---
title: "Provision of high throughput digitisation systems and support and maintenance"
ocid: "ocds-r6ebe6-0000522301"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000522301"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000522301.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000522301.json"
source: "Public Contracts Scotland"
current_stage: "Award"
buyer: "NATIONAL LIBRARY OF SCOTLAND"
published: "2018-06-22"
---

# Provision of high throughput digitisation systems and support and maintenance

Buyer: NATIONAL LIBRARY OF SCOTLAND  
Current stage: Award  
OCID: ocds-r6ebe6-0000522301

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## Summary

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.

## Notice

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

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN322979 |
| 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 |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 22 Jun 2018 |
| Submission deadline | 31 Jan 2018 |
| Future notice date | Not specified |
| Award date | 6 Jun 2018 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £600,000 |
| Lots value | £600,000 |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Complete |
| Awards status | Not specified |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | NATIONAL LIBRARY OF SCOTLAND |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH1 1EW |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM1 East Central Scotland |
| ITL 3 | TLM13 City of Edinburgh |
| Local authority | City of Edinburgh |
| Electoral ward | City Centre |
| Westminster constituency | Edinburgh East and Musselburgh |
| Delivery location | TLM75 City of Edinburgh |

## CPV Codes

### 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)

### 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

## Release History

- 22 Jun 2018 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN322979
- 20 Dec 2017 at 00:00 - Tender - OJEU - F2 - Contract Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC305113

## Documents

- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=14
  17th January 2018 - Table 2 - Tender Quality Assessment Requirements Section Q19, SV1 - SV11 (Site Visits)
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=12
  3rd January 2018 - ESPD (Scotland) Digitisation Systems
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=13
  3rd January 2018 - ESPD (Scotland) Digitisation Systems - Contains OJEU reference Number
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=8
  22nd December 2017 - Pricing Document - to be completed and returned
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=9
  22nd December 2017 - Mandatory Minimum Requirement Response Document - to be completed and returned
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=10
  22nd December 2017 - Quality Response Document - To be completed and returned
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=11
  22nd December 2017 - Sample completed evaluation matrix - for information only
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=1
  22nd December 2017 - Invitation to Tender including Appendix 1, 2,3 & 4
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=2
  22nd December 2017 - Project Brief and Requirement Specification
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=3
  22nd December 2017 - Drawing x 1 - Location Plan
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=4
  22nd December 2017 - Drawing x 2 - Level 3 floor plan
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=5
  22nd December 2017 - Drawing x 3 - Level 6 floor plan
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=6
  22nd December 2017 - SG Model Framework Agreement - Terms & Conditions - as adopted by the Library
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC305113&idx=7
  22nd December 2017 - ESPD (Scotland) - Guidance document for completing Part IV of ESPD (Scotland)
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC305113
  Provision of high throughput digitisation systems and support and maintenance - 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.
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN322979
  Provision of high throughput digitisation systems and support and maintenance - 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.

## Notice URLs

- http://
- http://www.nls.uk
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000522301
- https://www.publiccontractsscotland.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-r6ebe6-0000522301. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000522301.json.