This document provides guidelines for an upcoming tender from the Sustainable Energy Authority of Ireland (SEAI) for major event project management services. It outlines: 1) Key events to be managed include the annual SEAI Energy Show and up to four online flagship conferences. 2) The SEAI Energy Show involves managing over 100 exhibitors, demonstration areas, industry pavilions, awards, and an energy theatre program. 3) The Public Sector Conference is a one-day virtual summit for 1,000 professionals to advance knowledge on sustainable energy. 4) Tender responses should address event management, marketing, health and safety plans, stakeholder coordination, and propose innovations to enhance events. Award criteria

1. Key tender guidelines from our marketing and procurement team
Major Event Project
Management for SEAI
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2. Aisling Hall
Procurement Manager SEAI
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3. This event is being recorded
WebEx Housekeeping Slide
3 www.seai.ie
Attendees are muted with cameras off
Questions submitted by clicking Q&A bubble
Questions will be answered at end of event
A recording will be distributed after the event

4. 4
Tender Information
Key tender guidelines from our procurement team

5. Tender information
Ensure you are signed up to
the eTenders platform
https://www.etenders.gov.ie/
Contact eTenders directly for
technical support queries.
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www.seai.ie

6. Tender queries
• All queries must only be sent
in via the messaging facility
on eTenders.
• Questions will be anonymised
• Answers will be broadcast to
all interested parties.
www.seai.ie
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7. 7 www.seai.ie
ESPD
• Complete an ESPD
The European single procurement document (ESPD) is a self-declaration
form. Consortiums require individual ESPDs from consortium members.

8. 8 www.seai.ie
Tender information (cont.)
• Method of Assessment: Most Economically Advantageous Tender (MEAT)
This is based on a combination of qualitive and cost criteria.
• Two steps in a tender;
Step one: Selection criteria tests the suitability of the tenderer, it examines their
previous experience and has minimum rules that must be passed in order to
proceed further in the evaluation process, evaluated on a pass/fail basis to
decide which candidates are suitable.
Step two: Award criteria examines the capability of the tenderer to meet the
requirements set out in the tender specifications.

9. 9 www.seai.ie
Tender information (cont.)
The estimated contract value is €1,000,000 excl. VAT per annum
(4 year term - estimated €4M ex VAT total).
• Give yourself plenty of time to submit your response
• Ensure you upload documents in good time
• Do not leave it until the last hour to upload
• Make sure you click submit
Once you click submit you cannot amend/change the documents.

10. 10
Steps in a tender process
1. Prior Information Notice (PIN) published on
eTenders, reference 207089.
• Monitor eTenders / TED for publication of the
tender
• SEAI will publish the RFT using the same CPV
codes published in the PIN notice.
• Ensure you are signed up to the CPV codes to
get notifications of tenders.
www.seai.ie

11. 11
Steps in a tender process
2. Publish RFT:
Request for Tender (RFT) will be published in
Q1/Q2 2022, containing:
• The selection and award criteria,
• Tender specifications
www.seai.ie

12. 12
Steps in a tender process
3. Queries/clarification period:
• potential tenderers can ask questions via
messaging facility on eTenders about the
tender or the services.
www.seai.ie

13. 13
Steps in a tender process
4. Evaluation:
• After closing date, all valid tenders will be
evaluated by an SEAI evaluation team.
www.seai.ie

14. Decide, Notify and Award
• Once evaluation is complete, all tenderers notified
via eTenders whether they were successful or
unsuccessful
• Standstill Period: 14 calendar days
• Conclude Contract with successful tenderer.
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Steps in a tender process (cont.)
.

15. Key tips for compiling your tender response
• Avoid repetition, copying and pasting and
generic answers.
• Keep on point per requirement.
• Keep audience in mind – the tender
evaluators need to be able to read
submission.
• Keep it simple- effort in presentation is good
but a good edited document is superior,
demonstrates the company approach.
• Ask yourself, does this demonstrate the
company in the best possible way?
www.seai.ie
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16. Key tips for compiling your tender response (cont.)
• Take a step back, examine and review as if this
is new content to you.
• Be neat, use readable fonts.
• Examine the award criteria, What is the ask?
• Tailor your response to the RFT requirements
and award criteria by reflecting back to the
wording of the award criteria to ensure you
have addressed the ask.
www.seai.ie
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17. 17
Specific Requirements for
this SEAI tender
Key tender guidelines from our communications team

18. Head of Communications SEAI
Tom Halpin

19. About SEAI
• National energy authority funded by Irish Government
• Implement government policy
• Eliminate fossil fuel use and emissions = Energy
efficiency + Renewable energy,.
• Expertise, funding (grants), education, policy advice,
research
• All sectors, all energy users – citizens, communities,
business, public sector, transport
19 www.seai.ie

20. Objective of RFT
• The provision of expert major event
project management services for:
– The SEAI Energy Show
– Up to four (4) online flagship events.
20 www.seai.ie

21. SEAI Major Flagship Events
• The SEAI Energy Show*
• Public Sector Conference*
• National Research Conference
• Towards Zero Energy Buildings Conference
• National Energy Community Conference
* Used as exampled for tender proposal and costings
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22. Event Scale – Estimating Scope of Works
• RFT quantities indicated relate to the 2022 events
• Represent best estimates at time of issue.
• Final targets and quantities will be subject of
services agreement following appointment.
• Subject to new agreement each year of contract
• Costs each year will be based upon unit costs
provided in response
22 www.seai.ie

23. The SEAI Energy Show - Overview
• B2B event focused on sustainable
energy solutions.
• Annual two day exhibition event
• Currently located in Dublin’s RDS
• Average up to 5,000 people
attended
Last held 2019 prior to Covid-19
www.seai.ie
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24. The SEAI Energy Show – Major Components
• Trade exhibition,
– 100+ exhibitors of sustainable energy
products / services
www.seai.ie
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25. The SEAI Energy Show – Major Components
• Best practice energy upgrade
demonstration area with key industry
associations for:
– insulation, heating, solar, ventilation
etc.
www.seai.ie
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26. The SEAI Energy Show – Major Components
• An Industry Pavilion with 10-15
representatives from key industries (in
2022 sector is lighting).
www.seai.ie
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27. The SEAI Energy Show – Major Components
• A Product of the Show Awards competition
and display area open to all exhibitors at the
event.
27 www.seai.ie

28. The SEAI Energy Show – Major Components
• A comprehensive open format Energy Theatre in the main exhibition area
28 www.seai.ie

29. covering best practice and latest developments in sustainable
energy ~24 sessions for between 10 to 180 delegates.
A comprehensive and varied event / workshop programme
29 www.seai.ie
The SEAI Energy Show – Major Components

30. The SEAI Energy Show – Major Components
• Electric vehicle display
and test drive area
30 www.seai.ie

31. The SEAI Energy Show – Major Components
• Additional events and features as determined by market demand.
31 www.seai.ie

32. The SEAI Energy Show - Venue
• SEAI will run a separate tender competition to identify a
suitable venue for the event.
• Without prejudice, for this tender, organisations should base
their proposals and costs on RDS, Dublin venue for 2022
• Whatever venue is selected, SEAI will discharge the costs
associated with hall / room rental.
• The appointed contractor will be required to liaise closely
with the selected venue for all logistical operations
32 www.seai.ie

33. The SEAI Energy Show – Summary of Services 1
33 www.seai.ie
Liaison with the
selected exhibition
venue
Defining an optimal
floor space layout
Full management
of the marketing
and sales of the
exhibition
Collaborating with
SEAI on all aspects
of event promotion
Managing the
design and print of
all requisite
promotional
materials
The exhibition
catalogue
Managing and
appointing sub-
contractors

34. The SEAI Energy Show – Summary of Services II
34 www.seai.ie
Managing all
aspects of
exhibitor
management
Managing a
volunteer
recruitment
process
Coordination of
visitor
registration
Physical
registration
space
All associated IT
systems and
applications
Input to strategic
and operational
aspects
Face to face real
time surveys of
exhibitors and
visitors
Health and
Safety plan
Regular
progress reports
including wrap-
up reports

35. The SEAI Energy Show – Stakeholder Coordination
Contractors must have within their team, or available to them demonstrated
competence to liaise with energy industry stakeholders and suppliers
Best Practice Energy Retrofit Demo Area
6 industry associations, demo area, coordination of build of demo facilities.
Product of Show Awards finalist Area
Product of Show Awards programme, to include categories, judging criteria,
appointing technical judging panel, collation of entries, coordination of judging and
finalist display area.
Industry Association Pavilion
Promotion to relevant industry associations and supply chain actors.
35 www.seai.ie

36. The SEAI Energy Show – Budget and SLA
• Show budget is derived from exhibitor sales and an Exchequer contribution
• Expenditure includes all services, direct and sub-contracted, as well SEAI costs
(venue, promotion etc.)
 Annual Service Level Agreement will include target income and agreed costs
with surplus retained in full by SEAI.
 SLA will also include terms to address:
 Disbursement of income where sales target are exceeded
 Treatment of savings made on agreed costs
 Treatment of higher costs where mandated by SEAI
 Penalties where sales fall below threshold band of agreed target
 Penalties where costs exceed those agreed
36 www.seai.ie

37. Public Sector Conference - Overview
• One-day summit of c.1,000 public sector
professionals.
• As public sector accelerates towards ambitious
energy efficiency targets by 2030, event is aimed at
everyone involved in that journey.
• Normally a physical event, last year went virtual.
Next conference will virtual and will take place in
May / June 2022.
• Attendees include key public sector organisations
and more generally those with an interest in
advancing their knowledge of sustainable energy
for their organisations.
Last held spring 2021 virtually
www.seai.ie
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38. Public Sector Conference – Summary of Services 1
38 www.seai.ie
Design and build of
event platform to cater
for specific features of
the conference
Integration of
programme content to
platform allowing for
live Q&A
Building the platform
and technical support
Event marketing
including design of
online promotional
collateral, issuing
promotional ezines etc.
Managing all aspects of
event registration
Platform booking
system should ideally
allow visitors to book
sessions or programme
content in advance

39. Public Sector Conference – Summary of Services 2
39 www.seai.ie
Managing and
appointing sub-
contractors
Conducting rehearsal
sessions with
speakers/moderators
Collating
presentations and
video content from
speakers
Conducting
comprehensive
online event surveys
with session visitors
Provide SEAI with
regular progress
reports
Input to the strategic
and operational
aspects of the
conference.

40. Innovations and Sustainability
• Suggestions welcome on innovation(s) to enhance the visitor / exhibitor /
delegate experience.
• Can include technology innovations in the event management or
additional features at the events.
• May include ways to grow the exhibition participation and / or income.
• Identify approaches to maximise environmental / energy sustainability of
the event delivery and management
• To consider aspects of green procurement, recycling / reusing materials,
energy efficiency
• Will form part of the qualitative assessment, but will not be included in
cost assessment.
40 www.seai.ie

41. Award Criteria (to be finalised)
1. Quality and level of team and resources to be applied to
the service
2. Quality of tender proposal, approach and methodology
3. Proposed management of assignment; incorporating
best practice, innovation, deliverables, time scales and
measures for ensuring quality of event
4. Cost of Service
41 www.seai.ie

42. Thank you
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www.seai.ie