Archival Quality Boxes for the National Archives of Ireland

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

The contract involves the supply of archival quality boxes for the National Archives of Ireland. The successful contractor will be responsible for producing and delivering boxes that meet specific quality and material standards, ensuring they are suitable for long-term storage of archival materials.

Key activities include:

• Production of Archival Quality Boxes: Boxes must be made from acid-free laminated fibreboard, with a thickness of no less than 1200 microns and a substance of at least 1200 gsm.
• Specifications Compliance: Boxes must conform to the following specifications:
• Dimensions: Outside dimensions of 285mm x 410mm x 150mm.
• Design: Two-piece construction, die-cut, with a neat appearance and capable of being assembled without stitching or adhesives.
• Material Standards: Must be lignin-free, not contain mechanical groundwood pulp or alum-rosin size, and have a pH of 7.0 - 8.5.
• Color: Grey-blue or another serviceable color, but not white.
• Sample Submission: Tenderers must provide a sample archival box with their tender submission, which will be evaluated for compliance with the specifications.
• Delivery: Successful bidders will be required to manage logistics for the timely delivery of boxes to the National Archives.

The contract is expected to cover a range of quantities, with the total estimated expenditure being approximately €250,000 over the contract term.

3. Background & buyer context

This procurement is initiated to fulfill the National Archives of Ireland's need for high-quality archival storage solutions. The Department of Culture Communications Sport aims to enhance the preservation of Ireland's historical documents and materials. The initiative aligns with broader government policies to improve cultural heritage management and accessibility. There is no mention of an incumbent supplier, indicating an opportunity for new entrants to the market.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €60,000 in one of the past three years.
• Insurance: Bidders must hold the following insurance:
• Employer’s Liability: €12,700,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €1,000,000
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate experience in supplying substantial orders of archival quality boxes to institutions.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Detailed description of how requirements will be met.
• CVs: Not specified for this tender.
• Pricing schedule: Complete the form provided in Appendix 2.
• Case studies: Not specified for this tender.
• Declarations: Include the eESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable.
• Submission portal: Tenders must be submitted via the electronic post-box on eTenders.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial duration of 1 year, with a possible extension of up to 6 months.
• Payment terms: Payments will be made in accordance with the Goods Contract.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks include:

• The requirement for a minimum turnover of €60,000 may limit participation from smaller firms.
• The need for specific material certifications could disadvantage bidders unfamiliar with archival quality standards.
• The requirement to submit a sample box may present logistical challenges for bidders, particularly if they are located far from the National Archives.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that specialize in the production of archival materials. Eligible bidders should have:

• Experience in supplying archival quality boxes to institutions.
• The capacity to meet the insurance and turnover requirements.
• The ability to produce samples that meet the specified quality standards.

Consortium bidding is permitted, allowing smaller firms to collaborate with larger entities. Preparation for the bid may require several days, particularly for sample production and documentation gathering. The presence of specific material requirements may signal a competitive environment, potentially favoring established suppliers.

11. Where to dig deeper

• RFT filename: [20240911_ArchivalBoxTender_RFT.docx]
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement