Document storage and retrieval service

Dublin City Council

Dublin City Council seeks submissions from records management companies for the overall management and day-to-day running of its Records Centre at Henrietta Lane, Dublin 1. Tenderers must also have a storage facility capable of accommodating overflow material over the lifetime of the contract.
Note: to register your interest in this notice and obtain any additional information please visit the eTenders web site at http://www.etenders.gov.ie/Search/Search_Switch.aspx?ID=317512.

Deadline

The time limit for receipt of tenders was 2011-12-12. The procurement was published on 2011-11-11.

Suppliers

The following suppliers are mentioned in award decisions or other procurement documents:

• Oasis Group

Who?

• Dublin City Council

What?

• Business organisation services › Records management

Where?

• Éire/Ireland

Procurement history

Date	Document
2011-11-11	Contract notice
2012-04-26	Contract award notice

Contract notice (2011-11-11)
Object
Scope of the procurement
Title: records management
Quantity or scope:

The contract is for a minimum 3-year period. There may be an option to extend for a further 2 years, subject to satisfactory performance, annual and other periodic reviews, and the possible availability of a larger in-house storage facility.Deliveries will be required in the main to approximately 15 locations within the city.126 000300 000

Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Records management 📦

Procedure
Procedure type: Restricted procedure
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Regional or local authority
Awarding authority name: Dublin City Council
Postal address: Floor 3, 3 Palace Street, (off Dame Street)
Postal code: 2
Postal town: Dublin
Contact
Internet address: http://www.dublincity.ie 🌏
Phone: +353 12223969 📞
Fax: +353 12223921 📠

Reference
Dates
Date dispatched: 2011-11-11 📅
Submission deadline: 2011-12-12 📅
Publication date: 2011-11-15 📅
Identifiers
Notice number: 2011/S 219-356662
OJ-S issue: 219
Additional information

During the lifetime of this contract Dublin City Council may acquire a larger and more suitable premises capable of housing all its storage needs into the future. In this event it will be necessary to move the full contents of the Henrietta Street Records Centre and overflow facility to the new premises. In this regard, Dublin City Council will award high marks for tenders which submit a low rate for permanent removal. A similar approach will be adopted in relation to permanent removals from the overflow facility in the event that the winning firm is not successful on the next occasion that this contract is advertised. Dublin City Council will not be responsible for any expenses, costs or charges incurred by candidates or tenderers in this contract award process. Dublin City Council is subject to the provisions of the Freedom of Information Act 1997, 2003. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Acts. Dublin City Council will invite at least 5 tenders, provided that the quality of applications received allow for this. Suppliers must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for references purposes only, to which the words "or equivalent" will always be appended. Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties. All documents relating to requests for expressions of interest must be clearly marked "expressions of interest" and be returned to Athena Candy, Senior Staff Officer, Dublin City Council, 3 Palace Street, Dublin 2. Documents must be received no later than 12 midday on 12/12/11. Emailed/faxed/late tenders will not be accepted. Tenderers are asked to include a return address on the packaging. (ET Ref:317512).

Additional information

During the lifetime of this contract Dublin City Council may acquire a larger and more suitable premises capable of housing all its storage needs into the future. In this event it will be necessary to move the full contents of the Henrietta Street Records Centre and overflow facility to the new premises. In this regard, Dublin City Council will award high marks for tenders which submit a low rate for permanent removal. A similar approach will be adopted in relation to permanent removals from the overflow facility in the event that the winning firm is not successful on the next occasion that this contract is advertised.

Dublin City Council will not be responsible for any expenses, costs or charges incurred by candidates or tenderers in this contract award process.

Dublin City Council is subject to the provisions of the Freedom of Information Act 1997, 2003. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Acts.

Dublin City Council will invite at least 5 tenders, provided that the quality of applications received allow for this.

Suppliers must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications.

Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for references purposes only, to which the words "or equivalent" will always be appended.

Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties.

All documents relating to requests for expressions of interest must be clearly marked "expressions of interest" and be returned to Athena Candy, Senior Staff Officer, Dublin City Council, 3 Palace Street, Dublin 2. Documents must be received no later than 12 midday on 12/12/11. Emailed/faxed/late tenders will not be accepted. Tenderers are asked to include a return address on the packaging.

(ET Ref:317512).

Object
Scope of the procurement
Short description:

Note: to register your interest in this notice and obtain any additional information please visit the eTenders web site at http://www.etenders.gov.ie/Search/Search_Switch.aspx?ID=317512.

Quantity or scope:

Deliveries will be required in the main to approximately 15 locations within the city.

Estimated value excluding VAT: 126 000 💰
300 000 💰
Duration: 36 months
Place of performance
Main site or place of performance: Ireland.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity: Please refer to particular conditions III.1.4.
Economic and financial standing: Please refer to particular conditions III.1.4.
Technical and professional ability: Please refer to particular conditions III.1.4.
Contract execution
Other particular conditions:

Please refer to Sections 2 & 3 of the invitation for the expressions of interest document for the qualifying cirteria.

Companies must be current holders of certification under ISO 15489 for records management (or equivalent) and must demonstrate a track record in provision of similar services on a similar scale. Evidence of ISO certification must be provided.

Companies will also be required to provide secure and certified document destruction to ISO 9001 and ISO 14001 (or equivalent) standard in respect of Dublin City Council records selected for disposal from the Records Centre or overflow facility. Evidence of ISO certification must be provided.

Names and professional qualifications of the staff ✅

Procedure
Minimum number of candidates: 5
Objective criteria for selection: See III.2.1.
Date of dispatch of invitations: 2011-12-16 📅
Languages
Language: English 🗣️
Irish 🗣️

Contracting authority
Contact
Contact point: Corporate Services Department
Athena Candy
Address of the buyer profile: http://www.etenders.gov.ie/search/Search_AuthProfile.aspx?ID=AA02065 🌏
Name: www.etenders.gov.ie
Postal address: www.etenders.gov.ie, www.etenders.gov.ie
Postal town: www.etenders.gov.ie
Contact point: www.etenders.gov.ie
Name: Dublin City Council
Postal address: Floor 3, 3 Palace Street, off Dame Street
Contact point: Corporate Services
URL for participation: http://www.dublincity.ie 🌏

Reference
Additional information

Dublin City Council will not be responsible for any expenses, costs or charges incurred by candidates or tenderers in this contract award process.

Dublin City Council is subject to the provisions of the Freedom of Information Act 1997, 2003. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Acts.

Dublin City Council will invite at least 5 tenders, provided that the quality of applications received allow for this.

Suppliers must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications.

Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for references purposes only, to which the words "or equivalent" will always be appended.

Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties.

All documents relating to requests for expressions of interest must be clearly marked "expressions of interest" and be returned to Athena Candy, Senior Staff Officer, Dublin City Council, 3 Palace Street, Dublin 2. Documents must be received no later than 12 midday on 12/12/11. Emailed/faxed/late tenders will not be accepted. Tenderers are asked to include a return address on the packaging.

(ET Ref:317512).

Complementary information
Review body
Name: High Court
Postal address: Four Courts
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
Source: OJS 2011/S 219-356662 (2011-11-11)

Contract award notice (2012-04-26)
Object
Scope of the procurement
Total value of the procurement: 188 000,00 💰
Notice metadata
Document type: Contract award notice

Procedure
Type of bid: Not applicable

Reference
Dates
Date dispatched: 2012-04-26 📅
Publication date: 2012-05-02 📅
Identifiers
Notice number: 2012/S 84-137351
Refers to notice: 2011/S 219-356662
OJ-S issue: 84
Additional information
(ET Ref:418752).

Procedure
Award criteria
Criterion: 1. Quality of proposal (40)
2. Financial proposal (60)

Award of contract
Date of contract conclusion: 2012-04-12 📅
Name: Oasis Group
Postal address: Ashbourne, Co. Meath
Country: Ireland 🇮🇪
Information about tenders
Number of tenders received: 3
Source: OJS 2012/S 084-137351 (2012-04-26)

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