13/078 - A Multi-Supplier Framework for the Provision of Archiving Services to Bord Gais Eireann

Bord Gais Eireann

The scope of work is the provision of Archiving services to BGÉ (the “Services”). It is intended that the initial contract will be to supply Archiving services to the Irish Water organisation for two large offices in metropolitan areas and between ten to fifteen regional offices nationwide. These premises may range in size from 200 – 6,000 m2 approximately and the scope of work is expected to include but shall not be limited to;
a) Collection of Archives:
— Multiple locations around the country.
— Different quantities from each location.
b) Warehousing / Storage of all items including data storage:
— Warehousing storage to ISO 27001.
— Temperature and humidity controlled environments.
c) Electronic Storage:
— Vaulting of electronic data.
— Scanning and digitisation of hard documents.
d) Cataloguing & barcoding of all items in storage to database in a suitable format for BGÉ :
— Easy identification of archived materials.
— Location of archived materials.
— Material tracking log.
e) Retrieval of all archival materials to BGE sites:
— Next day deliveries.
— Rush Deliveries.
f) Destruction of any archival materials requested by BGÉ:
— Capability of document and data destruction if requested by BGÉ.
— Must comply with EN 15713:2009.
g) Consultation facilities when necessary:
— Provide facilities where BGÉ personnel may consult BGÉ archives at the storage premises.
h) Supply of materials when necessary:
— Boxes, Cartons.
— Shelving.
i) Consolidation of archived material from previous vendors:
— Collection, cataloguing, storage and destruction of any archived materials stored with previous vendors to adhere with all above requirements.
It is a requirement that each proposed facility has stringent measures insitu to ensure safe and secure storage of media including backup and disaster recovery. The following shall be provided as a minimum:
— 24/7 CCTV and alarm monitoring.
— Zoned access control.
— Fire suppression systems and compartmentalisation.
— UPS.

Deadline

The time limit for receipt of tenders was 2013-08-27. The procurement was published on 2013-07-24.

Who? What? Where?
Procurement history
Date Document
2013-07-24 Contract notice
Contract notice (2013-07-24)
Object
Scope of the procurement
Title: Archive services
Quantity or scope: See Section II: Object of the contract.
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: Archive services 📦

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

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Utilities entity
Awarding authority name: Bord Gais Eireann
Postal address: Gasworks Road, PO Box 51
Postal town: Cork
Contact
Internet address: http://www.bordgais.ie 🌏
E-mail: rahern@bge.ie 📧
Phone: +353 214534984 📞

Reference
Dates
Date dispatched: 2013-07-24 📅
Submission deadline: 2013-08-27 📅
Publication date: 2013-07-27 📅
Identifiers
Notice number: 2013/S 145-252753
OJ-S issue: 145
Additional information
A pre-qualification questionnaire will be issued to all candidates who respond to this notice. Expressions of interest should be addressed in writing and sent via email for the attention of The Procurement Manager to rahern@bge.ie The questionnaire will cover the financial, economic and technical capacity of the candidates. The questionnaire must be completed and returned to the address in I.1). above not later than 17.00 hrs on Tuesday 27.8.2013. The responses will be used to assist in drawing up a tender list. This process may also include interviews with candidates. The contracting entity will not be responsible for any costs, charges or expenses incurred by candidates or tenderers relating to this contract award procedure. To receive more information about this tender, including any amendments and/or clarifications and to request any clarifications and/or to respond to this tender, you must register your interest to this tender by email to rahern@bge.ie
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Object
Scope of the procurement
Service category: 14
Short description:
The scope of work is the provision of Archiving services to BGÉ (the “Services”). It is intended that the initial contract will be to supply Archiving services to the Irish Water organisation for two large offices in metropolitan areas and between ten to fifteen regional offices nationwide. These premises may range in size from 200 – 6,000 m2 approximately and the scope of work is expected to include but shall not be limited to;
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a) Collection of Archives:
— Multiple locations around the country.
— Different quantities from each location.
b) Warehousing / Storage of all items including data storage:
— Warehousing storage to ISO 27001.
— Temperature and humidity controlled environments.
c) Electronic Storage:
— Vaulting of electronic data.
— Scanning and digitisation of hard documents.
d) Cataloguing & barcoding of all items in storage to database in a suitable format for BGÉ :
— Easy identification of archived materials.
— Location of archived materials.
— Material tracking log.
e) Retrieval of all archival materials to BGE sites:
— Next day deliveries.
— Rush Deliveries.
f) Destruction of any archival materials requested by BGÉ:
— Capability of document and data destruction if requested by BGÉ.
— Must comply with EN 15713:2009.
g) Consultation facilities when necessary:
— Provide facilities where BGÉ personnel may consult BGÉ archives at the storage premises.
h) Supply of materials when necessary:
— Boxes, Cartons.
— Shelving.
i) Consolidation of archived material from previous vendors:
— Collection, cataloguing, storage and destruction of any archived materials stored with previous vendors to adhere with all above requirements.
It is a requirement that each proposed facility has stringent measures insitu to ensure safe and secure storage of media including backup and disaster recovery. The following shall be provided as a minimum:
— 24/7 CCTV and alarm monitoring.
— Zoned access control.
— Fire suppression systems and compartmentalisation.
— UPS.
Description of options:
This is a five (5) year with an option to extend annualy for a period of two (2) years.
Number of possible renewals: 2
Duration: 60 months
Reference number: 13/078
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:
If any of the conditions set out in Regulation 53(1) of The European Communities (Award of Public Authorities Contracts) Regulations apply to the applicant, the applicant will be excluded from the competition.
Economic and financial standing:
A full description of candidates' required economic and financial capacity will be set out in the Pre Qualification Questionnaire.
Technical and professional ability:
A full description of candidates' required technical capacity will be set out in the Pre Qualification Questionnaire.
Contract execution
Deposits and guarantees required: As per contract documents.
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them: As per contract documents.
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Requests to participate may be submitted by single entities or by groups of service providers. A group will not be required to convert into a specific legal form in order to submit a request to participate, but may if Bord Gáis Éireann considers it necessary to ensure that the contract is carried out to its satisfaction, be required to do so prior to award of the contract. Bord Gáis Éireann also reserves the right to contract with each member of the group on the basis of joint and several liability, or with one member of the group as a main contractor with a number of sub-contractors or on any other basis as Bord Gáis considers appropriate.
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Procedure
Number of operators of the framework agreement: 3
Duration of the framework agreement in years: 5
Languages
Language: English 🗣️
Other languages: Gaelige

Contracting authority
Contact
Contact point: Procurement
The Procurement Manager

Complementary information
Review body
Name: The High Court
Postal address: High Court Central Office, Four Courts, Inns Quay
Postal town: Dublin
Postal code: 1
Country: Ireland 🇮🇪
E-mail: highcourtcentraloffice@courts.ie 📧
Phone: +353 18886000 📞
Internet address: http://www.courts.ie 🌏
Fax: +353 18886125 📠
Information about review deadlines:
Interested parties are referred to Statutory Instrument 131 of 2010, European Communities (Award of Contracts by Utility Undertaking) (Review Procedures) Regulations 2010 (and in particular Regulation 7 and 10(2).
Source: OJS 2013/S 145-252753 (2013-07-24)
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