DCC Multi-Operator Framework Agreement for Archiving 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

Dublin City Council (DCC) is establishing a multi-operator framework agreement for archiving services. This framework will engage up to five economic operators to provide specialist archiving support to various DCC sections. The services encompass the arrangement, cataloguing, preservation, maintenance, archiving, retrieval, and management of both physical and digital records pertaining to Dublin City's architectural and built heritage assets.

The framework will operate on a call-off basis, with DCC issuing requests for specific archiving tasks. An initial contract is anticipated to run for two years, with an option to extend for a further two years, and has an estimated value of €40,000. This initial contract will require an archivist to work approximately two days per week, alternating between the Conservation Section, Heritage Section, and the City Architects Division.

Key activities for the appointed archivists include:

• Records Arrangement and Cataloguing: Arranging, classifying, collating, and cataloguing archival material, including technical documents, architectural drawings, photographs, books, maps, reports, and digital records. This involves preserving original order, maintaining existing filing systems, creating descriptions and indexes, and updating catalogues and inventories.
• Heritage and Architectural Archives: Cataloguing and archiving documentation related to Protected Structures, Architectural Conservation Areas (ACAs), sites of architectural or heritage significance, and structures protected under the Dublin City Development Plan. This also includes archiving records for heritage grant schemes, conservation studies, and the work of the Heritage Officer. Coordination of digitisation/scanning projects for heritage materials is also required.
• Preservation and Archival Standards: Preparing records for permanent preservation according to recognised archival standards. This involves removing damaging fasteners, rehousng records in acid-free packaging, and identifying records requiring conservation treatment.
• Records Management and Retrieval: Maintaining tracking systems for archived records, facilitating efficient retrieval for various purposes, and assisting with records appraisal, retention, and disposal in accordance with DCC policies and statutory requirements.
• Liaison and Stakeholder Engagement: Liaising with the City Archivist, City Librarian, Conservation Section, Heritage Section, City Architects Division, and other DCC departments regarding the preservation, transfer, and long-term management of archival records. This includes ensuring records transferred to Dublin City Archives are appropriately listed and organised.
• Digital Records and General Support: Producing digital copies of records as required, demonstrating knowledge of relevant filing systems, and providing general filing, records management, and archiving assistance to other DCC divisions.

Deliverables include accurate catalogues, box lists, tracking spreadsheets, properly preserved records, organised transfers to Dublin City Archives, digital copies, and regular progress updates.

3. Background & buyer context

Dublin City Council (DCC) is the local government authority responsible for the social, economic, infrastructural, and cultural development of Dublin city. The Council provides a wide range of services across various programme groups, including Housing & Building, Road Transportation & Safety, Development Incentives & Controls, Environmental Protection, Recreation & Amenity, Education, Health & Welfare, and Miscellaneous Services.

This procurement is driven by the ongoing need for specialist archiving services to support the functions of DCC's Conservation Section, Heritage Section, and City Architects Division. These sections are critical for managing and protecting the city's architectural heritage, maintaining records of protected structures and conservation areas, administering heritage grant schemes, and managing the Council's significant housing stock and construction projects. The Conservation Section, in particular, manages the Record of Protected Structures (RPS), which contains nearly 8,700 structures, and plays a key role in planning and development concerning heritage assets. The establishment of this framework agreement aims to ensure a consistent and efficient supply of qualified archivists to meet these ongoing and future needs.

4. Eligibility & selection criteria

To be considered for this framework agreement, tenderers must meet the following minimum requirements, assessed on a pass/fail basis:

• Turnover requirement: Confirmation that the tendering party's turnover exceeded €35,000 in one of the last three years. Firms established more recently must demonstrate this turnover on a pro-rata basis, provided they have been in existence for at least six months.
• Insurance: Confirmation of the following insurances being in place:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Professional Indemnity: €1.3 million
• Product Liability: Not specified for this tender.
• Environmental Liability Impairment (EIL): Not specified for this tender.
• Cyber Liability: Not specified for this tender. Insurances must be authorised for the Irish jurisdiction.
• Certifications: Not specified for this tender.
• Past experience: Tenderers must demonstrate successful delivery of at least one previous comparable contract. Details should include the contract description, value, types of archiving services provided, and how the contract was managed. The response must be relevant to DCC's specified requirements.
• Personnel: A minimum of one individual archivist is required. This individual must hold a primary degree and a postgraduate qualification in archives administration from a recognised third-level institution, or provide evidence of at least five years of experience in providing archiving services.
• Geographic / facility constraints: Services will be provided at DCC Civic Offices and potentially DCC off-site storage facilities within the Dublin City Council area. No specific geographic constraints for the bidder's primary location are stated, but services must be deliverable to these DCC locations.

Tenderers may rely on the resources of other entities to meet these requirements, provided they can prove these resources will be at their disposal.

5. Award criteria & scoring

The framework agreement will be awarded to the most economically advantageous compliant tender. Tenders will be evaluated against the following award criteria and weightings:

• Technical Merit: Assesses the professionalism, expertise, and skill set of the proposed archivist(s) to deliver the specified services. Tenderers must use the CV Template in the Tender Response Document (TRD).
• Approach and Methodology: Evaluates the tenderer's proposed strategy for delivering archiving services, including their understanding of DCC's requirements and their plan for managing assignments.
• Ultimate Cost: The lowest cost valid tender will receive the maximum score. The methodology for calculating the cost score is outlined in Section 5.1 of the RFT.

6. Submission requirements

Tenderers must submit their bids via the eTenders portal. The submission must include the following:

• Tender Response Document (TRD): This is the primary document for submitting responses to the selection and award criteria. Specific templates for CVs and other sections are provided within the TRD.
• Declarations: Completed, signed, and dated declarations including:
• Declaration of Bona Fides (Article 57 of Directive 2014/24/EU).
• Declaration regarding compliance with relevant Statutory Obligations.
• Article 5k Declaration regarding EU Regulation 2022/576 on restrictive measures.
• Financial Information: Confirmation of tax compliance with the Irish Revenue Commissioners.
• Insurance Confirmation: Evidence of required insurance levels.
• Personnel Information: CVs for proposed archivists, adhering to the specified template and page limits.
• Previous Contracts/Experience: Details of at least one comparable contract.
• Health & Safety Information: Details demonstrating operation of health & safety systems and procedures.
• Pricing Schedule: Not explicitly detailed as a separate document, but pricing (daily rate) is a key award criterion. Prices quoted must be exclusive of VAT and inclusive of all other charges.
• Mandatory site visit: Not specified for this tender.
• Submission Portal: All submissions must be made through www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

• Contract Length: The framework agreement will be for a period of four years. Contracts awarded under the framework may extend beyond the expiry date of the framework agreement.
• Payment Terms: Invoices are to be submitted monthly for costs incurred in the preceding month. All invoices must quote a Dublin City Council purchase order number. Detailed invoicing arrangements will be agreed with the successful tenderer.
• Performance Monitoring: A probationary period of six months is stipulated, during which supplier performance will be assessed. Subsequent reviews will occur every six months. Quality of service and proficiency are the main performance criteria.
• Termination: Dublin City Council reserves the right to terminate any contract or the framework agreement under specific circumstances, including material breach of terms, failure to perform obligations, insolvency, or if commercial arrangements become uncompetitive due to external factors. If a framework member cannot deliver services to satisfaction, DCC may award to the next highest-ranked tenderer.
• Pricing: Prices quoted must remain firm for 24 months. Increases thereafter will be subject to consultation and will not exceed inflation (CPI). Prices are exclusive of VAT and inclusive of all other charges.
• Sub-contracting: Not explicitly detailed, but tenderers may rely on the resources of other entities.
• Parent-company guarantee or bond: Not specified for this tender.

9. Risks, red flags & unusuals

• Multi-Operator Framework with Limited Value: The framework is for up to five operators, but the total estimated value for the entire four-year period is €300,000. This suggests potentially low individual call-off values or limited guaranteed expenditure, meaning successful bidders may not achieve significant revenue.
• No Guaranteed Expenditure: The RFT explicitly states there is no guaranteed expenditure under the framework agreement, reinforcing the risk of low or no work being awarded.
• Cascade Method for Call-Offs: While a multi-operator framework, contracts will primarily be awarded using a cascade method, starting with the first-ranked operator. This implies that lower-ranked operators may receive minimal or no work unless higher-ranked ones are unavailable or decline.
• Probationary Period and Performance Reviews: The six-month probationary period with subsequent six-month reviews indicates a strong focus on performance management. Failure to meet expectations can lead to termination, with DCC reserving the right to revert to the second-placed tenderer.
• Low Turnover Threshold: The €35,000 turnover requirement is relatively low, potentially allowing very small or newly established firms to bid, but this contrasts with the potential for larger, more established firms to also compete.

10. SME fit assessment

This tender is structured as a multi-operator framework agreement, designed to allow multiple service providers to be appointed. Dublin City Council explicitly encourages the participation of Small and Medium Enterprises (SMEs) and suggests they explore forming relationships with other SMEs or larger enterprises to meet capacity requirements.

A credible bidder would likely be a small to medium-sized firm specialising in archival services, with at least one qualified archivist possessing a relevant degree and postgraduate qualification or equivalent experience. The low turnover requirement (€35,000) suggests that smaller, niche service providers are within scope. Consortium or joint venture bids are permitted, and tenderers can rely on the resources of other entities.

The bid preparation effort is likely moderate, primarily involving the completion of the Tender Response Document, CVs, and detailing past experience. The key challenge for SMEs might be securing a high enough ranking to receive call-offs, given the cascade method and the limited overall framework value. The tender is genuinely open to specialist archiving firms, including sole traders and small partnerships, provided they meet the minimum technical and insurance requirements.

11. Where to dig deeper

• Source RFT Filename: [01_CFTID8918491_RFT_Archiving Services 2026.pdf]
• eTenders CFT ID: CFTID8918491
• Contact for Queries: Via www.etenders.gov.ie only
• Key Attachments:
• Request for Tender (RFT) Multi-Operator Framework Agreement
• Framework Terms and Conditions (Appendix [1])
• Tender Response Document (TRD)