Archival Records Reviewer (30 year rule) for the Department of Foreign Affairs and Trade

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

Department of Foreign Affairs and Trade/An Roinn Gnóthaí Eachtracha agus Trádála ran this procurement for “Archival Records Reviewer (30 year rule) for the Department of Foreign Affairs and Trade” as an operational contract requiring implementation and sustained service execution. The extracted pack showed qualification-stage material with references to later ITT technical depth; practical activity therefore centred on building, integrating, and operating the specified service stack with compliant reporting and handover obligations where stated. Constituent activities and named work elements in the supplied extracts:

• e successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Public Liability €6.5m 2
• the proposed Services Contract(s) may amount to some €104,400 (excl
• [RFT Archival Records Reviewer - 30 year rule.pdf] ServicesRFT17012025
• the provision of the services as described in Appendix 1 to this RFT (the “Services”).
• and Trade requires the services of an Archival Records Reviewer/s to assist in this task by
• this tender competition to provide support for these services. The exact number of
• that may result from this Competition (the “Services Contract”) will be issued for a term of
• The Contracting Authority estimates that the expenditure on the Services to be covered by
• the proposed Services Contract(s) may amount to some €104,400 (excl. VAT) over the Term
• the successful implementation of any Services Contract that may result from this
• benefits of any Services Contracts that may result from this Competition.
• This RFT does not constitute an offer or commitment to enter into a Services Contract. Non-binding monetary references in the source were treated as context only and were not used as qualification thresholds.

3. Background & buyer context

The buyer context reflected a formal Irish public-procurement route, with pre-qualification used to control entry into the tender stage.

• Contracting Authority policy seeks to encourage participation on a fair and equal basis by
• development of Irish Foreign Policy and International Relations over a substantial
• details of previous similar work undertaken), timeframe, clear objectives,

4. Eligibility & selection criteria

• Turnover requirement — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• Insurance — — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.; e successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Public Liability €6.5m 2
• Certifications — not specified for this tender
• Past experience — not specified for this tender
• Personnel — not specified for this tender
• Geographic / facility constraints — not specified for this tender Additional binding lines surfaced in the deterministic extract:
• — use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.
• e successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Public Liability €6.5m 2

5. Award criteria & scoring

6. Submission requirements

• Method statement / response document (template/page limits) — Appendix 1 questionnaire/PQQ response was required.
• CVs (page count, named roles) — not specified in extract.
• Pricing schedule (format/template) — expected at ITT stage.
• Case studies (number/value range) — client references/comparable project evidence was referenced.
• Declarations (ESPD/Bona Fides/Tax/COI) — ESPD/declaration/statement-of-confirmation language was present.
• Mandatory site visit — not specified in extract.
• Submission portal and formatting — eTenders portal and PDF electronic copies were referenced. Submission-related source lines:
• [RFT Archival Records Reviewer - 30 year rule.pdf] ServicesRFT17012025
• Declaration as to Personal Circumstances of Tenderer
• the provision of the services as described in Appendix 1 to this RFT (the “Services”).
• [RFT Archival Records Reviewer - 30 year rule.pdf] . Archives Unit in the Department of Foreign Affairs
• [RFT Archival Records Reviewer - 30 year rule.pdf] .
• [RFT Archival Records Reviewer - 30 year rule.pdf] unless and until a

7. Key dates & process

8. Contract terms that matter

Contract duration in the extract: 30 year. Payment cycle, SLA/KPI schedule, and penalty regime were not fully disclosed in the snippets unless listed below.

• VERIFIED PHRASES (deterministic regex extract from the documents — treat as authoritative for numerical claims)
• e successful Tenderer shall be required to hold for the term of the Services Contract the following insurances: Type of Insurance Indemnity Limit Public Liability €6.5m 2
• NOW IT IS HEREBY AGREED in consideration of the sum of €2.00 (the receipt of which is hereby
• ontinues for 90 calendar days either Party may terminate at 14 days notice
• of remedy) within 30 days after receipt of a request in writing f
• For the Term and for a period of 12 months thereafter (and save in respect of publ
• Under the terms of the National Archives Act (1986), departmental records over 30 years
• individuals to be appointed will be determined following evaluation of the tender responses

9. Risks, red flags & unusuals

• Qualification gate: the deterministic extract included a turnover threshold line (— use these verbatim for insurance / turnover. If a category (insurance, turnover) has no entry here, treat it as 'not specified' for THIS tender.), which can materially narrow bidder pool composition.
• The two-step process (PQQ then ITT) shifted effort to compliance evidence early, with competitive scoring detail potentially deferred.
• Technical and contractual granularity appeared ITT-dependent, increasing ambiguity at qualification stage for non-incumbent bidders.

10. SME fit assessment

This competition looked most accessible to firms with established public-sector tender capability, documented financial capacity, and direct operational experience in the relevant service category.

• Credible bidder profile — mid-sized to large specialist with formal QA/compliance process.
• Consortium / sub-contracting — allowed or addressed in the extracts (Appendix references and reliance provisions).
• Indicative bid-prep effort — 6 to 12 working days for evidence collation, form completion, and review cycles at PQQ level.
• Pwin signal — strongest for bidders with reusable qualification artefacts, comparable references, and low-friction mobilisation capability.

11. Where to dig deeper

• Source RFT/PQQ filenames: RFT Archival Records Reviewer - 30 year rule.pdf, RFT Archival Records Reviewer - 30 year rule.pdf] ServicesRFT17012025, Appendix 1:.
• eTenders CFT / notice reference: not specified in extract.
• Clarification contact / portal: [email protected].
• Key attachments to prioritise: Appendix 2:, Schedule, Appendix 3:.