--- title: "Proof of concept for long term access to council records" ocid: "ocds-kuma6s-116008" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-kuma6s-116008" markdown_url: "https://d3tenders.com/contract/ocds-kuma6s-116008.md" json_url: "https://d3tenders.com/contract/ocds-kuma6s-116008.json" source: "Sell2Wales" current_stage: "Award" buyer: "THE NATIONAL LIBRARY OF WALES" published: "2021-12-09" --- # Proof of concept for long term access to council records Buyer: THE NATIONAL LIBRARY OF WALES Current stage: Award OCID: ocds-kuma6s-116008 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-kuma6s-116008) [Download OCDS JSON](https://d3tenders.com/contract/ocds-kuma6s-116008.json) ## Summary The National Library of Wales is seeking proposals for a project titled "Proof of concept for long term access to council records," aimed at providing solutions to ensure the preservation and accessibility of council records. The procurement process is currently in the Award stage, having evaluated bids from potential suppliers, with a contract signed on 9 December 2021 for a total value of £5,000. The project falls under the services category, and the relevant industry classifications include software package and information systems, indicating a strong focus on IT solutions. The buyer is located in Aberystwyth, Ceredigion, and this tender signifies an essential step towards advancing digital preservation methodologies for public records management across Wales. This tender presents significant opportunities for businesses specialising in IT services, particularly those with expertise in software development and digital preservation systems. Companies capable of providing innovative solutions to ensure the long-term reliability and security of digital records would be particularly well-suited to compete for future tenders under similar contracts. With the emphasis on collaborative work with ARCW partners and the potential for scalability across other councils, there is a substantial market for firms offering tailored consultancy and technical services in the field of digital archiving and data management. ## Notice 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 ## Key Details | Field | Value | | --- | --- | | Publication source | Sell2Wales | | Latest notice | https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=116008 | | Notice type | S2W Notice - Website Contract Award Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Open | | Procurement method details | Not specified | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Tender, Award | ## Dates | Field | Value | | --- | --- | | Publication date | 9 Dec 2021 | | Submission deadline | 1 Dec 2021 | | Future notice date | Not specified | | Award date | 9 Dec 2021 | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | £5,000 | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Not specified | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Active | ## Buyer | Field | Value | | --- | --- | | Main buyer | THE NATIONAL LIBRARY OF WALES | | Locality | CEREDIGION | | Post town | Shrewsbury | | Postcode | SY23 3BU | | Country | Wales | | ITL 1 | TLL Wales | | ITL 2 | TLL4 Mid and South West Wales | | ITL 3 | TLL41 Mid Wales | | Local authority | Ceredigion | | Electoral ward | Aberystwyth Morfa a Glais | | Westminster constituency | Ceredigion Preseli | | Delivery location | Not specified | ## Supplier | Field | Value | | --- | --- | | Number of suppliers | 1 | | Supplier names | PRESERVICA | ## CPV Codes ### Divisions - 48 - Software package and information systems - 72 - IT services: consulting, software development, Internet and support ### Codes - 48000000 - Software package and information systems - 48100000 - Industry specific software package - 48210000 - Networking software package - 48219000 - Miscellaneous networking software package - 48400000 - Business transaction and personal business software package - 48600000 - Database and operating software package - 48700000 - Software package utilities - 48710000 - Backup or recovery software package - 48730000 - Security software package - 48750000 - Storage media loading software package - 48780000 - System, storage and content management software package - 48783000 - Content management software package - 48800000 - Information systems and servers - 48900000 - Miscellaneous software package and computer systems - 72000000 - IT services: consulting, software development, Internet and support - 72200000 - Software programming and consultancy services - 72210000 - Programming services of packaged software products - 72212780 - System, storage and content management software development services - 72212783 - Content management software development services - 72220000 - Systems and technical consultancy services - 72230000 - Custom software development services - 72240000 - Systems analysis and programming services - 72250000 - System and support services - 72252000 - Computer archiving services - 72260000 - Software-related services - 72300000 - Data services - 72310000 - Data-processing services - 72320000 - Database services - 72500000 - Computer-related services - 72510000 - Computer-related management services - 72920000 - Computer catalogue conversion services ## Release History - 9 Dec 2021 at 11:37 - Award - S2W Notice - Website Contract Award Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=116008 - 18 Nov 2021 at 16:35 - Tender - S2W Notice - Website Invitation to Tender Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=116008 ## Documents - https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV379912&idx=1 18th November 2021 - Project Description - https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV379912&idx=2 18th November 2021 - Terms and Conditions - https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV379912&idx=3 18th November 2021 - Manyleb y prosiect - https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV379912&idx=4 18th November 2021 - Telerau ac Amodau ## Notice URLs - https://preservica.com - https://www.llgc.org.uk - https://www.sell2wales.gov.wales ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-kuma6s-116008. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-kuma6s-116008.json.