Planning

Wales Consortium Digital Preservation System

CARDIFF COUNCIL

This public procurement record has 1 release in its history.

Planning

09 Apr 2024 at 00:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

The Cardiff Council is planning a procurement process for the Wales Consortium Digital Preservation System in the UK. The procurement stage is in the planning phase, with a total value of £300,000 GBP for services related to archive systems. The procurement process is initiated as a tender and the deadline for future notices is scheduled for May 14th, 2024.

This tender presents an opportunity for businesses specialising in digital preservation systems and archive services to compete. The buyer, Cardiff Council, is seeking suppliers to provide a digital preservation system for various archive services across Wales. Businesses capable of delivering customised systems, supporting multiple users, and accommodating future partner expansions would be well-suited for this opportunity.

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Notice Information

Notice Title

Wales Consortium Digital Preservation System

Notice Description

Glamorgan Archives (part of Cardiff Council) is the lead partner for the Wales-wide consortium seeking to procure an active digital preservation system that mitigates risks to digital information requiring long-term or permanent preservation (both born-digital and digitised information).

Lot Information

Lot 1

1.1 Digital preservation refers to the series of managed activities necessary to ensure continued access to digital materials for as long as necessary, beyond the limits of media failure or technological and organisational change. [Digital Preservation Coalition Handbook: Glossary]. Digital Preservation is not the same as Electronic Document Records Management and cannot be managed by an EDRMS. 1.2 Glamorgan Archives (part of Cardiff Council) is the lead partner for the Wales-wide consortium seeking to procure an active digital preservation system that mitigates risks to digital information requiring long-term or permanent preservation (both born-digital and digitised information). 1.3 The wider consortium is made up of members of Archives and Records Council Wales (ARCW), and includes all of the local authority archive services in Wales (numbering thirteen), along with a number of university archive services (numbering five). The Consortium is being supported by Welsh Government with funding for the first year of the implementation of a digital preservation system for Wales. A full list of all partners is available at Appendix 1. 1.4 Not all of the consortium partners are in a position to proceed with the implementation of a system at present, but it is expected that they will join in when they are ready. Therefore the list of services who are in a position to proceed is currently: - Glamorgan Archives (lead) - Gwent Archives - West Glamorgan Archive Service - Cardiff University Special Collections and Archives - Swansea University Cultural Collections - University of Wales Trinity St. David's Special Collections and Archives - Conwy Archives - North East Wales Archives (a joint service between Denbighshire and Flintshire) 1.5 Members of Archives and Records Council Wales has been working together for over a decade on possible solutions for digital preservation and this has laid a number of the foundations for the implementation of a system, such as policy, workflow, principles, dedicated PCs and some training, etc. The partners have drawn up a wide-reaching business case that explains the reasons behind the need for such a system as well as an options appraisal outlining the best course of action. 1.6 Following on from that options appraisal it was decided to work together in a consortium that all public archives in Wales were invited to join, in order to procure a trusted active digital repository solution with separate tenancies of the software for each archive service. This option ensures data security for each partner (as all partners would manage access to their own instance of the system), whilst allowing for the services to work together for mutual support and knowledge sharing, as well as putting in place a cost-effective solution for all partners. In addition, a single procurement exercise will remove duplication of effort across all bodies. It was also agreed that this option would prove the most sustainable, both financially and practically, for all archive services in Wales. 1.7 Despite some differences between the local authority archive services and university archive services, they all have some core functional requirements that they share: - The need to acquire and preserve digital records from a range of third-party organisations and individuals; - The requirement to ensure that the records are placed in a trusted digital repository for legal, evidential and authenticity reasons; - The need to manage highly sensitive information; - The need for public access to those records to be provided and/or maintained (where appropriate); - The need to demonstrate compliance with sector standards; - The need to ensure the seamless transfer of digital records from their parent bodies, including from legacy systems and extracting records from third-party systems such as Microsoft Sharepoint or other record-keeping databases.. Please see attached Scope of Requirement for further details

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-kuma6s-140562
Publication Source
Sell2Wales
Latest Notice
https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=140562
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
OJEU - F1 - Prior Information Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

92 - Recreational, cultural and sporting services

CPV Codes

48000000 - Software package and information systems

72222300 - Information technology services

92500000 - Library, archives, museums and other cultural services

92512000 - Archive services

Notice Value(s)

Tender Value
£300,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
9 Apr 20241 years ago
Submission Deadline
Not specified
Future Notice Date
14 May 2024Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CARDIFF COUNCIL
Contact Name
Not specified
Contact Email
corporateframeworks@cardiff.gov.uk
Contact Phone
+44 2920873732

Buyer Location

Locality
CARDIFF
Postcode
CF10 4UW
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL52 Cardiff and Vale of Glamorgan
Delivery Location
TLL Wales
Local Authority
Cardiff
Electoral Ward
Butetown
Westminster Constituency
Cardiff South and Penarth

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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