The Residential Tenancies Board (RTB) invites expressions of interest from parties capable of meeting their needs to replace its existing Tenancies Management System (TMS)

Short description

The existing core system, Tenancies Management System (TMS), was introduced in 2010 and is based on Microsoft CRM4 (2008) vintage. It is old, dated and has performance issues. It has been slated for replacement with the objective of this procurement to replace and enhance current functionality with a new integrated system and to provide support for this system and any future required developments during the lifetime of contracts arising from any framework agreement established as a result of this procurement process.

Additional information

ETenders RFT ID: 117618

1) The estimated total value of the any purchases pursuant to the framework agreement is in the region of EUR 5 000 000 to EUR 10 000 000 (ex. VAT) over the lifetime of the agreement. It is emphasised, however, that this figure is provided strictly for indicative purposes only as there is no guaranteed expenditure under the framework agreement. Note: that the period of any contracts awarded under the framework agreement may extend beyond the date of expiry of the agreement.

2) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. RTB will not accept responsibility for information relayed (or not relayed) via third parties.

3) The numbers invited to dialogue will be five (5) subject to that number qualifying.

4) This is the sole call for competition for this service.

5) RTB will not be responsible for any costs, charges or expenses incurred by candidates or tenderers.

6) Contract award will be subject to the approval of the competent authorities.

7) It will be a condition of award that candidates are tax compliant.

8) If for any reason, it is not possible to establish the framework agreement or award the initial contract to the designated successful tenderer emerging from this competitive process; RTB reserves the right to establish the framework with the next highest scoring tenderer on the basis of the terms advertised at any time during the tender validity period. This shall be without prejudice to the right of RTB to cancel this competitive process and/or initiate a new contract award procedure at its sole discretion.

9) At its absolute discretion, RTB may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.

10) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words ‘or equivalent’ will always be appended.

11) Without prejudice to the principle of equal treatment, RTB is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information.

Therefore, Applicants are advised to ensure that they return fully completed questionnaires in order to avoid the risk of elimination from the competition.

Description of renewals

The Framework will be established for a period of 10 years. The initial contract will be awarded for a period of 4 years with the option to extend for 2 additional periods of 3 years each, i.e. a maximum duration of 10 years in total. Additional contracts will be awarded subject to satisfactory performance, business needs and budgetary constraints.

Objective criteria for choosing the limited number of candidates

It is anticipated that only the top 5 scoring firms will be invited to the first round of dialogues. RTB reserves the right to employ the successive reduction option by applying some of the objective criteria to reduce the number of participants to be invited to subsequent rounds of dialogue and/or tender stages.