NATIONAL BIODIVERSITY DATA CENTRE. Review of Operations, and consideration of future funding and operational models. Request for Quotations (RFQ)

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1 NATIONAL BIODIVERSITY DATA CENTRE Review of Operations, and consideration of future funding and operational models. Introduction Request for Quotations (RFQ) The Heritage Council was established under the Heritage Act, It is an independent body which has a statutory responsibility pursuant to section 6 of the Heritage Act, 1995, "to propose policies and priorities for the identification, protection, preservation and enhancement of the national heritage". National heritage is defined in the Act as including: monuments, architectural heritage, wildlife habitats, geology, archaeological objects, flora, landscapes, heritage gardens and parks, heritage objects, fauna, wrecks and inland waterways. In particular, the Heritage Act, 1995, charges the Heritage Council with the responsibility to: - promote interest, education, knowledge and pride in, and facilitate the appreciation and enjoyment of the national heritage; - co-operate with other bodies in the promotion of its functions; and - promote the co-ordination of all activities relating to its functions. The National Biodiversity Data Centre was established 10 years ago following a proposal from the Heritage Council to the Minister of the day, pursuant to Council s responsibilities under section 6 of the Heritage Act In the last decade the Centre has become established as a key element of Ireland s Heritage Infrastructure. Overview The agreed methodology for the operation of the Centre on its establishment was through a Service Level Agreement with a provider appointed via a competitive tender. Following the ensuing procurement process the contract for the operation of the Centre was awarded by the Heritage Council to Compass Informatics Ltd for a five-year period. For a following Service Level Agreement, a second competitive tender process was run and the contract arising from this was also awarded to Compass Informatics. The period of this 1

2 current contract will end 31 st December In line with the provisions of the current SLA it is proposed to extend this to 31 st December Requirements The Heritage Council invites competent parties to make a submission to undertake a review of the National Biodiversity Data Centre The purpose of this review is to inform the preparation for the next stage in the ongoing development of the National Biodiversity Data Centre. The review will include; - an evaluation of the effectiveness and efficiency of the work of the Centre through examination of its published Annual Reviews to date, selected papers presented at the Management Board meetings (selected documents will be provided by the Heritage Council). - an evaluation of the outputs from the NBDC when measured against the current Service Level Agreement with Compass Informatics, utilising mid-term and other internal reviews of progress that will be provided. - an evaluation of the return on the financial investment to date in the operation of the Centre and the SLA-based approach, utilising the published Centre accounts. - Recommendations on future funding and operational models. In addition to the desk top evaluations that can be carried out as above it is considered essential that the views of Key Stakeholders will be considered as part of this review. These stakeholders will include but will not be confined to the following; Chief Executive of the Heritage Council, The Board of the Heritage Council, Centre Director of the NBDC, Managing Director of Compass Informatics, representatives of organisations on the NBDC Management Board (including in particular the Dept. of Culture, Heritage and Gaeltacht) the Heritage Officer Network, Environmental NGOs and third level institutions. 2

3 Proposal Submissions should contain the following.; 1. The overall cost. All prices should be stated ex Vat with the rate of VAT payable (where applicable) clearly stated separately. All prices quoted should be fully inclusive of any travel, subsistence or other costs necessary to effectively discharge the role. 2. The Proposed methodology and approach in providing the services, including a timetable for the review, and how this matches the requirements as outlined above. 3. Demonstrate experience of recent and similar work. Award Criteria The contract will be awarded from quotations evaluated on the basis of the most economically advantageous quotation consistent with the following award criteria: Criteria Max Mark Available Minimum Mark Required Cost 400 N/A Proposed Methodology Experience of Similar Work Total Marks 1, Minimum Requirements: Quotations must achieve the minimum marks allocated to each of the qualitative sub-criteria. Failure to achieve the minimum mark in any one of the qualitative sub-criteria will result in the elimination of the Quotation from the Competition. 2. Any payments will be conditional on the contractors being in possession of a valid tax clearance certificate at all times. Where a Tax Clearance Certificate expires within the course of the contract, the Heritage Council (HC) reserves the right to seek a renewed certificate. - Under the Finance Act 1987, withholding tax must be deducted from payments for professional services. 3

4 - The HC will remain the sole owner of all end products e.g. creative concepts, ideas and any other related items or documents, irrespective of whether or not the contract is terminated prior to its completion. - The HC retains the right to withhold payment where a contractor has failed to meet its contractual obligations in relation to the delivery of service to an acceptable level of quality. - In the event of breakdown in working relations, the HC reserves the right to go to tender again or to terminate the contract at any stage on payment of reasonable and agreed costs accrued to the date of termination. - The HC requires that all information pursuant to this request for Quotations will be treated in strict confidence. Under no circumstances may information be disclosed to other parties without the express permission of the Heritage Council. - Any conflicts of interest involving a contractor must be fully disclosed to the Heritage Council. - The successful company shall be required to hold for the term of any Services Contract all necessary insurances. - Payment terms will be (or as otherwise may be agreed between both parties) 1) first instalment 50% completion of 50% of Project (Subject to the provision of detailed invoices) 2) final instalment 50% on completion and submission of final report. Submissions Submissions should be clearly marked RFQ Review of NBDS and sent to: Michael O Brien Head of Business Services Heritage Council Church Lane Kilkenny. Or via to mobrien@heritagecouncil.ie 4

5 Any queries in relation to this RFQ and any of the requirements specified therein must be directed to queries or requests for clarifications will be accepted no later than 5.00 p.m. on Wednesday April 18 th Submissions should be received no later than 4.00 p.m. on Friday April 27 th Late Submissions will not be considered. The Request for Quotations contains no contractual offer of any kind. Any quotation will be regarded as an offer by the contractor and not as an acceptance by the applicant of an offer made by the Heritage Council. No contractual relationship will exist except pursuant to a written agreement signed by a representative of the Heritage Council and any successful contractor for the specified services. Please note that the Heritage Council is subject to the Freedom of Information Act. 5