Establishment of a Single Party Framework Agreement for the Provision of Archival Cataloguing and Archival Digitisation

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

This tender seeks to establish a Single Party Framework Agreement for the provision of Archival Cataloguing and Archival Digitisation services for Fingal County Libraries. The initial contract period for Archival Cataloguing Services is two (2) years. The framework agreement's overall duration is not specified.

The scope of work encompasses two primary service areas:

• Archival Cataloguing:

• Conversion of existing Access catalogue entries to Excel format.

• Review and update of these entries using physical archives, incorporating ISAD(G) elements.

• Conversion of updated Excel files to CSV format for upload to Axiell Collections.

• Creation of new catalogue entries in Excel, conforming to ISAD(G) elements. This includes collection processing activities such as appraisal, survey, arrangement, cataloguing, and re-housing.

• Archival Digitisation:

• Transport: Proposed arrangements for transporting archival materials from Fingal Local Studies & Archives to the Tenderer's place of business.

• Security: Security arrangements at the Tenderer's place of business for handling and storing archival materials.

• Handling: Procedures for handling fragile archival material.

• Equipment: Specification of equipment to be used for digitising both bound and loose items.

• Technical Standards: Procedures to ensure scans comply with technical standards outlined in section (2.3.5) of the RFT.

• Quality Assurance: Procedures for quality assurance, including detection of issues with focus, colour, or crops.

• Image Processing: Procedures for image processing, file naming, watermarking, and the creation of Dublin Core metadata.

• Delivery: Clarification on how final digitised items and XML files will be delivered to Fingal Local Studies & Archives.

3. Background & buyer context

This procurement by Fingal County Council aims to establish a framework for essential archival services to support Fingal County Libraries. The need arises from the requirement to manage and make accessible the county's historical records. The initial two-year contract focuses on archival cataloguing, with the broader framework intended to cover digitisation services. The tender specifies adherence to relevant EU and Irish procurement regulations. The contracting authority, Fingal County Council, holds ISO 50001 Energy Management accreditation, indicating a focus on environmental considerations within its operations.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Tenderers must demonstrate a minimum average annual turnover of €200,000 for each of the three (3) immediately preceding financial years. Audited financial statements with an unqualified audit report are required upon request.
• Insurance:
• Employer's Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €1,000,000
• Indemnity to Fingal County Council as Principals must be included for Employer's Liability, Public Liability, Product Liability, and Professional Indemnity. Insurances must be authorised for the Irish jurisdiction. Tenderers must confirm they can obtain required levels if successful.
• Certifications: ISO 14001 and ISO 50001 are mentioned in the context of the buyer's environmental considerations, but not as mandatory bidder certifications.
• Past experience: Tenderers must provide details of at least two (2) comparable reference contracts, including customer name, contact details, delivery dates, contract value, and a detailed description of the services provided. The comparability of these contracts to the scope of this framework will be assessed.
• Personnel: The proposed Contract Manager and Archivist must demonstrate capacity to fulfil service requirements. CVs for key personnel, including the named archivist, are required, detailing relevant qualifications, technical skills, professional certifications, and experience. The Archivist must hold a recognised archival qualification accredited by the Archives and Records Association UK and Ireland (ARA).
• Geographic / facility constraints: Not specified. However, insurances must be authorised for the Irish jurisdiction.

5. Award criteria & scoring

The contract will be awarded based on the Most Economically Advantageous Tender (MEAT), determined by a combination of quality and cost.

Total: 100% (10,000 marks)

Minimum pass marks are specified for each quality criterion (60% of maximum marks).

6. Submission requirements

Tenderers must submit their responses electronically via the eTenders portal (www.etenders.gov.ie). All submission documents must be contained within a single zipped folder.

• Method statement / response document: Tender Response Document for Services (FCC.106.26.F TRD - Services.docx) must be used and not altered. Responses to award criteria have specific page limits:
• Criterion 1: 6 x A4 pages
• Criterion 2: 5 x A4 pages
• Criterion 3: 4 x A4 pages (excluding biographical summary templates, which are max 3 pages each)
• Criterion 4: 3 x A4 pages
• CVs: For key personnel, including the named archivist and contract manager. Biographical summary templates must be used.
• Pricing schedule: Pricing Schedule / Form of Tender – Services. Prices must remain firm for the first twenty-four (24) months.
• Declarations:
• Declaration Re Personal Circumstances/Statutory Obligations
• Article 5k Declaration (EU Regulation 2022/576 on restrictive measures in the context of Russian actions in Ukraine)
• Declaration of Bona Fides
• Past Experience: Details of at least two (2) reference contracts.
• Tax Clearance: Tenderers must confirm tax compliance and provide access numbers or a valid paper Tax Clearance Certificate.
• Submission portal: All documents must be uploaded to eTenders.gov.ie within one zipped folder. Maximum file size is 250mb per file, with a total limit of 2GB.
• Mandatory site visit: Not specified.

7. Key dates & process

8. Contract terms that matter

• Term: Initial contract for Archival Cataloguing Services is two (2) years. The duration of the Framework Agreement is not specified.
• Pricing: Prices quoted must remain firm for the first twenty-four (24) months. Thereafter, price reviews will be considered in consultation with Fingal County Council, with increases not exceeding CPI inflation.
• Payment: Not specified.
• Sub-contracting: Details of any sub-contractors or consortium members must be provided.
• Tax Clearance: A condition for award is a valid Tax Clearance Certificate from the Revenue Commissioners, maintained on a 12-month basis for the duration of the contract.
• Withholding Tax: Payments may be subject to Irish 'Professional Services Withholding Tax' at the prevailing rate (currently 20%).
• Termination: Not specified.
• IP Ownership: Not specified.
• Parent-company guarantee or bond: Not specified.

9. Risks, red flags & unusuals

• Framework Duration: The absence of a specified duration for the Framework Agreement, beyond the initial 2-year cataloguing contract, creates uncertainty for long-term planning.
• Value: The estimated value is not disclosed, making it difficult to gauge the scale of the opportunity and the potential workload.
• MEAT Weighting: The significant weighting of quality criteria (70%) over cost (30%) indicates a strong emphasis on the proposed methodology, contract management, and personnel experience.
• Page Limits: Strict page limits for award criteria responses necessitate concise and focused submissions.
• Brexit Insurance Guidance: The inclusion of guidance on Brexit's impact on UK-based insurers highlights a potential administrative burden for non-Irish bidders to ensure their insurance is authorised for the Irish jurisdiction.

10. SME fit assessment

This tender is structured as a Single Party Framework Agreement, suggesting a preference for a single provider.

• Who can credibly bid: Small to medium-sized enterprises (SMEs) with specialised expertise in archival cataloguing and digitisation are well-suited. Key requirements include demonstrated experience with ISAD(G) standards, Excel for cataloguing, digitisation of fragile materials, and the ability to meet significant insurance thresholds (€13m EL, €6.5m PL/Prod, €1m PI). The requirement for a qualified archivist with ARA accreditation is a critical factor.
• Consortium/Sub-contracting: The RFT allows for sub-contractors or consortium members, providing an avenue for SMEs to partner with other firms to meet all requirements.
• Indicative bid-prep effort: Bid preparation will require significant effort, particularly in developing detailed methodologies for cataloguing and digitisation, outlining contract management processes, compiling comprehensive CVs, and gathering financial and insurance documentation. Estimating this effort would likely range from 15-30 days for a dedicated team, depending on existing documentation and internal resources.
• Pwin signal: The single-party framework structure and the specific, high-level insurance requirements might favour established players or consortia. The emphasis on quality criteria suggests that a strong, well-articulated proposal demonstrating deep expertise will be crucial for success. There is no explicit mention of an incumbent.

11. Where to dig deeper

• Source RFT filename: FCC.106.26.F TRD - Services.docx, FCC.106.26.F CFT SPFA Archival Cataloguing (002).pdf
• eTenders CFT ID: Not explicitly stated in the provided text.
• Contact email or clarification portal: Questions and Answers facility on www.etenders.gov.ie. Technical assistance: [email protected] or +353 818001459.
• Most important attachments:
• FCC.106.26.F TRD - Services.docx (Tender Response Document)
• FCC.106.26.F CFT SPFA Archival Cataloguing (002).pdf (likely contains specifications)
• Additional Information March 2025.pdf (contains submission instructions)