Request for Tender
for
Coordination & Development Services
for
Culture Night 2015
Department of Arts, Heritage and the Gaeltacht
Cultural Institutions Unit
New Road
Killarney
Co Kerry
Culture Night 2015 – coordination & development services
1. Background
Culture Night is a unique and very special occasion that gives people the chance to visit
venues and experience culture that may not normally be on offer. Not only does the
event encourage people to try new things and take in the cultural venues around them
but it helps create a sense of community and belonging.
On Culture Night, key artistic and cultural organisations in participating towns and
cities, extend their opening hours until 11pm (if possible) to provide the public with
increased free access to the various collections, workshops and other events hosted by
the organisations. Culture Night is a based on similar cultural events held in European
and other cities called "White Nights" due to fact that the buildings are lit up for the
evening of the event.
The Culture Night initiative was launched in 2006 in Dublin to provide a new and
imaginative way for people from all walks of life to participate in the cultural life of the
city. The event captured both the public imagination and the enthusiasm of artists and
cultural organisations and in view of its success, the Department decided to extend the
concept to towns, cities and counties across Ireland in 2008. This expansion proved
hugely successful and Culture Night has grown year on year since then with the 2014
event encompassing almost 2,000 events over 1,200 venues across 39 locations
throughout the island Ireland making it the biggest and most extensive Culture Night to
date.
It is hoped to build on the success of Culture Night to date, to further enhance and
develop the initiative for 2015 and beyond. Accordingly, the Department of Arts,
Heritage and the Gaeltacht now wishes to invite tenders for the co-ordination,
development, promotion and marketing of Culture Night 2015 which will take place on
Friday 18th September 2015
2. Requirements
The services sought include but are not necessarily limited to the following elements:
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Coordination with local organisers of Culture Night, particularly Arts Officers and
Local Authorities and maintaining quality control of the Culture Night brand;
Ensuring that participating regions, including the Dublin region, in conjunction
with their designated contact persons, collate material, for the design and
publication of their Programmes in hard copy and online;
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Communications Strategy including marketing and PR, Advertising, Social media
and other online outlets;
Coordination and reporting to the Department of Art, Heritage and the
Gaeltacht;
Developing and maximising all existing and new sponsorship opportunities;
Liaison with the production of a flagship event(s) / projects) for Culture Night
2015 (details to be agreed / finalised);
Working within budgets and deadlines;
Maintaining the Culture Night Website;
Preparation and submission of a review of the 2015 event, to include
recommendations on the delivery of Culture Night in future years, no later than
2 months post the 2015 event.
Please note that responsibility for the development and delivery of Culture Night in Dublin
rests with Dublin City Council and any queries in this regard should be addressed
accordingly. However, it is recognised that the Dublin event is a very significant
component of the overall national event and therefore the services sought by the
Department will by default include extensive interaction and liaison with Dublin City
Council.
3. Timeframe
The timeframe for the return of tenders for the services sought is 12 noon on Monday
the 23rd of February 2015.
4. Submissions
The following is required in response to this request:
a) A statement of your understanding of the issues and the general approach proposed
b) Details of the recommended approach to meet the scope set out in Section 2
c) Your fee proposal - this should be sufficiently detailed to cover expenses including
administration, travel and reports. The proposal should be based on a fixed fee.
5. Further Information
(a) Requests for further information or clarification in respect of any aspect of this
tender should be made in writing and addressed to Ms. Breda Moynihan, Assistant
Principal, Cultural Institutions Unit, Department of Arts, Heritage and the Gaeltacht,
New Road, Killarney, Co Kerry or by email to Breda.Moynihan@ahg.gov.ie
(b) The tender should clearly set out the information required in Sections 2 and 4.
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(c) The commencement time for the project is on receipt of acceptance of the tender.
(d) The basis of payment will be on presentation of a final report to the satisfaction of
the Department.
(e) No additional fees other than those originally quoted will be paid. Agreement may
be negotiated on payment of fee by instalment.
(f) The successful applicant will be required to promptly produce a tax clearance
certificate before a commission is accepted.
(g) In accordance with Government requirements Withholding Tax will be deducted at
the rate of 20% exclusive of VAT, for all charges.
(h) The work shall be deemed to be carried out in Ireland and shall be governed by the
laws of Ireland.
6. Freedom of Information Acts
The following conditions in relation to the Freedom of Information Acts should be
noted:
The Department undertakes to use its best endeavours to hold confidential any
information provided by you in response to this invitation to tender, subject to the
Department's obligations under law, including the Freedom of Information Act 2014.
Please note that in response to a request under the Freedom of Information Act,
information not identified as sensitive (with supporting reasons) may be released.
Therefore, in responding to this invitation to tender, you should identify the specific
information, which you do not wish to be disclosed, stating the reasons for its
sensitivity. The Department will consult with you about this sensitive information before
making a decision on any Freedom of Information request.
7.
Assessment of Submission
The Department will accept the economically most advantageous tender based on the
following criteria:
a)
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Quality of submission
Understanding of the issues involved
Proposed approach in response to the task

Proven track record
Evidence of capability in dealing with similar briefs
b)
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
c)
Experience and expertise of the respondent
Price
 Competitive tender / value for money
 Capacity to commit resources
Please note that the Department reserves the right to reject any or all of the proposals
submitted and is not obliged to accept the lowest tender. The Department also reserves
the right to short list suitable tenderers and conduct interviews based on the proposals
received.
Applicants must agree to maintain the confidentiality of information provided and agree
that the rights to the information published remains with the Department of Arts,
Heritage and the Gaeltacht.
9.
Date for Submission
Tenders may be submitted in hard copy or by email to reach:
Ms. Clare Pilkington
Cultural Institutions Unit
Department of Arts, Heritage and the Gaeltacht
New Road
Killarney
Co Kerry
Email: Clare.Pilkington@ahg.gov.ie
no later than 12 noon on Monday the 23rd February 2015.
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