Invitation to Tender

General Data Protection Regulation Review

BeLonG To Youth Services is inviting suitably qualified consultants to submit tenders for a review of the changes needed in the organization to comply with the General Data Protection Regulation.

Tenders are due by 12 noon on 19 January 2018. Please submit tendersby email only to:

Background

BeLonG To Youth Services, founded in 2003, is the national organisation for lesbian, gay, bisexual and transgender (LGBT+) young people. BeLonG To provides support services to LGBT young people, their families and professionals who work with LGBT youth through is nationwide network of 30 locations across the country. For more information see:

Description of Required Work & Timeline

BeLonG To wishes to engage a Consultant(s) to aid BeLonG To in meeting its compliance obligations under General Data Protection Regulation (GDPR) and ePrivacy Directives. Tenders may be submitted by an individual/ company or by a team/ group.

The period in which this project will be delivered is fromFebruary – May 2018.

The Consultant(s) will work closely with BeLonG To throughout the project, which will include:

  1. Developing and agreeing a detailed plan, timeline, and division of responsibilities for the project.
  2. Conducting an organisation wide audit and assessment against GDPR and ePrivacyRequirements to identify any weaknesses and suitable action plans to redress deficiencies.
  3. Developing a Data Protection Policy that would ensure compliance with bothGDPR and ePrivacy.
  4. Coordinating all phases of the project.
  5. Training of BeLonG To staff in the new policy and requirements on individuals under the GDPR and ePrivacy Directives.
  6. Development of a workplan that will enable us to track and measure any improvements and identify any risk areas.

Outline of Tenders

Tenders may be submitted by one individual or by a team. To be considered in this tender process, please submit tenders that include:

  1. Details of the relevant experience and qualifications of (all of) the applicant(s) and the key team members who will work on the project.
  2. A proposal for key aspects of the programme; including:
  3. Timelines and division of responsibilities (e.g. within a team or between a consultant(s) and BeLonG To.
  4. Proposed consultations with key stakeholders and their recruitment and delivery.
  5. Writing the actual Data Protection Policy
  6. Other Governmental and European policies (etc.) that will need to be taken into consideration.
  7. Ethical considerations.
  8. Training provision for staff/ volunteer team.
  9. Methods/key topics for developing recommendations.
  10. Full and detailed costings inclusive of VAT.

Criteria for Selection

1.Demonstrated understanding of the brief for this project.

2.Previous experience in carrying out data protection audits in a GDPR and ePrivacy Directive framework.

3.Previous experience in advising data controllers that process sensitive personal data.

4.A working knowledge of the challenges young people face, and their data protection and privacy concerns.

5.Prior experience in advising non-profit organisations in developing a Data Protection Policy that works across fundraising, communications, advocacy and service environments within the context of GDPR and ePrivacy.

6.Quality of proposed approaches to the project (including ethical, consent and child protection issues).

7.Proposed timescale of project.

8.Suitability of the proposed project team.

9.Value for money.

Intellectual property

All materials, resources, evaluation findings and reports produced under a contract awarded as a result of this tender will be the property of BeLonG To Youth Services.

Deadline for Tenders

Tenders are due by 12 noon on 19 January 2018. Please submit tenders in by email only to:

  • Shortlisting may apply.
  • You may be invited to attend and present as part of the decision-making process. Such presentations will take place the week beginning 29th January 2018.

Conditions of Tendering

Agreement

The successful tenderer will be required to enter into a formal contract with BeLonG To Youth Services.

Ownership of tender documents

All tender documents will become the property of BeLonG To Youth Services on submission.

Tender validity period

Offers shall remain open for acceptance for three months from the submission of the proposal.

Compliance, partial compliance, or non-compliance

The tenderer will be taken to agree or comply with all conditions of all parts of this document unless the tenderer specifies otherwise, giving reasons.

Tenderers to inform themselves

Tenderers are responsible for taking all necessary steps to inform themselves of the client’s requirements, terms and conditions in regard to tendering for this project.

Tenderers to meet costs

Tenderers are to meet all costs of responding to this document, including preparation, submission, lodgement, and negotiation costs.

Acceptance of tenders

  • BeLonG To Youth Services may accept the whole or part of a tender.
  • BeLonG To Youth Services does not necessarily accept the lowest priced tender or any tender.
  • BeLonG To Youth Services reserves the right to negotiate with any tenderer or to seek clarification of the contents of a tender from any tenderer.
  • BeLonG To Youth Services reserves the right to obtain any of the nominated products and services from any party, whether that party is a tenderer or not.
  • Nothing in this document, or in any tender, or both, shall be construed to create any binding contract (express or implied) between BeLonG To Youth Services and any tenderer.
  • BeLonG To Youth Services reserves the right to stop or vary the tender process, or re-tender, at any time.

Queries related to this Tender

Queries should be directed Oisín O’Reilly, Fundraising and Operations Manager at BeLonG To Youth Services 01 681 4821 or