Record Management Services

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The scope of record management service requirements for this framework agreement comprise of safe and secure on-site and off-site storage and record management services, including electronic inventory management for the intake, retrieval, full digital scanning and storage to media devices, archiving services, record tracking and cataloguing, and secure disposal of records.

For a more detailed overview, please see the User Guide which is available on the Buyer Zone.

GPP Criteria

can be incorporated at Mini Competition stage as required by individual clients.

Commitments

by Framework Members include:

• Secure Disposal of Records: Requirement to be fully compliant with the Waste Management Act 1996 (as amended) and the Protect ion of the Environment Act 2003 (as amended). Also, provide environmentally friendly and secure solutions for confidential destruction a nd disposal of records;
• Collections/Delivery: Coordination of collection & deliveries reducing the number of service trips;
• Transfer of Records: a minimum rate of 200 boxes per day, reducing the number of trips/packaging;
• Electronic Retrievals: Requirement for a secure process for the electronic transmission of records must be in place, reducing the number of hardcopies/transportation trips;
• Electronic File Management Systems: provide an online facility, reducing paper based reporting.

All eligible public sector clients. A comprehensive list of who can use this framework is available in the User Guide.

Valid From: Dec. 4, 2023

Expiry:Dec. 3, 2026

Contract extensions may be available for this arrangement; please check the Buyer Zone or contact support@ogp.gov.ie for further information. Specifically, if you are concerned that the expiry date will have an impact on your requirements.

Drawdowns from this framework agreement will be conducted through mini competition.

Process Steps:

1. Verify the value of the requirement and select appropriate Framework Lot.

2. Define requirements and specifications. Identify the Evaluation Award Criteria. Complete the SRFT Documentation

3. Return completed SRFT Documentation to the OGP.

4. Provide responses to any clarification queries received.

5. Conduct an evaluation process. Complete evaluation report. Approve and issue outcome letters.

6. Conclude contract with successful tenderer. Provide Contract Award Notice for publication.

To get started please see the User Guide which is available on the Buyer Zone.

To access the full details of this framework agreement, log onto the Buyer Zone website and search for ‘Record Management Services’ or contact the OGP's Support Helpdesk team.

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