Online application and assessment portal

Department of Tourism, Culture, Arts, Gaeltacht, Sport and Media

The Department tenders for an online application and assessment portal to administer the Pilot Basic Income Guarantee for the Arts (referred to as BIA), a sectoral support scheme for Artists and Arts Workers. The objective of this process is to review and assess applications that are submitted through the online application function. This online system (the “Portal”) is envisaged to allow processing of the BIA, and will need to be launched in early in Q1 2022 to facilitate the intake of applications.

Deadline

The time limit for receipt of tenders was 2021-12-31. The procurement was published on 2021-11-30.

Who?

• Department of Tourism, Culture, Arts, Gaeltacht, Sport and Media

What?

Where?

• Éire/Ireland

Procurement history

Date	Document
2021-11-30	Contract notice

Contract notice (2021-11-30)
Object
Scope of the procurement
Title: IT services: consulting, software development, Internet and support
Short description:

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: IT services: consulting, software development, Internet and support 📦
Additional CPV: Software programming and consultancy services 📦
Place of performance
NUTS region: Éire/Ireland 🏙️

Procedure
Procedure type: Open procedure
Type of bid: Submission for all 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 Tourism, Culture, Arts, Gaeltacht, Sport and Media
Postal address: Joyce House, Lombard Street
Postal code: 2
Postal town: Dublin
Contact
Internet address: https://www.gov.ie/en/organisation/department-of-tourism-culture-arts-gaeltacht-sport-and-media/ 🌏
E-mail: basicincomeforthearts@tcagsm.gov.ie 📧
Phone: +353 858746166 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=203117&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=203117&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2021-11-30 📅
Submission deadline: 2021-12-31 📅
Publication date: 2021-12-03 📅
Identifiers
Notice number: 2021/S 235-618247
OJ-S issue: 235

Object
Scope of the procurement
Estimated total value: 95 000 EUR 💰
Short description:

The immediate requirements necessitate an online portal that incorporates the functionality to submit applications. Specific items include, but are not limited to:

A landing page that provides a description of the BIA scheme along with relevant submission and claim information, training videos, case studies and FAQs

Access area for each applicant

An online application form for the BIA Scheme

The application form should have the functionality to allow the upload of documents for submissions and claims

While applicants should only have to complete the application form once, there will be an ongoing requirement to communicate via the portal with successful applicants and to allow for surveys to be posted for completion along with the facility to upload other documents on an ad hoc basis.

The backend of system will require reporting functionality.

Functionality to change application submission which in turn notifies the government grant scheme administrator (e.g. Change of Circumstances).

Functionality to allow for approval of uploaded submissions by the grant administrator.

A dashboard for the grant scheme administrator to access all submissions.

Functionality to generate reports and statistics, update financial information and archive previous documentation.

Ability to administer surveys to both successful and unsuccessful applicants.

Ability for relevant staff to update an applicant’s case with additional data/upload additional documents. Common Rules for applications/submissions.

A potential applicant must register on the portal and be assigned a unique profile.

Attachments to an application must be able to be uploaded in various formats, not just PDF. Once submitted, applications cannot be edited, however profiles may be amended by users and applications can be amended by staff through the back end of the Portal.

Note that the processes all assume that the system provides at least two types of access

Staff Portal which facilitates staff and managers to perform their work, this includes the exporting of detailed case management data, updating of applications profiles/applications and payment of grant schemes and an overarching Admin section for the setup/deployment of the system.

Applicant Portal which allows external people to submit applications, access and update their case, and contact the relevant Unit via the creation of a unique applicant profile

The Portal must provide the ability to analyse the outcomes and outputs of the BIA. It must be able to report upon all the elements in an application, once there is a data element as part of an application, it should be reportable. The Cultural Supports Unit needs to be able to record information so that it can provide accurate and up-to-date quantitative and qualitative reporting.

Estimated value excluding VAT: 95 000 EUR 💰
Duration: 42 months
Description of renewals: potential extension of 1 year

Procedure
Legal basis: 32014L0024
Time of receipt of tenders: 12:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Irish 🗣️
Tender validity period: 2024-07-31 📅
Tender opening date: 2021-12-31 📅
Tender opening time: 12:00

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Simone Barnett
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/1968 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=203117&B=ETENDERS_SIMPLE 🌏

Complementary information
Review body
Name: Department of Tourism, Culture, Arts, Gaeltacht, Sport and Media
Postal town: Dublin
Country: Ireland 🇮🇪
Source: OJS 2021/S 235-618247 (2021-11-30)

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