AwardedServicesOpenGreen
Digitizing Archive Municipality of Hilversum
Gemeente Hilversum · Open · 1 lots · 411607
6
6 of 6 core insights found
Measures presence, not accuracy · documents remain authoritative
ScopeAdvicePoints of attentionSuitability requirementsAward criteriaTimeline
Type
Services
79995100 · Archiving services
Estimated value
Not published
To deadline
Ongoing
Knock-outs
1
exclusion grounds
Award basis
Best price-quality ratio
1 criteria
Assess manuallyconfidence high
The Municipality of Hilversum is looking for a contractor for the digitization of its archives for a period of two years. The contract is awarded on the basis of the lowest price.
Services · Open · National procedure
Sustainability counts1 exclusion groundsComplete timeline
CharacteristicsCPV 79ServicesGreen / SPPdigitizing archivearchive documentsdigitization
01What is being requested
Digitizing the analog archives of the Municipality of Hilversum to make them accessible to a wide audience. The contract has a duration of 2 years with an estimated budget of maximum € 50,000 ex. VAT per year.
The Municipality of Hilversum wishes to digitize as many of its analog archives as possible to make them accessible to a wide audience. This is subject to the conditions of digital sustainability with the associated quality requirements.
1Digitizing Archive Municipality of Hilversum—
02Outcome
Awarded
OASIS Data & Document Management Netherlands B.V.
Bidders
8
03Strategic insight
Strategic insight · AI analysis
<ul Focus primarily on a very sharp pricing, as the award is based solely on the lowest price and there are no qualitative criteria. Ensure watertight substantiation of the references for the three core competencies to prevent exclusion. Verify whether the ISO certifications and the insurance coverage exactly meet the stated minimum requirements.
04Points of attention
Important · 6
The award takes place on the basis of the lowest price.Important
Bids under conditions are invalid.Important
No price negotiations will be conducted.Important
The bidder has a best-efforts obligation for Social Return valued at 5% of the Contract Sum.Important
The rate schedule form must be submitted as both PDF (signed) and in Excel.Important
References may not originate from the organization itself, holding company, or parent company.Important
05Can I take part?
Financial · 1
Bidder must be market-conform and adequately insured against legal liability with a minimum coverage of € 1,250.00 per event and a maximum of € 2,500.00 per year.Financial
Technical · 4
Bidder must possess sufficient expertise and experience with the core competencies: Scanning (various sources, fragile material)Temporary storage (in accordance with Archive Regulations)Transport (in accordance with Archive Act and regulations)Technical
Submit three references per core competency for assignments carried out in the past three years.Technical
In possession of a quality system certificate based on the ISO 9001 standard.Technical
In possession of an information security certificate based on the ISO 27001 standard.Technical
Exclusion ground · 1
No participation in criminal organizations, bribery, fraud, money laundering, terrorism, or child labor.Exclusion ground
06Exclusion grounds
Exclusion grounds (1)
- No participation in criminal organizations, bribery, fraud, money laundering, terrorism, or child labor.
07Award criteria
GC- P-1weight n/a
The tender sum excluding VAT is as low as possible. The rate must be integral (“all-in”) and based on all Requirements set forth in this Tender Guideline.
08Process & timeline
Sending invitation to submit Tender
10 februari 2026
Closing date for submitting questions first memorandum of inquiry
19 februari 2026 10:00
Sending 1st Memorandum of Inquiry
26 februari 2026
Closing date for submitting questions second memorandum of inquiry
5 maart 2026 10:00
Sending 2nd Memorandum of Inquiry
12 maart 2026
Closing date for submitting Tender
24 maart 2026, uiterlijk 12:00
Provisional award
26 maart 2026
Definitive award
6 april 2026
Start agreement
7 april 2026
09Value in context
Estimate not published
The contracting authority did not publish an estimated value — common for a large share of contracts. The EU threshold for diensten is € 221.000, for reference.
10Bidders in this segment
#Likely bidderFitWins
1Maandag Interim Professionals B.V.SME99387×
2BDO Audit & Assurance B.V.SME9657×
3Eiffel B.V.SME9453×
4Deloitte Consulting BVSME9334×
5Antea Nederland BVSME9236×
6Arcadis Nederland B.V.SME9232×
11Tender documents
Bijlage C Programma van eisen digitaliseren archievenpdfFeb 11, 2026 · 111 KB
Bijlage 5 Invulformulier verklaring onderaanneming digitaliseren archievendocxFeb 10, 2026 · 41 KB
Bijlage 6 Invulformulier holdingverklaring digitaliseren archievendocxFeb 10, 2026 · 41 KB
uea_570546_20260205164438pdfFeb 10, 2026 · 302 KB
Bijlage 4 Invulformulier referenties - digitaliseren archievendocxFeb 10, 2026 · 39 KB
Bijlage H Klachtenregeling gemeente Hilversum digitaliseren archievenpdfFeb 10, 2026 · 186 KB
Bijlage B Concept overeenkomst digitaliseren archievenpdfFeb 10, 2026 · 245 KB
Bijlage D Algemene inkoopvoorwaarden Gemeente Hilversum 2026pdfFeb 10, 2026 · 339 KB
TN570546 - EFE3 Vrijwillige aankondiging van een opdracht 20260210120031pdfFeb 10, 2026 · 139 KB
Bijlage F Standaard verwerkersovereenkomst bij opdrachtbriefpdfFeb 10, 2026 · 317 KB
Bijlage E Social Return - digitaliseren archievenpdfFeb 10, 2026 · 198 KB
Bijlage 2 Conformiteitenlijst en inschrijfformulier Digitaliseren archievendocxFeb 10, 2026 · 59 KB
12Legal themes that may be relevant here
Advies 53> Europese openbare procedure voor een overheidsopdracht tot het verrichten van diensten bestaande uit (dagelijks en periodiek) scAdvies 63> Meervoudig onderhandse aanbesteding voor het reinigen van wegen, straten en pleinen. Kan bij gunning op laagste prijs de indieniAdvies 59> Meervoudig onderhandse aanbestedingsprocedure met betrekking tot een opdracht voor de levering van postdiensten en bezorging. InAdvies 48> Europese niet-openbare procedure voor werktuigkundige en elektrotechnische installaties van de nieuwbouw van een multifunctionelAdvies 198> Dienstonderdeel van een Ministerie maakt afspraak met dienstonderdeel van een ander Ministerie voor het laten digitaliseren van
13Frequently asked questions
What is the purpose of this assignment?
The Municipality of Hilversum wants to digitize the analog archives to make them accessible to a wide audience, under the conditions of digital sustainability and associated quality requirements.
Which selection requirements must bidders meet?
Bidders must comply with the General Procurement Conditions (Annex D) and the Program of Requirements (Annex C). Additionally, relevant certifications and subcontracting agreements must be provided in accordance with Annex 5 and 6.
Which suitability criteria are applied?
As a basic criterion, a minimum turnover of € 500,000 per year applies, unless stated otherwise in the programming requirements.
Which criteria are important for the execution of the assignment?
The assignment contains specific sustainability criteria and strict quality requirements regarding digital sustainability.
Automatically compiled from the official tender data and documents.
14Estimated value versus the market
p25
€ 200K
€ 200K
median
€ 640K
€ 640K
p75
€ 3,0 mln
€ 3,0 mln
deze opdracht
Gegunde waarden in CPV 79 · diensten n=4949