--- title: "Wales Consortium Digital Preservation System" ocid: "ocds-kuma6s-140562" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-kuma6s-140562" markdown_url: "https://d3tenders.com/contract/ocds-kuma6s-140562.md" json_url: "https://d3tenders.com/contract/ocds-kuma6s-140562.json" source: "Sell2Wales" current_stage: "Planning" buyer: "CARDIFF COUNCIL" published: "2024-04-09" --- # Wales Consortium Digital Preservation System Buyer: CARDIFF COUNCIL Current stage: Planning OCID: ocds-kuma6s-140562 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-kuma6s-140562) [Download OCDS JSON](https://d3tenders.com/contract/ocds-kuma6s-140562.json) ## Summary 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. ## Notice 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 ## Key Details | Field | Value | | --- | --- | | Publication source | Sell2Wales | | Latest notice | https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=140562 | | 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 | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 9 Apr 2024 | | Submission deadline | Not specified | | Future notice date | 14 May 2024 | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £300,000 | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Planned | | Lots status | Planned | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | CARDIFF COUNCIL | | Locality | CARDIFF | | Post town | Cardiff | | Postcode | CF10 4UW | | Country | Wales | | ITL 1 | TLL Wales | | ITL 2 | TLL5 South East Wales | | ITL 3 | TLL52 Cardiff and Vale of Glamorgan | | Local authority | Cardiff | | Electoral ward | Butetown | | Westminster constituency | Cardiff South and Penarth | | Delivery location | TLL Wales | ## CPV Codes ### Divisions - 48 - Software package and information systems - 72 - IT services: consulting, software development, Internet and support - 92 - Recreational, cultural and sporting services ### Codes - 48000000 - Software package and information systems - 72222300 - Information technology services - 92500000 - Library, archives, museums and other cultural services - 92512000 - Archive services ## Release History - 9 Apr 2024 at 00:00 - Planning - OJEU - F1 - Prior Information Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=140562 ## Documents - https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=APR474008&idx=1 9th April 2024 - Statement of requirements for the archive system. - https://www.sell2wales.gov.wales/search/show/search_view.aspx?ID=APR474008 Wales Consortium Digital Preservation System - 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). ## Notice URLs - http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=140562 - https://api.sell2wales.gov.wales/v1?lang=cy/Notice?id=ocds-kuma6s-140562 - https://supplierlive.proactisp2p.com/Account/Login - https://www.cardiff.gov.uk ## 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-140562. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-kuma6s-140562.json.