CRM System Development and Implementation – Invitation to Tender

AHEAD has already completed a comprehensive CRM Discovery and Scoping Project. This identified detailed business requirements, user stories, functional specifications, integration considerations and a proposed phased roadmap.

The successful supplier will be expected to review and build upon this work, rather than undertake a full discovery exercise from the outset.

The project will begin with the design and implementation of a Minimum Viable Product (MVP) in Phase 1. This will establish a foundation for potential further development in Phases 2–4, subject to AHEAD’s future needs and available budgets.

The selected supplier will work collaboratively with AHEAD to:

• Validate and refine requirements.

• Develop a detailed implementation plan and system design.

• Configure and implement an accessible and user-centred CRM.

• Support data cleansing and migration.

• Establish appropriate data quality, security and GDPR controls.

• Deliver system administrator and end-user training.

• Provide documentation, go-live support and ongoing maintenance options.

The proposed solution should support integration with systems including Microsoft 365, SharePoint, Mailchimp, Zoom, Moodle, Sage 50, AHEAD’s website and WAMWorks database, survey tools and other business-critical applications.

Accessibility is a critical requirement for this project and will be a significant consideration in the evaluation of proposals.

AHEAD works with and for disabled people and is a majority-disabled team. Accessibility and inclusive design must therefore be embedded throughout the design, development, testing, implementation and ongoing maintenance of the CRM.

Tenderers should clearly demonstrate:

• Experience and expertise in accessible and inclusive digital design.

• How the proposed CRM will meet WCAG 2.2 AA across staff-facing functions and external-facing functionality.

• Compatibility with a wide range of assistive technologies and user needs.

• How accessibility testing will be incorporated throughout the development lifecycle.

• How accessibility compliance will be monitored and maintained following implementation.

Proposals should include:

• Detailed costs for the implementation of the Phase 1 MVP.

• Ongoing annual licensing and maintenance costs for the MVP.

• Indicative costs for Phases 2–4, should AHEAD proceed with these developments in future years.

• Any other anticipated implementation, integration, training or support costs.

AHEAD is seeking a cost-effective and scalable solution that provides strong overall value for money.

The application window will open on Friday, 14 August 2026.

Questions, expressions of interest and requests for the CRM Discovery and Scoping Report should be sent to recruitment@ahead.ie.

For fairness and transparency, anonymised responses to material questions raised by tenderers will be circulated to companies that have submitted an expression of interest or requested the Discovery Report by Friday, 28 August 2026 if questions have been received, with reponses to material  questions received later than that date circulated by Sept 7th if relevant.

The deadline for receipt of proposals is:

5pm on Friday, 11 September 2026

Following an evaluation of the written proposals, AHEAD intends to shortlist up to three vendors for an online interview. Interviews are expected to take place on Friday, 2 October 2026.

The contract is expected to be awarded in the subsequent weeks. The successful supplier will be expected to commence the project as soon as reasonably practicable following the award and no later than November 2026.

Written proposals will be assessed against the following criteria:

• Solution fit and initial delivery approach – 25%

• Relevant experience and technical capability – 25%

• Accessibility and user-centred design expertise – 20%

• Implementation, training and ongoing support – 15%

• Cost and overall value for money – 15%

Shortlisted tenderers will be invited to present their proposed solution and implementation approach, demonstrate their relevant experience and answer questions from AHEAD’s evaluation panel.