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This content from the Department of Foreign Affairs has now moved to gov.ie. This webpage is no longer being updated. 

Procurement Opportunities with us

We meet 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. 

Procurement policy Show the panel body Hide the panel body

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.

How we purchase Show the panel body Hide the panel body

Who is responsible?

Revised EU Thresholds with effect from 1st January 2022

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 2022.

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 €25,000

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 €25,000 and €140,000

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 €140,000

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).

The Office of Government Procurement (OGP)

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 including frameworks for photography services and translation services. You can find out more about these arrangements on the OGP website.

What we purchase Show the panel body Hide the panel body

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 Centralised Framework Agreements 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 Office of Government Procurement. 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.

Prompt payment policy Show the panel body Hide the panel body

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

Prompt payment procedures

We are committed to making every effort to pay our suppliers promptly. And you can help by ensuring that you provide:

  • Correct invoices
  • Accurate bank account details
  • By ensuring that your Tax Clearance status with the Irish Revenue Commissioners is up to date

For public sector contracts worth €10,000 (inclusive of VAT) or more within any 12-month period, the contractor (and agent or sub-contractor as appropriate) will be required to produce either a valid tax clearance certificate or a C2 certificate. This is a mandatory. You can find full details on tax clearance procedures on the Revenue website.

Prompt payment of accounts legislation

Payment of invoices is governed by the Prompt Payment of Accounts Act, 1997 as amended by the Statutory Instrument 580 of 2012, which took effect on 16 March 2013 and transposes EU Directive 2011/7/EU on Combating Late Payment in Commercial Transactions. It revoked the previous Statutory Instrument 388 of 2002.    

The legislation allows that if the date or period for payment is not fixed in the contract, the creditor is entitled to interest for late payment upon the expiry of any of the following time-limits:

  • 30 calendar days following the date of receipt  of the invoice or an equivalent request for payment
  • If the date of the receipt of the invoice or the equivalent request for payment is uncertain, 30 calendar days after the date of receipt of the goods or services
  • Public Authorities will have to pay as a general rule, within 30 days

Payment of interest cannot be waived by the supplier and must be included with the amount payable for the goods or services without the supplier demanding its payment.

Since 16 March 2013, the applicable reference rate (rate applied by the ECB) plus the statutory interest for late payments is 8%. Small amounts of interest for late payment can be charged. You can check the ECB rate on the Central Bank and Financial Services Authority of Ireland website or on the European Central Bank website.

There is no minimum interest payment applicable. In addition to receiving interest on late payment the supplier is also entitled to automatic compensation (without the need to issue a reminder) of a minimum of €40 if the invoice is less than €1,000. There is a scale of compensation detailed in the Schedule to the Statutory Instrument. The Schedule  provides for the Amount of compensation payable under Regulation 9 as follows:

Not exceeding €1000 €40
Exceeding €1,000 but not exceeding €10,000 €70
Exceeding €10,000 €100

In addition, acceptance and verification procedure in public authorities to business (PA2B) must be provided by the contract. The maximum duration should not exceed 30 calendar days from the date of receipt of the goods/services unless otherwise expressly agreed in the contract and tender document and provided it is not grossly unfair to the creditor.

Invoice queries

We have 10 working days to return an incorrect invoice and we must enclose a written statement identifying the alleged defects that prevent payment being made. Following our acceptance of the corrected invoice, we will do our best to issue payment within 15 days.

The legislation does not oblige us to pay a supplier who has failed or refused to comply with a request to produce a tax clearance certificate and it expressly extends the statutory time limit for payment where there are delays in furnishing a tax clearance certificate. Also, the Act does not affect the deduction of withholding tax from any payment to a supplier.

15-day payment requirement

The Government introduced a further non-statutory requirement in June 2009 to reduce the payment period by Central Government Departments to their suppliers from 30 to 15 days. Every effort, consistent with proper financial procedures, is being made to ensure that all suppliers are paid within this timeframe.

Quarterly reports

We are obliged to publish quarterly statistical reports showing our performance in relation to prompt payments. Download these reports:

2009

2010

2011

2012

2013

2014

2015

2016

2017

2018

2019

2020

2021

2‌‌022

2‌‌023

Payments over €20,000 Show the panel body Hide the panel body

2012

2013

2014

2015

2016

2017

2018

2019

2020

2‌021

2022

2023

Procurements over €2m Show the panel body Hide the panel body

Procurements/ Project Progress

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

Procurements/Project Progress - 2014

 

Contracts Awarded Exceeding €10 million Show the panel body Hide the panel body

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

2022 Return 20m Ireland House Tokyo

Meeting negotiations

eTenders Website

Visit the Government’s public procurement website eTenders 

Related links

Procurement Opportunities

Procurment Opportunities with Irish Aid

Access to International Public Sector Markets

Working with us

Career Opportunities

Contact Procurement Section

Official Journal of the EU

Office of Government Procurement  

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