CFT 4006 - Digital Collections System for SDCC Libraries

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1. At a glance

2. Scope of Work

The contract is for the provision of a publicly accessible digital collections service for South Dublin County Council (SDCC) Libraries. This service will enable the upload and public provision of digitised items from SDCC Libraries' Local Studies and Archives collections. The scope includes back-office management for access to these digitised items and offers potential for future expansion of SDCC's digital and digitised collections.

The contractor will be responsible for:

• Digital Collections Service: Developing, implementing, and maintaining a publicly accessible digital platform.
• Digitised Item Provision: Facilitating the upload and presentation of digitised items from SDCC Libraries Local Studies and SDCC Archives.
• Back-Office Management: Managing access controls, metadata, and administrative functions for the digital collections.
• System Infrastructure: Providing and managing a minimum of 1TB of Data Cloud Storage Infrastructure.
• Platform Growth: Supporting the expansion of the digital and digitised collections over the contract term.
• Security and Compliance: Adhering to ISO27001 security standards with regular audits and compliance assessments.
• Technical Support: Providing technical support specialists with detailed knowledge of the platform.
• Account Management: Providing an account manager for the duration of the contract.
• Project Management: Delivering the project with a dedicated Project Manager.

The contract is for an initial term of 36 months, with the option for the Contracting Authority to extend the term for periods up to 12 months, with a maximum of seven such extensions. The estimated expenditure over the full potential term is €600,000 (excl. VAT).

3. Background & buyer context

South Dublin County Council (SDCC) is procuring a Digital Collections System for its libraries. This initiative aligns with the broader trend of digitisation and public access to cultural heritage materials. The procurement is conducted under an open procedure, indicating a desire for a competitive process to secure the best value for the council. The estimated value of €600,000 (excl. VAT) over a 36-month term suggests a significant investment in digital infrastructure for the council's library services. The contract is structured to allow for flexibility through potential extensions, accommodating evolving needs.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements:

• Turnover requirement:
• Average annual turnover exceeding €75,000 during one of the last three years.
• For recently established firms, pro-rata turnover will suffice.
• Insurance:
• Employer’s Liability: €13 million (with notation of indemnity to SDCC).
• Public Liability: €6.5 million (with notation of indemnity to SDCC).
• Product Liability: €6.5 million.
• Professional Indemnity: Not less than €1 million.
• Cyber Insurance: €2 million.
• Certifications:
• ISO27001 security standard with regular security audits and compliance assessments.
• Past experience:
• Not specified for this tender.
• Personnel:
• Access to a minimum of 1 Full Time Equivalent (FTE) Project Manager.
• Access to a minimum of 2 FTE Technical Support Specialists with detailed knowledge of the platform.
• Access to a minimum of 1 FTE Account Manager.
• An organisation chart must be provided, identifying all relevant departments, divisions, and third parties.
• Geographic / facility constraints:
• Insurance policies must include Ireland within their territorial limits and jurisdiction.

5. Award criteria & scoring

The award of the contract will be based on the principle of the "lowest cost tender that also meets all of the minimum requirements of the qualitative award criteria." This indicates a strong emphasis on cost-effectiveness while ensuring essential quality standards are met.

Criterion Weight (%) Sub-criteria