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

08 Jun 2026 at 13:14

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The UK Hydrographic Office is currently in the planning stage of a procurement process for the supply, delivery, installation, and on-site maintenance of digitisation scanning equipment. The contract title is "Supply, Delivery, Installation & On-Site Maintenance of Digitisation Scanning Equipment," set within the goods category, specifically for scanners under CPV code 38520000. The project is located in Taunton, South West England, with key dates including a planned engagement milestone for 15th June 2026. Interested suppliers are encouraged to contact procurement@ukho.gov.uk for further details. The contract period is anticipated to start on 1st August 2026 and conclude on 1st July 2027, with an estimated value of up to £96,000. The procurement method is not above the threshold and aims to promote small and medium enterprises (SMEs) and voluntary, community and social enterprises (VCSEs).

This tender offers significant business growth opportunities for companies specialising in high-quality digitisation equipment and software. It is particularly well-suited to firms offering innovative scanning solutions capable of handling a variety of archival and heritage materials. Businesses with expertise in producing high-resolution, precision imaging systems that meet conservation and archival standards are most likely to benefit. The requirement for onsite maintenance and staff training also presents additional service opportunities. Given the specific technical and functional requirements, SMEs with specialization in cutting-edge scanning technology and robust after-sales support would be well-positioned to deliver exceptional value and enhance their market reputation through this engagement.

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Notice Information

Notice Title

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

Notice Description

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 in this Financial Year. 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 up to 600PPI optical (however higher levels can be offered) and integrated software with OCR ability. 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. System Depth of Field - should be capable of scanning thick books and folded materials. Cradle/Stage/Platform requirements: * Adjustable bed frame or camera position with manual or automated 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 50Kgs * Image Quality - Resolution from 300 PPI - 600PPI. Scans need to have even and uniform illumination - even at the image corners and edges. The 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, or according to ICC standard * File formats: Archival TIFF/RAW, JPEG, JPEG 2000, PDF, PDF-A, PDF OCR (searchable content), Multipage TIFF and PDF. * System Data Transfer rate - Use of USB 3.0 and USB 3.1 connectivity with data transfer rate of 5GB per second. i. Functional Requirements o Image Quality: The primary goal is to create images that are as legible as the original. o Resolution (PPI): Up to 600 PPI for documents. o Colour Depth: Scan ordinary documents up to 48-bit colour as required ii. Performance Requirements o Image Integrity: Scans should capture the entire page with a clear border, be size-for-size, and be free from digital artifacts like spots or dark patches. o File Format Master Files: Use preservation-grade, lossless formats like TIFF or JPEG2000 for master archive copies. Should use formats like PDF/A (ISO19005 standard) for distribution, accessibility, and general use, as they support long-term preservation and text searching. o The scanner needs to produce high-quality images to ISO19264, ISO19005 standards (full capture area, full resolution, in colour). There should be image previews while scanning. o Metadata: A comprehensive metadata framework is essential for searchability and context. Metadata should include information such as title, author, date, keywords, unique identifiers, and retention periods. iii. Technical Requirements o Building Access: The scanner stage and equipment should be able to be brought into the Archive facility through standard door apertures to be assembled within the space required in the Scanning Room facility. o Dimensions: The area for installation of the new system should fit within the areas allowed 2.5M deep 3.5M wide 3.0M high o Power: The system should be operable using normal UK mains power voltage (230V) and frequency (50Hz). o Training: We require orientation and training for all the staff of the Archives (up to 10 people) on the operation and use of the scanning systems supplied. o Warrantee and Maintenance: The procured system should be covered by a minimum three-year warrantee for all defects and should not require maintenance until operational year 4.

Planning Information

Contact Procurement@ukho.gov.uk if interested in bidding or for further questions.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06afd7
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/053823-2026
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, VCSE
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
8 Jun 20264 days ago
Submission Deadline
Not specified
Future Notice Date
15 Jun 20263 days to go
Award Date
Not specified
Contract Period
31 Jul 2026 - 1 Jul 2027 6-12 months
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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