In-House Digitisation Service

Department of Defence

This tender is for the provision of an in-house digitisation service for the military service pensions project based at Cathal Brugha Barracks, Rathmines, Dublin 6, Ireland. The Department of Defence has set up a Military Service Pensions Project (MSPP), tasked with processing the material and files in the Military Service (1916-1923) Pensions Collection (MSPC) for release to the public through the military archives. A database and digital images from the files of veterans who applied for pensions, allowances or medals relating to their military service during the period will be released online.
A Scan Once for All Purposes (SOAP) methodology has been implemented since 2010, and high quality archival master files are created and in turn, these are used to generate surrogates for online access.

Deadline

The time limit for receipt of tenders was 2019-05-08. The procurement was published on 2019-03-29.

Suppliers

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

• Mallon Technology Ltd

Who?

• Department of Defence

What?

• Library and archive services › Archive services
• Library and archive services › Library services
• Library management services › Archiving services
• Library management services › Cataloguing services
• Scanning and invoicing services › Scanning services

Where?

• Eastern and Midland › Dublin

Procurement history

Date	Document
2019-03-29	Contract notice
2019-08-27	Contract award notice

Contract notice (2019-03-29)
Object
Scope of the procurement
Title: Library, archives, museums and other cultural services
Reference number: CON/008/2019
Short description:

This tender is for the provision of an in-house digitisation service for the military service pensions project based at Cathal Brugha Barracks, Rathmines, Dublin 6, Ireland. The Department of Defence has set up a Military Service Pensions Project (MSPP), tasked with processing the material and files in the Military Service (1916-1923) Pensions Collection (MSPC) for release to the public through the military archives. A database and digital images from the files of veterans who applied for pensions, allowances or medals relating to their military service during the period will be released online. A Scan Once for All Purposes (SOAP) methodology has been implemented since 2010, and high quality archival master files are created and in turn, these are used to generate surrogates for online access.

Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union
Common procurement vocabulary (CPV)
Code: Library, archives, museums and other cultural services 📦
Additional CPV: Archiving services 📦
Place of performance
NUTS region: Dublin 🏙️

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

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Ministry or any other national or federal authority
Awarding authority name: Department of Defence
Postal address: Station Road
Postal code: Newbridge
Postal town: Co. Kildare
Contact
Internet address: http://www.defence.ie 🌏
E-mail: contracts@defence.ie 📧
Phone: +353 45492428 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=142910&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=142910&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2019-03-29 📅
Submission deadline: 2019-05-08 📅
Publication date: 2019-04-03 📅
Identifiers
Notice number: 2019/S 066-154706
OJ-S issue: 66

Object
Scope of the procurement
Short description:

A Scan Once for All Purposes (SOAP) methodology has been implemented since 2010, and high quality archival master files are created and in turn, these are used to generate surrogates for online access.

Estimated total value: 410 EUR 💰
Short description:

The digitisation workflow comprises three (3) elements:

1) preservation scanning: A major part of the work of the project is to ensure the preservation of material of enduring archival value. Every single item is digitised at 300 dpi and uncompressed (TIF). the project endeavours to minimise any intervention to the preservation masters to ensure archival integrity;

2) surrogacy creation for online access. The master files are used to create watermarked surrogates (multipage PDF) for online access;

3) high level quality control.

Estimated value excluding VAT: 410 EUR 💰
Duration: 12 months
Description of renewals:

The Contracting Authority reserves the right to extend the Term for a period or periods of up to 12 months with a maximum of 2 such extension or extensions on the same terms and conditions, subject to the Contracting Authority's obligations at law.

Place of performance
Main site or place of performance: Cathal Brugha Barracks, Rathmines Dublin 6

Procedure
Legal basis: 32014L0024
Time of receipt of tenders: 12:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender opening date: 2019-05-08 📅
Tender opening time: 12:00

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Contracts Branch
Internet address: www.defence.ie 🌏
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/292 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=142910&B=ETENDERS_SIMPLE 🌏

Complementary information
Review body
Name: High Court
Postal address: Four Courts, Inns Quay
Postal town: Dublin
Country: Ireland 🇮🇪
Source: OJS 2019/S 066-154706 (2019-03-29)

Contract award notice (2019-08-27)
Object
Scope of the procurement
Short description:

This tender is for the provision of an in-house digitisation service for the military service pensions project based at Cathal Brugha Barracks, Rathmines, Dublin 6, Ireland. The Department of Defence has set up a Military Service Pensions Project (MSPP), tasked with processing the material and files in the Military Service (1916-1923) Pensions Collection (MSPC) for release to the public through the Military Archives. A database and digital images from the files of veterans who applied for pensions, allowances or medals relating to their military service during the period will be released online. A Scan Once for All Purposes (SOAP) methodology has been implemented since 2010, and high quality archival master files are created and in turn, these are used to generate surrogates for online access.

Total value of the procurement: 408 000 EUR 💰
Notice metadata
Document type: Contract award notice

Procedure
Type of bid: Not applicable

Contracting authority
Identity
Postal address: Station Road, Co. Kildare
Postal town: Newbridge

Reference
Dates
Date dispatched: 2019-08-27 📅
Publication date: 2019-08-30 📅
Identifiers
Notice number: 2019/S 167-409083
Refers to notice: 2019/S 066-154706
OJ-S issue: 167

Object
Scope of the procurement
Short description:

This tender is for the provision of an in-house digitisation service for the military service pensions project based at Cathal Brugha Barracks, Rathmines, Dublin 6, Ireland. The Department of Defence has set up a Military Service Pensions Project (MSPP), tasked with processing the material and files in the Military Service (1916-1923) Pensions Collection (MSPC) for release to the public through the Military Archives. A database and digital images from the files of veterans who applied for pensions, allowances or medals relating to their military service during the period will be released online.

1) Preservation scanning: a major part of the work of the project is to ensure the preservation of material of enduring archival value. Every single item is digitised at 300dpi and uncompressed (TIF). the Project endeavours to minimise any intervention to the Preservation Masters to ensure archival integrity;

2) Surrogacy creation for online access. The master files are used to create watermarked surrogates (multipage PDF) for online access;

3) High level quality control

Place of performance
Main site or place of performance: Cathal Brugha Barracks, Rathmines Dublin 6.

Procedure
Award criteria
Quality criterion (name): Merit and Quality of proposal
Quality criterion (weighting): 250
Quality criterion (name): Understanding of requirements and capacities to undertake the project
Price (weighting): 500

Award of contract
Date of contract conclusion: 2019-07-31 📅
Name: Mallon Technology Ltd
Postal town: Cookstown, County Tyrone
Postal code: BT80 8NP
Country: United Kingdom 🇬🇧
Total value of the procurement: 408 000 EUR 💰
Information about tenders
Number of tenders received: 5
Source: OJS 2019/S 167-409083 (2019-08-27)

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