National Library of Ireland collection management services framework agreement

National Library of Ireland

The National Library of Ireland proposes to engage in a competitive process in order to establish a multi-operator framework agreement for collection management services over a number of different lots. The types of services which are likely to be required are metadata creation, QA and enhancement, processing, digitisation, preservation and project management.
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=406532.

Deadline

The time limit for receipt of tenders was 2012-06-01. The procurement was published on 2012-04-05.

Suppliers

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

Who? What? Where?
Procurement history
Date Document
2012-04-05 Contract notice
2012-08-31 Contract award notice
Contract notice (2012-04-05)
Object
Scope of the procurement
Title: library management services
Quantity or scope:
The successful tenderer admitted to the framework agreement will be required to provide staff who are suitably qualified to carry out the following services:The National Library of Ireland (NLI) collects material through legal deposit, purchase and donation. The provision of access to its collections - printed books, manuscripts, newspapers, prints & drawings, ephemera, photographs, maps and born digital collections - is a key objective for the National Library. Such access is critically dependent on the successful management of the collections from the time material enters the library to the time it is placed on the shelf. This process involves a number of interdependent activities which, for the purposes of this tender document, can be defined as:— Metadata creation, QA, and enhancement – lot 1,— Processing – lot 2,— Digitisation – lot 3,— Preservation - lot 4,— Project management – lot 5.Each mini-tender arising from the framework will require at least one activity from lots one to four, or a combination of one or more of the activities in lots one to five.Note: service providers may need to comply with certain additional security requirements depending on the nature of the mini tender.100 0001 500 000
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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: Library management services 📦

Procedure
Procedure type: Open procedure
Type of bid: Submission for one or more lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: National or federal Agency/Office
Awarding authority name: National Library of Ireland
Postal address: 4 Kildare Street,,
Postal town: Dublin 2
Contact
Internet address: http://www.nli.ie 🌏
E-mail: servicestender@nli.ie 📧
Phone: +353 16030227 📞

Reference
Dates
Date dispatched: 2012-04-05 📅
Submission deadline: 2012-06-01 📅
Publication date: 2012-04-07 📅
Identifiers
Notice number: 2012/S 69-114758
OJ-S issue: 69
Additional information
All documentation in relation to this invitation to tender, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie). Registration is free of charge and there is no charge for documents. Please note that the National Library of Ireland cannot accept responsibility for information relayed (or not relayed) via third parties. (ET Ref:406532).
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Object
Scope of the procurement
Estimated value excluding VAT: 100 000 💰
1 500 000 💰
Short description:
The National Library of Ireland proposes to engage in a competitive process in order to establish a multi-operator framework agreement for collection management services over a number of different lots. The types of services which are likely to be required are metadata creation, QA and enhancement, processing, digitisation, preservation and project management.
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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=406532.
Lot number: 3
Title of the lot: Digitisation
Short description:
This may include the digitisation of all formats of library material (e.g. books, photographs, manuscripts, prints).
Quantity or scope: The National Library recognises the importance of developing the digital collections and aims to maximise access to our resources and enable our users to work with us, and our collections, in new and innovative ways.This activity will include the digitisation of all Library material (e.g. books, photographs, manuscripts, prints) and formats (e.g. paper, photographic negatives, analogue sound and video recordings). The specific processes, outputs and standards used for digitisation will be specified and agreed as part of each mini-tender process. Depending on the material being digitised and on the nature of the project covered by the mini-tender, this activity may take place onsite or offsite.The precise quantity and scope will depend on the nature of the mini tender.
The National Library recognises the importance of developing the digital collections and aims to maximise access to our resources and enable our users to work with us, and our collections, in new and innovative ways.
This activity will include the digitisation of all Library material (e.g. books, photographs, manuscripts, prints) and formats (e.g. paper, photographic negatives, analogue sound and video recordings). The specific processes, outputs and standards used for digitisation will be specified and agreed as part of each mini-tender process. Depending on the material being digitised and on the nature of the project covered by the mini-tender, this activity may take place onsite or offsite.
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The precise quantity and scope will depend on the nature of the mini tender.
Lot number: 4
Title of the lot: Preservation
Short description:
This activity may include cleaning, boxing, bar-coding, security tagging and labelling.
Quantity or scope: This activity may include cleaning, boxing, bar-coding, security tagging and labelling.The precise quantity and scope will depend on the nature of the mini tender.
This activity may include cleaning, boxing, bar-coding, security tagging and labelling.
Lot number: 5
Title of the lot: Project management
Short description:
In addition to the specific activities described above, for some mini-tenders the library may request the provision of dedicated project management resources to co-ordinate and manage the activities and to ensure timely delivery of the project deliverables specified in the mini-tender.
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Quantity or scope: In addition to the specific activities described above, for some mini-tenders the library may request the provision of dedicated project management resources to co-ordinate and manage the activities and to ensure timely delivery of the project deliverables specified in the mini-tender.The precise quantity and scope will depend on the nature of the mini tender.
In addition to the specific activities described above, for some mini-tenders the library may request the provision of dedicated project management resources to co-ordinate and manage the activities and to ensure timely delivery of the project deliverables specified in the mini-tender.
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Lot number: 1
Title of the lot: Metadata creation, QA and enhancement
Short description:
Depending on the nature of the mini-tender, this will include some or all of the…
… following:Cataloguing:This includes the creation of descriptive metadata for all Library material. Standards to be followed will include:— MARC21,— AACR2,— Library of congress name authorities,— Library of congress subject headings,— Library of congress TGM I & TGM II,— ISAD(G) 2nd edition,— Dublin core.Authority control:In addition to authority control carried out as part of the creation of descriptive metadata, the NLI may request services specifically focused on the QA, correction and enhancement of blocks of authority data. This activity may take place onsite or offsite. As stated above, relevant standards include:— Library of congress name authorities,— Library of congress subject headings,— Library of congress TGM I & TGM II.Automated/batch metadata processing:For some projects, batch-processing of metadata records may be a requirement.
… following:
Cataloguing:
This includes the creation of descriptive metadata for all Library material. Standards to be followed will include:
— MARC21,
— AACR2,
— Library of congress name authorities,
— Library of congress subject headings,
— Library of congress TGM I & TGM II,
— ISAD(G) 2nd edition,
— Dublin core.
Authority control:
In addition to authority control carried out as part of the creation of descriptive metadata, the NLI may request services specifically focused on the QA, correction and enhancement of blocks of authority data. This activity may take place onsite or offsite. As stated above, relevant standards include:
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— Library of congress TGM I & TGM II.
Automated/batch metadata processing:
For some projects, batch-processing of metadata records may be a requirement.
Quantity or scope: Depending on the nature of the mini-tender, this will include some or all of the following:Cataloguing:This includes the creation of descriptive metadata for all Library material. The NLI maintains all descriptive metadata in the MARC21 format in its library management system, Virtua. However, depending on the nature of the project covered by the mini-tender, metadata may be created outside of Virtua for subsequent mapping to MARC21. The extent of the descriptive records, including their encoding-level and bibliographic level, will also depend on the material being catalogued and on the nature of the project covered by the mini-tender. Listing of certain Library collections may also be required under this sub lot. Standards to be followed will include:— MARC21,— AACR2,— Library of congress name authorities,— Library of congress subject headings,— Library of congress TGM I & TGM II,— ISAD(G) 2nd edition,— Dublin core.Authority control:In addition to authority control carried out as part of the creation of descriptive metadata, the NLI may request services specifically focused on the QA, correction and enhancement of blocks of authority data. This activity may take place onsite or offsite. As stated above, relevant standards include:— Library of congress name authorities,— Library of congress subject headings,— Library of congress TGM I & TGM II.Automated/batch metadata processing:For some projects, batch-processing of metadata records may be a requirement. The nature of the processing will be specified as part of the mini-tender and may take place onsite or offsite.The precise quantity and scope will depend on the nature of the mini tender.
Depending on the nature of the mini-tender, this will include some or all of the following:
Cataloguing:
This includes the creation of descriptive metadata for all Library material. The NLI maintains all descriptive metadata in the MARC21 format in its library management system, Virtua. However, depending on the nature of the project covered by the mini-tender, metadata may be created outside of Virtua for subsequent mapping to MARC21. The extent of the descriptive records, including their encoding-level and bibliographic level, will also depend on the material being catalogued and on the nature of the project covered by the mini-tender. Listing of certain Library collections may also be required under this sub lot. Standards to be followed will include:
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— MARC21,
— AACR2,
— Library of congress name authorities,
— Library of congress subject headings,
— Library of congress TGM I & TGM II,
— ISAD(G) 2nd edition,
— Dublin core.
Authority control:
In addition to authority control carried out as part of the creation of descriptive metadata, the NLI may request services specifically focused on the QA, correction and enhancement of blocks of authority data. This activity may take place onsite or offsite. As stated above, relevant standards include:
Show more
— Library of congress TGM I & TGM II.
Automated/batch metadata processing:
For some projects, batch-processing of metadata records may be a requirement. The nature of the processing will be specified as part of the mini-tender and may take place onsite or offsite.
Lot number: 2
Title of the lot: Processing
Short description:
Material acquired by the NLI undergoes a number of processes on its journey through the Library - from acquisition through to cataloguing, to shelving or possibly digitisation. The following list of processing activities is not…
… exhaustive:— Sorting,— Stamping,— Labelling,— Barcoding,— Boxing (making enclosures using equipment provided),— Shelving,— Shelf checking.
… exhaustive:
— Sorting,
— Stamping,
— Labelling,
— Barcoding,
— Boxing (making enclosures using equipment provided),
— Shelving,
— Shelf checking.
Quantity or scope: Material acquired by the NLI undergoes a number of processes on its journey through the Library - from acquisition through to cataloguing, to shelving or possibly digitisation. Access to material in the collection (for readers or for digitisation) is totally dependent on this processing being completed successfully. All these support activities are crucial to the provision of full access to the collections. The following list of processing activities is not exhaustive:— Sorting,— Stamping,— Labelling,— Barcoding,— Boxing (making enclosures using equipment provided),— Shelving,— Shelf checking.The precise quantity and scope will depend on the nature of the mini tender.
Material acquired by the NLI undergoes a number of processes on its journey through the Library - from acquisition through to cataloguing, to shelving or possibly digitisation. Access to material in the collection (for readers or for digitisation) is totally dependent on this processing being completed successfully. All these support activities are crucial to the provision of full access to the collections. The following list of processing activities is not exhaustive:
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— Sorting,
— Stamping,
— Labelling,
— Barcoding,
— Boxing (making enclosures using equipment provided),
— Shelving,
— Shelf checking.
Variants will be accepted ✅
Quantity or scope:
The successful tenderer admitted to the framework agreement will be required to provide staff who are suitably qualified to carry out the following services:
The National Library of Ireland (NLI) collects material through legal deposit, purchase and donation. The provision of access to its collections - printed books, manuscripts, newspapers, prints & drawings, ephemera, photographs, maps and born digital collections - is a key objective for the National Library. Such access is critically dependent on the successful management of the collections from the time material enters the library to the time it is placed on the shelf. This process involves a number of interdependent activities which, for the purposes of this tender document, can be defined as:
Show more
— Metadata creation, QA, and enhancement – lot 1,
— Processing – lot 2,
— Digitisation – lot 3,
— Preservation - lot 4,
— Project management – lot 5.
Each mini-tender arising from the framework will require at least one activity from lots one to four, or a combination of one or more of the activities in lots one to five.
Note: service providers may need to comply with certain additional security requirements depending on the nature of the mini tender.
Place of performance
Main site or place of performance: Dublin, Ireland.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity: See invitation to tender documentation for details.
Economic and financial standing: See invitation to tender documentation.
Minimum level(s) of standards: See invitation to tender documentation.
Contract execution
Names and professional qualifications of the staff ✅

Procedure
Maximum number of operators of the framework agreement: 5
Duration of the framework agreement in years: 4
Tender validity period: 6 months
Award criteria
Criterion: 1. Cost (maximum daily rate) (5000)
2. Methodology proposed for contract management (1500)
3. Technical merit of human resources offered (2000)
4. Reliability and continuity of supply (1500)
Languages
Language: English 🗣️

Contracting authority
Contact
Contact point: Sandra McDermott
Internet address: www.nli.ie 🌏
Address of the buyer profile: http://www.etenders.gov.ie/search/Search_AuthProfile.aspx?ID=AA02262 🌏
Name: National Library of Ireland
Postal address: 4 Kildare Street
URL for further information: www.nli.ie 🌏
URL for documents: www.etenders.gov.ie 🌏
URL for participation: www.etenders.gov.ie 🌏

Reference
Additional information
All documentation in relation to this invitation to tender, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie). Registration is free of charge and there is no charge for documents. Please note that the National Library of Ireland cannot accept responsibility for information relayed (or not relayed) via third parties.
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(ET Ref:406532).

Complementary information
Review body
Name: The High Court
Postal address: Chief Registrar The Four Courts
Postal town: Dublin 7
Country: Ireland 🇮🇪
Internet address: www.courts.ie 🌏
Name: There is none in Ireland
Information about review deadlines:
This procuring authority will not conclude a reviewable public contract to which a standstill period applies in accordance with the Irish Statutory Instrument SI 130 of 2010 until after the expiry of the standstill period which commences following the notification of concerned candidates and tenderers. The duration of the standstill period will be at least 14 calendar days where notifications are sent electronically or by fax and 16 calendar days where these are sent by any other means. The Statutory Instruments mentioned above provide that review procedures are available in the High Court to a person who has or had an interest in obtaining a reviewable public contract and alleges that he or she has been harmed or is at risk of being harmed by an infringement in relation to that reviewable public contract.
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Service from which information about the review procedure may be obtained
Name: Contact your solicitor
Source: OJS 2012/S 069-114758 (2012-04-05)
Contract award notice (2012-08-31)
Object
Notice metadata
Document type: Contract award notice

Procedure
Type of bid: Not applicable

Contracting authority
Identity
Postal address: 4 Kildare Street

Reference
Dates
Date dispatched: 2012-08-31 📅
Publication date: 2012-09-04 📅
Identifiers
Notice number: 2012/S 169-279730
Refers to notice: 2012/S 69-114758
OJ-S issue: 169
Additional information
The value of the contracts to be awarded under the framework agreement is not known. The estimated total value of purchases for the entire duration of the framework agreement over all lots is between 100 000 EUR and 1 500 000 EUR. (ET Ref:494732).

Award of contract

1️⃣
Date of contract conclusion: 2012-08-20 📅
Name: Library Associates UK Ltd. dba LAC Group partnering with Glenbeigh Records Management (GRM) Ltd
Postal address: 7200 The Quorum, Oxford Business Park North, Garsington Road
Postal town: Oxford
Postal code: OX4 2JZ
Country: United Kingdom 🇬🇧
Internet address: www.lac-group.com 🌏

2️⃣
Name: Arcline Ltd.
Postal address: Unit G13, Maynooth Business Campus, Co Kildare
Postal town: Maynooth
Country: Ireland 🇮🇪
E-mail: info@arcline.ie 📧
Internet address: www.arcline.ie 🌏

3️⃣
Name: Eneclann Ltd.
Postal address: Unit 1, Trinity Enterprise Centre, Pearse Street
Postal town: Dublin 2
Postal code: D2
E-mail: archives@eneclann.ie 📧
Internet address: www.eneclann.ie 🌏
Information about tenders
Number of tenders received: 4

Complementary information
Review body
Postal town: Dublin
Postal code: 7
Source: OJS 2012/S 169-279730 (2012-08-31)
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