. It will be a condition for participation in the Framework Agreement that individual successful providers will have sufficient and appropriate insurances (e.g. product, employment and public liability) to cover any potential liability arising from their dealings with the DCYA and/or CFSA under this Framework Agreement.

7. Interested providers must declare any conflicts of interest, whether actual, potential or perceived in relation to any current or previous work undertaken or any relationship that may be reasonably perceived to create a potential conflict or impact on their ability to fulfil the requirements for this contract. Interested providers should identify any clients, present or past, for whom they have carried out any engagement relating to the matters specified in paragraph 2 of the invitation to expressions of interest. In the event that the Department of Children and Youth Affairs considers that a material conflict exists it may, at its sole discretion, disqualify the tenderer or terminate any subsequent contract.

8.All payments under the contract will be conditional on the service providers being in possession of a valid Tax Clearance Certificate at all times.

9. The DCYA is subject to the provisions of the Freedom of Information (FOI) Acts, 1997 and 2003. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature this should be highlighted and the reasons for its sensitivity specified. In such cases, the relevant material, will, in response to Freedom of Information (FOI) requests, be examined in the light of the exemptions provided for in the Freedom of Information Acts, 1997 and 2003.

10. The DCYA reserves the right not to award any contract pursuant to this request for expressions of interest.

Names and professional qualifications of the staff ✅

Procedure
Maximum number of operators of the framework agreement: 24
Duration of the framework agreement in months: 18
Tender validity period: 18 months
Languages
Language: English 🗣️

Contracting authority
Contact
Contact point: Cwppu
Denis O'Sullivan
Internet address: www.dcya.gov.ie 🌏
Address of the buyer profile: http://www.etenders.gov.ie/search/Search_AuthProfile.aspx?ID=AA02340 🌏
Name: Department of Children and Youth Affairs
URL for further information: www.dcya.gov.ie 🌏
URL for documents: www.dcya.gov.ie 🌏
E-mail: denis_o'sullivan@dcya.gov.ie 📧
URL for participation: www.dcya.gov.ie 🌏

Reference
Additional information

Please see tender documentation.

(ET Ref:437012).

Complementary information
Review body
Name: Department of Children and Youth Affairs
Postal address: 43 - 49 Mespil Rd
Postal town: Dublin
Postal code: 4
Country: Ireland 🇮🇪
E-mail: denis_osullivan@dcya.gov.ie 📧
Phone: +353 16473000 📞
Internet address: www.dcya.gov.ie 🌏
Source: OJS 2012/S 101-168817 (2012-05-25)

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