Web 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

The National Library of Ireland (NLI) requires web archiving services to support its ongoing web archiving programme. The services encompass the capture, management, access, preservation, and delivery of archived web content. The estimated expenditure for these services is €325,000 (excluding VAT) over the initial two-year contract term, with potential extensions for up to twelve months.

The core activities for the successful tenderer include:

• Crawl Management and Capture:
• Facilitating the crawling of new web material within two weeks of contract award.
• Ensuring a minimum of 99% successful capture rate for designated web content.
• Storing archived files in the recognised standard WARC format (ISO 28500:2017).
• Access:
• Providing access to archived web content.
• Ensuring a minimum of 99% availability of the archiving system.
• Preservation and Delivery:
• Harvesting projects through a Public Access Portal within six weeks of receiving legacy data.
• Ensuring the integrity and long-term preservation of archived web content.
• Delivering archived content as specified by the NLI.
• Contract Management and Ongoing Support:
• Providing ongoing support and management of the web archiving services.
• Responding to queries and issues within defined timeframes.
• Advising the Contracting Authority of any material change to the insured status.
• Producing proof of current premiums paid and valid certificates of insurance upon request.
• Environmental Considerations:
• Complying with all applicable environmental, social, and labour law obligations.

The services are to be performed in Ireland. The contract will be awarded to a single entity, designated as the Prime Contractor, which will hold overall responsibility, even if subcontractors are involved.

3. Background & buyer context

This procurement is initiated by the National Library of Ireland (NLI) to enhance its web archiving capabilities. The NLI aims to continue developing its web archiving programme, which is crucial for preserving digital heritage. The services are being procured through an open procedure under Irish and EU procurement regulations. The estimated value of the contract, €325,000 (excl. VAT) over two years with potential extensions, indicates a strategic investment in digital preservation infrastructure. The NLI seeks to ensure the long-term accessibility and integrity of web content relevant to its collections.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement:
• Average annual turnover must be no lower than €100,000 for each of the last three financial years.
• Tenderers must provide balance sheets for the last three financial years where publication is prescribed by law.
• Tenderers must supply a statement of overall turnover and turnover concerning the services covered by the contract for the last three financial years.
• Insurance:
• Employer’s Liability: €12.7m
• Public Liability: Not specified
• Product Liability: Not specified
• Professional Indemnity: €400K
• Tenderers must confirm they will hold these insurances for the term of the contract and that policies include Ireland.
• Certifications: Not specified for this tender.
• Past experience:
• Successfully delivered a minimum of three contracts of a similar nature to the required services in the last five years.
• Details of each contract must include nature, scope, start/completion dates, approximate value, and a named client reference with contact details.
• Details of technical resources (current employees) involved in each contract must be provided.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Services are to be provided in Ireland.

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. The total marks available are 10,000.

A minimum score of 60% is required for each of the first five criteria. The weighting indicates that quality (90%) is significantly more important than cost (10%).

6. Submission requirements

Tenderers must submit the following documentation:

• Electronic Single Procurement Document (eESPD): Completed and submitted electronically.
• Tenderer’s Statement: Signed copy on letterhead, confirming acceptance of contract terms.
• Pricing Schedule: Completed as per Appendix 2.
• Past Experience Details: As specified in Section 3.2.B, including details of three similar contracts and technical resources.
• Bank Reference: Not more than three months old, from the tenderer's principal account.
• Balance Sheets: For the last three financial years (if applicable).
• Statement of Overall Turnover: For the last three financial years.
• Declarations:
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Bona Fides (implied through eESPD and declarations).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Conflict of Interest declaration.
• Format: Documents must be readable in Word or PDF. A file size limit of 250MB per file and a total limit of 500MB apply for uploads to the eTenders portal.
• Submission Portal: All tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

• Term: 2 years, with an option for the Contracting Authority to extend for up to 12 months in one or two periods.
• Payment: Subject to the Services Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 days.
• Pricing: All prices quoted must be all-inclusive, in Euro, and exclusive of VAT. Prices remain valid for 90 days from the Tender Deadline. Currency variations are borne by the Tenderer.
• Sub-contracting: The Prime Contractor is responsible for all services, including those performed by subcontractors.
• Termination: Either party may terminate with 14 days' notice in circumstances where no queries are raised. Specific termination clauses for breach are detailed, requiring remedy within 30 days of written request.
• Indemnification: Tenderers must indemnify the Contracting Authority against claims arising from failure to comply with employee rights regulations (Transfer of Undertakings Directive).
• Confidentiality: Information disclosed by the Contracting Authority must be treated as confidential and used solely for the purpose of this RFT.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated contract value of €325,000 over two years is relatively low compared to the €100,000 average annual turnover requirement. This suggests a need for established firms with a proven track record in similar, potentially larger, projects, or a focus on the quality of experience over sheer volume.
• Insurance Requirements: Public and Product Liability insurance are listed as "NA," which is unusual. Tenderers must confirm they understand this absence and its implications.
• MEAT Weighting: The significant weighting towards quality (90%) over cost (10%) means that technical and operational aspects of the bid will be paramount.
• Data Protection: Tenderers must ensure compliance with GDPR and confirm that data subjects have consented to the processing of personal data for the competition.
• Foreign Subsidies Regulation: Tenderers must be aware of and comply with EU Regulation 2022/2560 on foreign subsidies, potentially requiring notification of foreign financial contributions.

10. SME fit assessment

This tender is open to a range of businesses, but the selection criteria suggest a preference for established entities.

• Credible Bidders: Small to medium-sized enterprises (SMEs) with a demonstrated track record in web archiving or similar digital preservation services, meeting the €100,000 average annual turnover requirement and possessing the specified insurance cover, are eligible. Larger enterprises are also encouraged to participate. The requirement for three similar contracts in the last five years, coupled with the quality weighting, suggests that firms with significant experience and a strong technical offering will be best positioned.
• Consortium/Sub-contracting: The RFT explicitly encourages SMEs to explore forming relationships with other SMEs or larger enterprises. The Prime Contractor model means that consortia or subcontracting arrangements are permissible, provided one entity takes overall responsibility.
• Indicative Bid-Prep Effort: Preparing a compliant bid will require significant effort, likely several days to weeks, focusing on detailing technical capabilities, past experience, and pricing. The emphasis on quality means detailed method statements and evidence of past performance are critical.
• Pwin Signal: The tender does not explicitly name an incumbent. However, the detailed technical requirements and the MEAT scoring heavily favour bidders with proven, high-quality web archiving experience. The absence of Public and Product Liability insurance requirements is a notable point that bidders must clarify.

11. Where to dig deeper

• Source RFT Filename: NLIDC26006 Web Archiving Services RFT.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact: All queries must be directed via the messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 5: Services Contract