Request for Tender for the Provision of High-Volume Document Scanning, Digitisation, and Secure Digital Storage Services for Social Housing Support Files

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

Offaly County Council seeks a contractor to provide high-volume document scanning, digitisation, and secure digital storage services for approximately 1.7 million paper items, which include around 4,000 individual social housing support files. The contractor will perform the following activities:

• Collection and Transport:

• Collect documents from the Council's premises under a controlled Health and Safety Management Plan.

• Maintain a documented chain-of-custody for all items from collection to final return.

• Transport documents using vetted personnel and secure vehicles, ensuring a full audit trail.

• Preparation of Documents:

• Remove staples, clips, and bindings.

• Flatten, sort, clean, and repair fragile documents as necessary.

• Scanning and Digitisation:

• Scan documents at a minimum resolution of 300 dpi in color or greyscale as appropriate.

• Use Optical Character Recognition (OCR) to produce fully searchable files, including handwritten text.

• Index documents using an agreed set of 30 metadata fields.

• Digital Storage:

• Provide encrypted digital storage hosted within Ireland or the EEA in an ISO 27001-compliant environment.

• Ensure secure access for up to five authorized Council staff members, with daily backups and a full disaster recovery process.

• Hard-Copy Storage and/or Destruction:

• Securely store all documents during processing.

• Offer options for returning documents to the Council or certified confidential destruction, complying with GDPR and local authority record retention policies.

The contractor will also be required to provide quality-assured, verified batches prior to acceptance and conduct regular meetings with the Council's account manager.

3. Background & buyer context

This procurement aligns with Offaly County Council's initiative to modernize its document management processes, enhancing efficiency in handling social housing support records. The Council aims to digitize extensive paper records to improve accessibility and compliance with data protection regulations. The decision to procure these services is driven by the need for secure, efficient management of sensitive personal data, particularly in light of GDPR requirements. There is no mention of an incumbent supplier.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1,000,000 over the last three years.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €1,000,000
• Cyber Liability: €2,000,000
• Certifications: Evidence of ISO 27001 certification or equivalent information security management controls.
• Past experience: Demonstration of successful delivery of three comparable contracts within the last three years.
• Personnel: Relevant personnel must have experience in document management and digitisation.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall scoring will follow a Most Economically Advantageous Tender (MEAT) approach, with a maximum score of 10,000 points.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to specified page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the pricing document as per the provided template.
• Case studies: Provide details of three comparable projects, including value ranges.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted electronically via the eTenders postbox facility.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: Initial term of one year, with the possibility of two one-year extensions based on performance and budget availability.
• Payment terms: Not specified in the documents.
• Key SLAs/KPIs: Performance monitoring and reporting requirements will be established, including regular meetings with the Council.
• Liquidated damages: Not specified in the documents.
• Termination clauses: The Council reserves the right to terminate the contract for reasons outside its control, including increased costs due to changes in the Customs Union.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Allowed, but all parties must provide relevant information separately.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €1,000,000 may limit participation from smaller firms, potentially favoring larger incumbents.
• The requirement for ISO 27001 certification may exclude bidders without this certification, narrowing the field.
• The contract's reliance on secure handling of sensitive personal data may present challenges for firms without established data protection protocols.
• The absence of specified payment terms could lead to cash flow issues for smaller bidders.

10. SME fit assessment

This tender is suitable for small to medium enterprises (SMEs) with experience in document management and digitisation. Viable bidders should have:

• A proven track record in handling large volumes of sensitive documents.
• The capability to meet stringent data protection and security requirements.
• The option to form consortia or subcontract to meet financial and technical capacity requirements.
• An estimated bid preparation effort of approximately 10-15 days, depending on the firm's existing capabilities and resources.

The presence of a minimum turnover requirement and the need for ISO certification may signal a competitive environment, particularly if incumbents have a strong foothold.

11. Where to dig deeper

• Source RFT filename: RFT Scanning Tender for Housing.pdf
• eTenders CFT ID: not specified
• Contact email or clarification portal: Queries should be submitted via the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix A — Tender Response Document
• Appendix B — Pricing Schedule
• Appendix C — Contract Terms and Conditions