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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 01:00

OJEU - F2 - Contract Notice
Planning

22 May 2026 at 01:00

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

The National Library of Scotland is procuring a film scanner and digitisation system, including the supporting software and hardware needed to operate it. The supplier must supply, deliver, install, support and maintain equipment that creates digital copies of original 16mm, standard 8mm, Super 8mm and 9.5mm films, with an option for 35mm. The scanner must handle fragile, warped, brittle or damaged-perforation film gently, and capture and synchronise both optical and magnetic sound. The system will be operated at the Library’s Kelvin Hall premises in Glasgow. This is a goods procurement for one complete film-scanning and digitisation solution, with delivery and installation forming part of the requirement.

The procurement has reached tender: the Library invited offers through an open procedure, with electronic submission. Bids were due by 17 August 2026 at 11:00, with evaluation and bid opening scheduled from 12:00 that day. The estimated contract value is £150,000, including the single lot. The contract period is 16 October 2026 to 31 March 2030, with two possible 24-month renewals depending on performance, need and budget. Evaluation is weighted 70% quality, focused on technical properties, and 30% price. The highest-scoring compliant suppliers, plus any within two points of third place, must provide an operational demonstration in the UK or Ireland. The solution must be fully operational before 31 March 2027.

This opportunity suits specialist film-scanning, archival digitisation and imaging-equipment suppliers able to provide an end-to-end solution rather than hardware alone. Strong candidates will have demonstrable experience with 16mm, 8mm, Super 8mm and 9.5mm film, and ideally the capability to support an optional 35mm workflow. The requirement particularly favours suppliers experienced in handling vulnerable historic film, including warped or brittle material and damaged perforations, without causing further damage. Technical competence in optical and magnetic sound capture and synchronisation is important, as are reliable installation, software and hardware integration, maintenance and ongoing support. Suppliers must also have the capacity to arrange and deliver a practical equipment demonstration in the UK or Ireland.

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-r6ebe6-0000832737
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUL560381
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
OJEU - F2 - Contract 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

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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