Single Party Framework Agreement for the Provision of Art Collection Storage and Handling Services

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 provision of art collection storage and handling services for The Arts Council. The selected contractor will be responsible for managing the storage, preservation, and transportation of artworks within a dedicated facility. The scale of the operation requires a minimum of 400m² of usable floor area for the storage of fine art, along with provisions for environmental controls to ensure the safety and integrity of the collection.

Key activities include:

• Storage Management: Provide secure storage for artworks, ensuring appropriate environmental conditions (temperature, humidity, light levels).
• Handling Services: Safely handle artworks during transportation and installation, including packing and unpacking.
• Transportation: Manage the logistics of transporting artworks, including a budget for up to €36,000 excluding VAT for transport and art handling each year.
• Inventory Management: Maintain an accurate inventory of stored artworks, including documentation of condition reports and handling records.
• Access Control: Implement strict access controls to the storage facility to ensure the security of the collection.
• Emergency Response: Develop and execute emergency response plans for potential incidents affecting the collection.

The contractor will be expected to work closely with The Arts Council to align with their operational needs and ensure compliance with relevant regulations.

3. Background & buyer context

The procurement of these services aligns with The Arts Council's ongoing commitment to the preservation and management of Ireland's cultural heritage. The need for a dedicated framework for art collection storage and handling arises from an increase in the volume of artworks under the Council's care, necessitating enhanced storage solutions. This initiative is part of broader efforts to support the arts sector in Ireland, ensuring that artworks are stored and handled in a manner that meets professional standards.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum annual turnover of €500,000 for each of the last three financial years.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Professional Indemnity: €3,000,000
• Transit insurance policy: €100,000
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate successful delivery of a minimum of two comparable projects within the last five years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Failure to meet any of these criteria will result in disqualification from the tender evaluation process.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, focusing on the best balance of price and quality. There are no specified minimum scoring thresholds for individual criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A response document following the provided template, with a maximum of 20 pages.
• CVs: CVs for key personnel, limited to 2 pages each.
• Pricing schedule: A detailed pricing schedule using the specified template.
• Case studies: At least two case studies of previous projects, with values ranging from €100,000 to €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: A site visit is not specified for this tender.
• Submission portal: All submissions must be made through the eTenders portal, adhering to any specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: The contract will last for 12 months, with the possibility of one extension.
• Payment terms: Payments will be made upon completion of agreed milestones, with specific invoicing procedures outlined in the contract.
• Key SLAs/KPIs: Performance indicators will include response times for handling requests and the condition of stored artworks.
• Liquidated damages: Penalties may apply for failure to meet specified service levels.
• Termination clauses: Either party may terminate the contract with three months' written notice.
• IP ownership: All intellectual property rights related to the services will remain with The Arts Council.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed and approved by The Arts Council.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €500,000 may limit participation from smaller firms.
• Insurance requirements: High insurance coverage levels may pose a barrier for some bidders.
• Experience requirement: The need for two comparable projects may exclude newer entrants to the market.
• Tight timelines: The contract's expected start date and operational demands may require rapid mobilization, which could challenge bidders without existing infrastructure.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in art handling and storage. Viable bidders should have:

• A proven track record in managing art collections or similar projects.
• The capacity to meet insurance and turnover requirements.
• The ability to provide specialized storage solutions.

Consortium arrangements or subcontracting may be possible, allowing smaller firms to collaborate. Bid preparation is expected to require several days, including time for gathering documentation and formulating responses. The presence of high turnover and insurance requirements may indicate a competitive environment, potentially favoring established firms.

11. Where to dig deeper

• Source RFT filename: AC-2026-32
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 5 — Specimen Data Protection Assessment
• Appendix 6 — Specimen 3rd Party Supplier Information Security Assessment