Planning

Supply, Delivery, Installation & On-Site Maintenance of Digitisation Scanning Equipment

UK HYDROGRAPHIC OFFICE

This public procurement record has 1 release in its history.

Planning

13 Nov 2025 at 11:04

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The UK Hydrographic Office is currently in the planning stage of a tender process concerning the supply, delivery, installation, and maintenance of digitisation scanning equipment. Located in Taunton, UK, the buying organisation is seeking to procure advanced digitisation equipment to support the digital capture of archival and heritage materials. This project falls under the goods industry category, specifically related to scanners (CPV code 38520000). Interested parties need to submit enquiries for market engagement by 1 December 2025. The contract is set to commence on 12 January 2026 and conclude on 11 January 2030, with the total contract value estimated at £96,000, divided into a gross amount of £80,000.

This tender presents substantial opportunities for businesses in the imaging and scanning equipment industry, especially SMEs, by enabling them to contribute to a notable government contract. The requirements include supplying advanced scanners with high-resolution capabilities, manual access, and specific conservation lighting. Companies with expertise in manufacturing or distributing high-quality, large-format imaging equipment that can handle oversized and fragile documents would be well-suited for this contract. Engaging in this tender can provide growth opportunities through innovation and visibility in digital archiving and preservation sectors.

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Notice Information

Notice Title

Supply, Delivery, Installation & On-Site Maintenance of Digitisation Scanning Equipment

Notice Description

Supply, Delivery, Installation & On-Site Maintenance of Digitisation Scanning Equipment for the UK Hydrographic Office. The objective of this tender is to procure brand-new digitisation equipment and accompanying software (with licence) to support the high-quality, digital capture of a wide range of archival and heritage materials of varying size, thickness and weight. We require a large format floor mounted image scanner (up to A0 size) with a mobile scanning bed. Among other features, it must be capable of manual access, integrated quality control, resolution 1200PPI optical or above and integrated software with the ability to read printed text & handwriting. The equipment required includes: * Overhead planetary scanner for fragile, rare, or bound documents like books and maps with a stand mounted camera system to capture images without any contact with the document. * The ability for the scanner to scan oversized documents, such as folios, plans, surveys, maps, atlases, books, illustrations, paintings, sketches and charts. * It should have the flexibility to allow for scanning of historic books that are unable to be fully opened due to their spine integrity and delicate condition. The following are mandatory requirements of the specification, if tenderers are unable to meet these requirements their tender may automatically be rejected. Responses to the below will be requested in the questionnaire contained with the Tender. System Depth of Field - should comply with FADGI guidelines, making it perfect for scanning thick books and folded materials. Cradle/Stage/Platform requirements: * Fully adjustable bed frame with manual/foot pedal control * Book cradle table for originals up to 645 mm x 860 mm (>A0) and self-aligning and height-adjustable (motorised) able to accommodate books up to 50 cm thick and weighing up to 180Kgs * Glass plate able to be folded up 90deg and remains securely locked in place or similar * Scanning with and without glass plate * Anti-reflective special / and safety glass * Image Quality - Resolution from 300 PPI - 1,200 PPI (optically). Scans need to have even illumination at the image corners to FADGI standard. Scanner requires controlled lighting within book curves to prevent loss of image details * Conservation lighting - Modern, LED lighting concept (UV / IR and ozone free). Glare and flicker-free lighting during capturing (no flash effects). Colour temperature from 5,500 to 6,500 Kelvin. Adjustable light intensity from 1,000 to 3,500 lux. Scanning Outputs * Internal colour depth: 48-bit colour. * 24/48-bit colour, 8/16 bit grey and 1 bit B/W. * Colour ranges: sRGB, Adobe 1998 RGB, eciRGB V2, ProPhoto or according to ICC standard * File formats: Archival TIFF/RAW, JPEG, JPEG 2000, PDF, PDF-A, PDF OCR (searchable content), Multipage TIFF and PDF, DNG, WORD or eBooks. * System Data Transfer rate - Use of USB 3.0 and USB 3.1 connectivity with data transfer rate of 5GB per second.

Planning Information

Please message Procurement@ukho.gov.uk if you feel you can provide this requirement.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05e036
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/073452-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

38 - Laboratory, optical and precision equipments (excl. glasses)

CPV Codes

38520000 - Scanners

Notice Value(s)

Tender Value
£80,000 Under £100K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
13 Nov 20253 months ago
Submission Deadline
Not specified
Future Notice Date
3 Dec 2025Expired
Award Date
Not specified
Contract Period
12 Jan 2026 - 11 Jan 2030 4-5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UK HYDROGRAPHIC OFFICE
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
TAUNTON
Postcode
TA1 2DN
Post Town
Taunton
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK6 North Somerset, Somerset and Dorset
Small Region (ITL 3)
TLK62 Somerset
Delivery Location
TLK South West (England)
Local Authority
Somerset
Electoral Ward
Taunton East
Westminster Constituency
Taunton and Wellington

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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