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Provision of high throughput digitisation systems and support and maintenance

National Library of Scotland

This public procurement record has 2 releases in its history.

Award

22 Jun 2018 at 01:00

OJEU - F3 - Contract Award Notice
Tender

20 Dec 2017 at 00:00

OJEU - F2 - Contract Notice
Summary of the contracting process

The National Library of Scotland is conducting a procurement process for the "Provision of high throughput digitisation systems and support and maintenance". This procurement, categorised under "goods" within the general public services industry, is taking place in Edinburgh, Scotland. The tender process is currently at the award stage, with the contract value set at £600,000. Proposals were due by 31 January 2018, following an open procurement method which facilitated broad participation in the process.

This tender represents a significant opportunity for businesses specialising in digitisation technology and services, particularly those providing robust hardware and software solutions for the conversion of extensive archival materials into digital formats. Companies capable of delivering efficient systems that can operate continuously and meet high throughput standards will be especially competitive. Given the Library's requirements for durability and maintainability, firms with experience in high-output digitisation and a proven track record in similar projects are well-positioned to engage in this lucrative opportunity.

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Notice Information

Notice Title

Provision of high throughput digitisation systems and support and maintenance

Notice Description

The Library requires a call-off framework contract for the supply, delivery, installation and on-going support and maintenance for high throughput digitisation systems for the conversion of library and archival material to digital. The Library has a requirement to digitise approximately 2,000,000 library and archival items over the next 8 years. To achieve this target the current digitisation capacity of the Library needs to be increased, which requires the purchasing of a digitisation system solution that meets the Library's technical and functional requirements as detailed fully in the specification (Project Brief and Requirements Specification) available for down load. The Library defines "Digitisation systems" as the hardware and software that forms the solution to fully deliver on this requirement. The 'digitisation systems' will be located in a digitisation suite in the Library's Causewayside premises in Edinburgh.

Lot Information

Lot 1

The Library holds a great range of paper-based materials that are to be converted into digital image files. The materials vary in height, width, thickness, physical condition, and print quality, and their content ranges from printed and manuscript text, to line-drawings, colour illustrations, photographs, and half-tone prints. Materials include rare books and historic manuscripts, and can therefore contain items that are tightly bound or have text running close to the gutter. The Library requires digitisation systems which will be in continuous use for at least 16 hours per day, and as such, must be robust and easily maintainable. To meet the Library's targets, the 'digitisation systems' must be able to support high and efficient throughputs, regarding both operation and processing workflow. They must be able to operate in a non-destructive way, produce and process as a minimum 800 images per hour, work continuously for 16 hours per day and provide a dark capture environment to help avoid reflection of the images. To ensure that there is no damage to the materials' bindings and spines, the Library requires digitisation systems that must include a v-shaped cradle that is adjustable. It is the Library's preference that the cradle's opening angle should be adjustable by the Library Operator, including to an angle of 110 degrees. However, if the cradle's opening angle is fixed then it must not be greater than 120 degrees. The digitisation system may be free standing or table mounted but Tenderers are required to make it clear in their response to the technical requirements whether it is free standing or will require a surface to be placed on, as well as the overall size, height, width, length and weight of the proposed digitisation systems. In addition to the v-shaped cradle the required digitisation systems must include a page holding solution / imaging solution / capture software / lighting solution / dark capture environment. The digitisation systems will be operated by Library Operators who will require training on the systems following delivery of the goods with the possibility of additional training during the term of the framework. In addition the Library requires a guarantee that the proposed make and model of the digitisation systems (or compatible newer models) will be available over the maximum period of the anticipated 4 year framework. The Library expects that the hardware solutions offered have a minimum life span of 3 years, with a preference that robust and maintainable systems would last significantly longer, covered by a support and maintenance arrangement for the digitisation systems purchased that may run beyond the 4 year framework term. The contract will not be divided into lots as it is for the delivery of an all-encompassing digitisation system with associated support and maintenance.. Economic operators may be excluded from this competition if they are in any of the situations referred to in regulations 58 of Public Contract (Scotland) Regulations 2015.

Renewal: May take up option for 1 x 12 month extension

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000522301
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN322979
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Framework
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

30 - Office and computing machinery, equipment and supplies except furniture and software packages

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

48 - Software package and information systems

51 - Installation services (except software)

CPV Codes

30000000 - Office and computing machinery, equipment and supplies except furniture and software packages

30121430 - Digital duplicators

38651600 - Digital cameras

48329000 - Imaging and archiving system

51411000 - Installation services of imaging equipment

Notice Value(s)

Tender Value
£600,000 £500K-£1M
Lots Value
£600,000 £500K-£1M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
22 Jun 20188 years ago
Submission Deadline
31 Jan 2018Expired
Future Notice Date
Not specified
Award Date
6 Jun 20188 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

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
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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