24-Hour Security for the National Archives

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 24-hour manned security services at the National Archives of Ireland, located at Bishop Street, Dublin 8. The contractor will be responsible for ensuring the safety and security of the building, staff, public visitors, and archival holdings on a continuous basis.

The key activities include:

• Day and Night Shifts: One security officer is required on-site during the day (5:30 AM to 5:30 PM) and one during the night (5:30 PM to 5:30 AM).
• Security Coverage: Active security presence is required 24 hours a day, 7 days a week.
• Visitor Management: Monitoring and managing public visitors during operational hours.
• Emergency Response: Responding to emergencies and incidents as they arise.
• Access Control: Managing access to the premises to ensure only authorized personnel enter.
• Reporting: Maintaining logs and reports of incidents, visitor numbers, and security breaches.
• Health and Safety Compliance: Adhering to health and safety regulations while performing duties.

The contractor must ensure that all security personnel are adequately trained and equipped to handle various situations that may arise in a public archive environment.

3. Background & buyer context

The procurement of security services for the National Archives is part of the Department of Culture, Communications and Sport's ongoing commitment to safeguarding national heritage. The National Archives houses approximately 500,000 archival boxes containing irreplaceable records of historical and legal significance. The decision to procure these services now aligns with the need to enhance security measures in light of increased public access and the value of the holdings. The contract is intended to ensure a secure environment for both staff and visitors.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1,000,000 for the last three accounting periods.
• Insurance:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Professional Indemnity: €1,000,000
• Product Liability: N/A
• Certifications: Not specified for this tender.
• Past experience: Evidence of three comparable projects providing similar security services within the last three years.
• 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 overall scoring will follow the Most Economically Advantageous Tender (MEAT) principle.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Adhere to the named template with no specified page limit.
• CVs: For key personnel, no specified page count.
• Pricing schedule: Must follow the named template.
• Case studies: Three case studies demonstrating relevant experience.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest.
• Mandatory site visit: Attendance is required; details provided in Appendix 1.
• Submission portal: Tenders must be submitted via eTenders; documents must be in PDF format.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: 36 months, with an option for one 12-month extension.
• Payment terms: Payments will be made in accordance with the Services Contract.
• Key SLAs/KPIs: Not specified in the documents.
• Liquidated damages: Not specified.
• Termination clauses: The contract may be terminated with three months' written notice by either party.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but the successful Tenderer must designate a Prime Contractor responsible for the contract.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover requirement: The minimum turnover of €1,000,000 may limit participation to established firms, potentially excluding smaller bidders.
• Mandatory site visit: Attendance is required, which may pose logistical challenges for some bidders.
• Limited insurance requirements: The specified insurance levels may be challenging for smaller firms to meet.
• Single entity responsibility: The requirement for a Prime Contractor may complicate consortium bids.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that have experience in providing security services. A viable bidder would typically have:

• A proven track record in similar projects, ideally with a minimum turnover of €1,000,000.
• The ability to comply with insurance requirements.
• Capacity to manage a 24/7 security operation.

Consortium arrangements are permitted, allowing smaller firms to partner with larger entities to meet the requirements. Bid preparation may require several days of effort, particularly for documentation and case studies. The presence of a minimum turnover requirement and the potential for established firms to dominate the bidding process may signal a lower probability of winning (Pwin) for newer entrants.

11. Where to dig deeper

• Source RFT filename: 2026 Security RFT.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Queries must be directed through the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement