T.035.2026 Request for Tenders for the provision of an In-House Bulk Scanning Solution

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

1. At a glance

CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |---------------------------|------------------|----------|----------------|------|----------|------------------|-------------------------------|------------------| Not stated €1,000,000 Not stated Open procedure Not stated Not stated 1 year (with up to 4 extensions) 3rd July 2026, 15:00 hrs

2. Scope of Work

The contract involves the provision of an in-house bulk scanning solution for An Garda Síochána, aimed at digitizing hard copy documents. The solution must include a medium-sized, high-end network scanner capable of rapidly scanning and recognizing various document types. The contractor will be responsible for the following activities:

• Scanner Specifications: Supply of a scanner with a minimum of three programmable output sort bins.
• Scanning Capacity: The scanner must efficiently convert documents into searchable text formats.
• Maintenance Requirements: Provide maintenance on the Opex Falcon Scanners, including both parts and labor, with a minimum of six maintenance visits per year and unlimited demand calls.
• Support Services: Option to purchase ongoing maintenance and support for existing scanners currently in use by An Garda Síochána.
• Documentation: Ensure that all scanned documents are stored securely and are easily retrievable.
• Training: Provide training for An Garda Síochána personnel on the use of the scanning equipment and software.

The successful contractor will need to demonstrate the ability to meet these requirements effectively throughout the contract term.

3. Background & buyer context

This procurement is part of An Garda Síochána's initiative to modernize its document management processes. The digitization of hard copy documents aligns with broader governmental policies aimed at enhancing operational efficiency and improving access to information. The need for this solution has been driven by the increasing volume of documents that require management and the necessity for a more streamlined approach to data handling. An Garda Síochána seeks to improve its operational capabilities through this investment.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €200,000 for each of the last three financial years.
• Insurance:
• Employer’s Liability: €13,000,000 limit for any one claim or series of claims.
• Public Liability: €6,500,000 limit for any one claim or series of claims.
• Product Liability: €6,500,000 limit for any one claim or series of claims.
• Professional Indemnity: €6,500,000 limit for any one claim or series of claims.
• Cyber Liability: €5,000,000 limit for any one claim or series of claims.
• 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.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best price-quality ratio. There are no specified minimum scoring thresholds per criterion or overall.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template; page limits apply.
• CVs: For key personnel; specific page count not stated.
• Pricing schedule: Must follow the specified format using the provided template.
• Case studies: Minimum of two, with values ranging from €50,000 to €200,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic postbox on eTenders.gov.ie, adhering to specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: Initial term of one year, with the option for up to four one-year extensions.
• 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.
• Parent-company guarantee or bond requirements: Not specified for this tender.

9. Risks, red flags & unusuals

Potential concerns for bidders include:

• The turnover requirement of €200,000 may limit participation from smaller firms, particularly if they lack a strong track record in similar projects.
• The absence of specified past experience requirements could lead to a wide range of interpretations among bidders.
• The lack of clarity on geographic constraints may create uncertainty regarding eligibility.
• The contract's reliance on the successful bidder's ability to maintain existing scanners could disadvantage new entrants unfamiliar with the current systems.

10. SME fit assessment

This tender is open to small and medium enterprises (SMEs) that can demonstrate the necessary technical capabilities and financial stability. Viable bidders are likely to be firms specializing in document management solutions, scanning technology, or IT services.

• Consortium or sub-contracting: Allowed, enabling SMEs to collaborate with larger firms or other SMEs.
• Indicative bid-prep effort: Approximately 10-15 days to prepare a compliant tender.
• Pwin signal: The absence of an incumbent may provide an opportunity for new entrants, although the requirement for a minimum turnover may still pose a barrier.

11. Where to dig deeper

• Source RFT filename: T.035.2026 RFT for the provision of In-House Scanning Solution.pdf
• eTenders CFT ID: Not specified.
• Contact email: Not specified; queries must be directed through the eTenders messaging facility.
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement