Copy-editing, Design Layout, Proofing and Printing Services for Monograph Publications

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 Museum of Ireland (NMI) seeks a contractor to provide comprehensive copy-editing, design/layout, proofing, and printing services for approximately five monograph publications over a four-year period. The contractor will be responsible for the entire production process, ensuring high-quality outputs that cater to the general public.

Key activities include:

• Copy-editing: Review and edit submitted text and images, ensuring clarity and suitability for the target audience.
• Design/Layout: Create complete designs and layouts for front and back covers, internal pages, tables, and charts.
• Typesetting: Format text and images based on provided production files from previous publications.
• Liaison: Work closely with NMI’s Director of Collections and Access & Learning or designated project managers.
• PDF Production: Supply high-resolution (print) and low-resolution (screen) PDF versions of the publications.
• Digital Edition: Produce a digital edition compliant with the EU Accessibility Directive.
• Printing and Distribution: Manage the printing process and ensure delivery of books to the Museum and distributors within 10 days of production.
• Final Files: Provide final production files (e.g., InDesign format) to NMI upon completion.

Additional services may include academic peer review of publications as required.

3. Background & buyer context

This procurement aligns with NMI's ongoing efforts to enhance public engagement through educational publications. The initiative is part of a broader strategy to disseminate knowledge about Ireland's cultural heritage. The NMI has a history of producing monographs that highlight its collections, and this tender aims to continue that tradition. The framework agreement will facilitate the efficient production of multiple titles, with the first publication focusing on the Bronze Age Gold collection.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €100,000 during each of the last three years.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Certifications: Not specified for this tender.
• Past experience: Minimum of two comparable projects in the last five years, involving full publication services for a national cultural institution.
• Personnel:
• Minimum of 1 Copy Editor
• Minimum of 1 Designer
• Minimum of 1 Proof-Reader
• Access to an Academic Peer Reviewer (not required for the initial contract)
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The price/quality split follows the Most Economically Advantageous Tender (MEAT) principle, with a minimum scoring threshold of 50% for qualitative criteria.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: Use the provided Tender Response Document (TRD) template, adhering to page limits.
• CVs: Include CVs for all proposed personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing schedule in the specified format.
• Case studies: Provide details of two comparable projects, including value and scope.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable.
• Submission portal: All submissions must be made via www.etenders.gov.ie, following specific format rules outlined in the TRD.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: The framework agreement lasts for four years, subject to satisfactory performance.
• Payment terms: Payments are structured as follows:
• 50% upon satisfactory completion of pre-press works.
• 50% upon satisfactory completion of press/post-press works.
• SLA/KPI: Deliver books within 10 days of production.
• Termination clauses: The NMI reserves the right to terminate the contract for material breaches or failure to perform obligations.
• IP ownership: Final production files must be supplied to NMI upon completion.
• Sub-contracting: Allowed, but the primary contractor must maintain responsibility for service delivery.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The requirement for a minimum turnover of €100,000 may limit participation to established firms, potentially excluding smaller businesses.
• The framework is single-operator, which may restrict competition and innovation in future publications.
• The expectation of managing multiple publications without guaranteed drawdown could lead to financial uncertainty for the contractor.
• The requirement for compliance with EU regulations on sustainability may necessitate additional documentation and processes.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in publishing, design, and editing. Viable bidders should have:

• Experience in producing high-quality publications, particularly for cultural institutions.
• The capacity to manage the full publication process, including design, editing, and printing.
• The ability to form consortia or subcontract to meet technical and financial requirements.
• An estimated bid preparation effort of several days, depending on the complexity of the proposal.

The incumbent's strength and the single-operator framework may signal a competitive environment, but opportunities exist for SMEs with relevant experience.

11. Where to dig deeper

• Source RFT filename: NMI RFT Copy-editing Design Layout, Proofing and Printing Services for Monograph Publications.pdf
• eTenders CFT ID: NMI_03_RFT
• Contact for queries: Via messaging function on eTenders (www.etenders.gov.ie)
• Important attachments: Tender Response Document, Pricing Schedule, and Declaration of Bona Fides.