Proof of concept for long term access to council records

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            "name": "The National Library of Wales",
            "address": {
                "streetAddress": "Unique and Contemporary Content, Penglais, Aberystwyth,",
                "locality": "Ceredigion",
                "postalCode": "SY23 3BU"
            },
            "contactPoint": {
                "name": "Sally McInnes",
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                "telephone": "+44 1970632800",
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                "url": "https://www.llgc.org.uk"
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            "name": "Preservica Ltd",
            "address": {
                "streetAddress": "32 The Quadrant,",
                "locality": "Abingdon",
                "postalCode": "OX143YS"
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                "url": "https://preservica.com"
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        "id": "ocds-kuma6s-116008-tender-116643",
        "title": "Proof of concept for long term access to council records",
        "description": "Project specificationProvide a proof of concept to demonstrate how it is possible to provide long term access and to preserve council records. The supplier will work with ARCW partners to select a suitable set of records for the pilot project. The pilot will develop a methodology or process to demonstrate how these records will be maintained in a manner to ensure their reliability, authenticity and security over time. As the life span of the line of business systems may be 5-10 years, the proof of concept should provide a solution to enable access to these records across differing systems. The project should demonstrate how the records can be preserved permanently, or how they can be identified for disposal after a specific time has elapsed. It should also indicate how there can be controls on access to the records. It should demonstrate how the solution could be scaled up for use by other councils across Wales with differing line of business systems and how it could be applied to other categories of records.The Vital Records Project report recommended that ARCW Digital Preservation system should be moved from R&D phase into service, with clarity over governance (in its widest sense), information governance framework & processes including security, costs [etc.]. The ARCW system has been developed by the NLW using Archivematica, linked to its storage infrastructure. The proposed solution can take this workflow into consideration in the delivery of the proof of concept, but it is not a requirement.Aims* Demonstrate how authentic, reliable and accessible records can be preserved and accessible over time* Demonstrate how records can be migrated into the solution and exported* Demonstrate how access to records can be enabled over time* Demonstrate the scalability of the solution and applicability for different data formats* Provide costings to increase the capacity of the solution which can be used as a basis for additional funding applicationsTasks:* Work closely with two or more ARCW partners to select records for use in the pilot* Develop a solution to ensure that the information remains reliable, authentic and accessible across changing technologies* Develop a methodology which connects the data held in council systems to the solution proposed for long-term access and preservation* Provide an operational testbed which demonstrates the application of the methodology with the selected records* Demonstrate how access can be enabled to the records, but also restricted to certain records* Show how records can be migrated and exported, ensuring continuing accessibility to reliable records* Ensure that the proposed solution can be scaled up and used for information in differing formats* Create a report which explains the methodology, identifies the issues and the proposed solutions, including the costings for increasing capacity and additional users",
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        "eligibilityCriteria": "Timescales and targetsThe following timescales and targets shall apply to this Procurement Process: Activity Date / timeIssue of Contract Notice 18.11.2021Deadline for submission of responses by potential bidder 01.12.2021Proposals evaluated 03.12.2021Contract Award date 06.12.2021Contract start date 06.12.2021Evaluation CriteriaTender responses will be evaluated as set out below: * The tender responses will be checked to ensure that they have been completed correctly and all necessary information has been provided. * The evaluation panel will consist of 1 member of NLW staff, 2 ARCW Officers, 1 representative from Welsh Government, and the ARCW Business and Training Manager. * Responses from potential bidders will be assessed using the following criteria and weightings, based entirely on the responses submitted: Criteria Weighting Project management and ability to deliver 30%Quality of your work and 50%Commercial 20%* The evaluation panel appointed for this procurement will meet to agree and moderate scores for each award criteria. Final scores in terms of a percentage of the overall tender score will be obtained by applying the relevant weighting factors set out as part of the award criteria table above. The percentage scores for each award criteria will be amalgamated to give a percentage score out of 100. * Scoring Model:10 - Excellent: has provided a detailed response that meets all aspects of the requirement.7 - Good: the response provides evidence as requested, but fails to provide the level of detail required.5 - Adequate: meets the requirement, but not all of the areas of evidence requested have been provided.3 - Poor: does not demonstrate that requirement is met in one or more areas. 0 - Unacceptable: no response has been provided.* The winning tender response shall be the tender response scoring the highest percentage scores out of 100 when applying the above evaluation methodology.Welsh Language StandardsIn accordance with Welsh Language Standards:* You are welcome to submit your tender in English or Welsh.* A tender submitted in Welsh will not be treated less favourably than a tender submitted in English.",
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