Procurement opportunities with the Department of Foreign Affairs and Trade

The Department of Foreign Affairs and Trade meets the Government policy goals for public procurement and use strict procurement procedures to ensure that suppliers compete for our business in an open and transparent way.

Our policy

When awarding contracts, we must abide by EU and national laws, and follow relevant guidelines issued from time to time by the Department of Public Expenditure and Reform.

This means that procurement must be open and fair and it must strive to obtain the best value for public money. We must be cost effective, efficient in our use of resources, and we must demonstrate the highest standards of fairness and integrity whenever we award a contract.

Accountability

Procurement practices are scrutinised and audited by both internal audit and the Comptroller and Auditor General. Accounting officers are accountable to the Oireachtas for compliance with all relevant EU and national procurement regulations.

Beyond that, the awarding of public contracts is monitored by the EU Commission who may, if it finds that a state has disobeyed the rules, take action in the European Court of Justice.

Appeals

If a contract is awarded that does not comply with the rules, it may be challenged in the Irish courts. Under the EU Remedies Regulations, the Irish courts can now set aside improperly awarded contracts. The courts also have the power to fine contracting authorities who breach procurement regulations by up to 10% of the value of the contract, in addition to any payment of damages that the court imposes.

Our standards

We are committed to adhering to the rules surrounding public procurement and we are fully committed to transparency, fairness and accountability in all our purchasing activities. We only buy goods and services that have been subjected to a proper competitive process, except in certain limited exceptional circumstances.

We aim to meet Government policy goals in relation to matters such as environmental sustainability and small and medium enterprises when we buy any works, goods and services.

The Regulations amending the EU thresholds for the Directives 2014/23/EU, 2014/24/EU, 2014/25/EU, 2009/81/EC have now been published by the EU Commission. The revised Thresholds (exclusive of VAT) above which advertising of contracts in the Official Journal of the EU is obligatory, are applicable from 1st January 2024.

Purchasing is the responsibility of our business units in Ireland and of individual Missions overseas, although it is subject to general oversight by our Corporate Services Division, which includes a dedicated Procurement Section.

All purchasing of goods and services must be subject to a competitive process, except in certain exceptional circumstances.

We use the following tendering methods, depending on the estimated value of the contract:

Less than €5,000

Quotes are sought from a minimum of three competitive suppliers and the most suitable option is selected.

Between €5,000 and €50,000

Specifications and requests for written quotes are emailed to at least three providers. Offers are evaluated objectively against the specified requirements and the most suitable offer is selected.

Between €50,000 and €143,000

For purchases in this range, the tender process is normally advertised on e-tenders, the Irish Government Public Procurement Portal. This is intended to give SMEs throughout the island of Ireland the opportunity to tender. However, exceptional or urgent circumstances may require us to invite tenders directly from a number of selected operators without advertising.

Over €143,000

At this level, calls for tenders are published on the eTenders website and in the Official Journal of the EU. Contracts above this threshold are awarded according to EU Directive 2014/24/EU as transposed into Irish law by the European Communities (Award of Public Authorities’ Contracts) 2016 (S.I. 284 of 2016).

We use certain goods and services from mandatory OGP pan-government framework contracts. These include:

• Advertising

• Electricity

• Natural gas

• Stationery and paper

We also use a number of collaborative frameworks, which are open to Government Departments and public bodies generally. You can find out more about these arrangements on the OGP website.

Communications and ICT equipment and services

We have ongoing requirements for a wide range of ICT hardware and software as well as ICT and telecommunications support services. Details are published on the etenders website as and when specific requirements arise.

Our ICT Unit makes use of Item was unpublished or removed put in place by the Department of Public Expenditure and Reform for the purchase of desktop computers, laptops, printers, and mobile phone services. It also makes use of the OGP Central Contract for ICT Consumables.

Passport technology

We recently bought an automated passport production system, with state-of-the-art security features including biometrics. The Passport Office will have ongoing requirements in this area and is always interested to hear from providers with new and cost-effective technologies.

We also need passport application forms, passport booklets (with a range of inbuilt security features) and polycarbonate datapages (for storage of biometric information). These requirements were publicly tendered for in 2012 and new multi-annual contracts are being put in place.

Travel and relocation services

We always need travel and relocation services. Air travel booking services are procured centrally by the Office of Government Procurement and the current contract is held by Club Travel.

We use a competitive multi-supplier framework agreement for removal services for the belongings of officers who are relocating. We expect this framework to remain in place until 2022, at which point a fresh tender process will be held.

We occasionally need high-quality chauffeur and ancillary transport services for State and high-level official visits to Ireland. We have a multi-supplier framework in place for these services, which runs until 2022.

Diplomatic mail

We recently conducted an advertised tender for this requirement and a new multi-annual contract is due to be put in place shortly.

Consultancy services

We (and in particular Irish Aid) occasionally need management consultancy services to provide advice or expertise that is not otherwise available to us in relation to our strategic decision making and high-level policy goals. Details of our requirements are advertised on the eTenders website as and when they arise.

Office supplies

Printing, stationery, office consumables, uniforms, and furniture are generally procured on the basis of centralised draw-down contracts tendered for by the Item was unpublished or removed Specific requirements may be purchased separately from time to time.

Office cleaning, security services

Office cleaning and security services are now procured centrally by the Office of Government Procurement.

Read here about our Prompt Payment obligations to suppliers and view quarterly statistics on the length of time taken to pay suppliers.

In keeping with the commitment in the “More Effective Financial Scrutiny” section of the Programme for Government, this Department publishes details of payments made for goods and services valued at €20,000 or more. This information will be published quarterly in arrears and can be found here.

Procurements/ Project Progress

Details of all procurements (capital and current) where the value exceeds €2m.

Pursuant to the requirements of the Public Spending Code, procurements by the Department of Foreign Affairs in excess of €10 million will be published here.

2022 Contracts Awarded Exceeding €10 million

There was one procurement by the Department of Foreign Affairs in excess of €10 million in 2022.

The information published below is in respect of the Departments obligations for the year under review i.e. 2022.