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Film Scanner and Digitisation System

National Library of Scotland

This public procurement record has 2 releases in its history.

Tender

17 Jul 2026 at 09:51

Tender Notice
Planning

22 May 2026 at 15:57

Planning Notice
Summary of the contracting process

The National Library of Scotland wants to buy one film scanner and digitisation system for its Kelvin Hall premises in Glasgow. The requirement covers supply, delivery, installation, supporting software and hardware, ongoing support and maintenance. The system must create digital copies of original 16mm, standard 8mm, Super 8mm and 9.5mm films, with an option for 35mm film. It must handle old or damaged material gently, including warped or brittle film and damaged perforations. The scanner must also capture and synchronise optical and magnetic sound with the film. This is a specialist imaging and archiving equipment requirement, with an associated motion picture and video services element. The Library expects the equipment to be operated on its premises by the successful supplier or its staff.

The procurement has reached tender: the buyer invited offers through an open procedure. It is a single lot with an estimated value of £150,000 excluding any applicable tax. Tenders had to be submitted electronically by 17 August 2026 at 11:00 BST, in English, and bids were to remain valid for 90 days. The contract period is 16 October 2026 to 31 March 2030, with two possible 24-month renewals subject to performance, need and budget. The evaluation gives 70% to quality and 30% to price: technical properties 70 points, operational ergonomics and safety 10, delivery and installation 10, support and maintenance 5, and Fair Work First 5. The highest-scoring compliant suppliers, and those close to the third-place score, must provide a demonstration visit in the UK or Ireland. The winning system must be fully operational before 31 March 2027.

This opportunity suits specialist film-scanner manufacturers, digitisation-system suppliers and experienced audiovisual technology integrators able to provide an end-to-end solution. Suppliers need demonstrable technical capability across several film gauges, including safe handling of aged, warped, brittle or perforation-damaged film. Experience with optical and magnetic sound capture and synchronisation is important, as are the software, hardware, installation and operational support needed for a complete working system. The requirement also favours businesses with reliable maintenance and support arrangements, strong delivery and installation capability, and attention to operator ergonomics and safety. Shortlisted suppliers must be able to host a practical demonstration visit in the UK or Ireland. The selection process also examines supplier suitability and technical capability through the required selection documentation, alongside commitments relating to Fair Work First.

How relevant is this notice?

Notice Information

Notice Title

Film Scanner and Digitisation System

Notice Description

The National Library of Scotland ('the Library') is looking for a suitably qualified, experienced and knowledgeable Supplier to supply, deliver, install, support and maintain a film scanner able to create digital copies of original films in 16mm, standard 8mm, super 8mm and 9.5mm film gauges. We also request an option for 35mm film gauges. The equipment must demonstrate the ability to handle film gently, including where due to age and condition the film is warped, brittle, or where perforations are damaged. The system must be able to handle capture and synchronisation of optical and magnetic sound with film. It is anticipated that one (1) film scanner and supporting software and hardware as required will be purchased following successful award of the contract. The digitisation system will be operated at the Library's Kelvin Hall premises in Glasgow.

Lot Information

Lot 1

This is an open procurement with 70% weighting on Quality and 30% on Price. The three highest scoring compliant Tenderers (plus any Tenderers scoring within 2 score points of the third highest scoring Tenderer) will be required to host a demonstration visit to allow the Evaluation Panel to assess the proposed solution in operation. All demonstration visits will be required to take place within the UK or Ireland, and should take no longer than 2 hours. Findings from the demonstrations will be used to verify the written responses and will form part of the overall Quality score. Scores from written responses may be adjusted accordingly where applicable. The winning Tenderer's solution must be able to be installed and fully operational before 31 March 2027.

Renewal: 2x 24 months depending on performance, requirement, and budget availability.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06a1ff
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/067528-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
Planning Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

92 - Recreational, cultural and sporting services

CPV Codes

48329000 - Imaging and archiving system

92100000 - Motion picture and video services

Notice Value(s)

Tender Value
£150,000 £100K-£500K
Lots Value
£150,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
17 Jul 20262 months ago
Submission Deadline
17 Aug 2026Expired
Future Notice Date
15 Jul 2026Expired
Award Date
Not specified
Contract Period
16 Oct 2026 - 31 Mar 2030 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
National Library of Scotland
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH1 1EW
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM82 Glasgow City
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Further Information

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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