Data Transcription Services Edinburgh
The University of Edinburgh requires a supplier to manually transcribe between 18.7 and 25 200 000 hand written Scottish vital events records i.e. births, marriages and deaths, since 1856.
United Kingdom-Edinburgh: Data services
Section I: Contracting authority
I.1)Name and addresses
Charles Stewart House, 9-16 Chambers Street
Contact person: Antonia Hynd
Telephone: +44 1316509064
NUTS code: UKM25
Internet address(es):Main address: http://www.ed.ac.uk/schools-departments/procurement/supplying
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
I.4)Type of the contracting authority
Section II: Object
Data Transcription Services for Historical Records.
II.1.2)Main CPV code
II.1.3)Type of contract
The University of Edinburgh requires a supplier to manually transcribe between 18.7 and 25 200 000 hand written Scottish vital events records i.e. births, marriages and deaths, since 1856. This has an estimated character count of 3 300 000 000 characters. Scanned images of the records will be made available to the successful supplier via a web interface. This interface will also provide a pre-existing database into which the transcribed data will be manually inputted by the successful bidder.
This requirement is not divided into Lots as this would entail disproportionate duplication of supplier set up costs.
Bidders must self-certify their adherence to selection and exclusion criteria via the ESPD (Scotland) on PCS-T. Suppliers may be required to submit Means of Proof at a later stage. Specific selection requirements detailed in Sections III of this OJEU Notice.
II.1.5)Estimated total value
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
The results of the Transcription Services must be uploaded into the University’s Data Centre, however the actual transcription services do not have to be undertaken in the UK.
II.2.4)Description of the procurement:
The University of Edinburgh has received funding from the Economic and Social Research Council (ESRC) to create a multidisciplinary research database from historical vital events records.
This Digitising Scotland project is looking for a supplier to manually transcribe between 18.7 and 25 200 000 hand written Scottish vital events records i.e. births, marriages and deaths, since 1856. This has an estimated character count of 3 300 000 000 characters. Scanned images of the records will be made available to the successful supplier via a web interface. This interface will also provide a pre-existing database into which the transcribed data will be manually inputted by the successful bidder.
Any supplier wishing to bid must be able to transcribe a minimum of 18.7 million records within the Contract Budget and Timescales. Project set-up and transcription must be completed within 35 months from Contract start
Manual transcription services will be required. OCR technology will NOT be suitable for this work
As the data is sensitive all transcribers must be direct employees of any successful bidder, no subcontracting allowed.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
If the winning bidder cannot transcribe all 25 200 000 records within the project budget, and additional funding is received at a later date, the University reserves the right to extend this contract to cover transcription of the balance of the records without further competition. The Contract can if necessary be extended on a 12 month basis up to a max of 72 months to encompass the extra work.
II.2.10)Information about variants
II.2.11)Information about options
If further funding is acquired, the inclusion of transcription of records from 1855 may also be included in the scope of this Contract.
II.2.13)Information about European Union funds
Economic operators may be excluded from this competition if there are any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Section III: Legal, economic, financial and technical information
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
Not Applicable to this procurement exercise.
III.1.2)Economic and financial standing
ESPD 4B.1.1 Statement
Bidders will be required to have a minimum ‘general’ yearly turnover of GBP 1 million for the last 2 years(or equivalent in local currency).
ESPD 4B.5.1 and 4B.5.2 Statement
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP
Public Liability Insurance = 5 000 000 GBP
Professional Indemnity Insurance = 1 000 000 GBP
Or directly comparable levels in local currency.
ESPD 4B.6 Statement
Bidders are required to provide adequate assurance of financial strength to successfully complete their contractual obligations, and must submit their 2 most recent sets of annual audited accounts including balance sheets and profit/loss accounts (translated into both GBP and English language if necessary) via electronic link in 4B.6.1 or uploading electronic copies into the general attachments area in PCS-T.
III.1.3)Technical and professional ability
Statement for ESPD 4C.1.2
Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services as described in part II.2.4 of the OJEU Contract Notice.
This Section is pass/fail
The bidder must provide a case study of a data capture project successfully undertaken (within the last 10 years) which demonstrates strong similarities to the requirements of this contract.
The case study submitted must clearly demonstrate that the project involved/required:
— manual transcription/data capture services,
— transcription from handwritten documents,
— sensitive data,
— large numbers of records/characters,
— high accuracy rates.
The bidder must include in the case study response:
— full details of the scope of the services undertaken for the client;
— the methodology used to deliver the required services;
— the dates and duration of the services and contract;
— the types of records transcribed;
— the number of records and characters transcribed;
— accuracy levels both committed to and subsequently reached;
— the (relevant) obstacles experienced during delivery of the services and how they were overcome; and
— full contact details of the client and name of client project manager.
Please note that the University reserves the right to confirm that the services were indeed undertaken for the stated Client.
Note: In PCS-T, the response to 4C.1.2 should be given as clearly labelled attachment to this question and a template is provided.
III.2.3)Information about staff responsible for the performance of the contract
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders
Section VI: Complementary information
VI.1)Information about recurrence
Note: Bidders must complete the ESPD (Scotland) to demonstrate adherence to the Exclusion and Selection Criteria for this procurement.
This procurement includes additional procurement-specific minimum requirements which are detailed in the declaration box of the Qualification Envelope in PCS-T. These pass/fail requirements are as follows:
To be eligible to win this tender, any bidder must comply with the required following security standards during the lifetime of the Contract:
1. HMG Security Policy Framework.
2. ISO27001: Information Security Management;(the bidder does not need to hold ISO 27001 certification, but must be able to comply with the ISO requirements)
3. Data Protection Act 1998 and EU General Data Protection Regulation, specifically where it relates to Offshoring (Principle 8) if applicable;
4. Computer Misuse Act 1990;
5. Freedom of Information Act 2000;
6. The Public Records Act 1958 and 1967
7. HMG Information Assurance Standard No. 5 — Secure Sanitisation of of Protectively Marked Information or Sensitive Information
8. CESG Good Practice Guide No.13 — Protective Monitoring for HMG ICT Systems;
9. CESG Good Practice Guide No. 45 — Identity Proofing and Verification of an Individual.
The Bidder must commit to directly employ the individuals undertaking the transcription services. The University will not accept any subcontracting of transcription services to another company
— Ability to meet the Statement of Requirements:
The Bidder must confirm that it can conform to and provide everything required in the Statement of Requirements
— Minimum Number of Records and Accuracy required:
The Bidder must confirm that they will be able to transcribe all the Essential Statutory Records as described in Schedule 3 of the ITT within the Contract budget and timescales to the minimum accuracy level of 95 % as described and calculated in Appendix 4 of the Statement of Requirements
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 6786. For more information see:http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
The Contracting Authority does not intend to include a sub-contract clause in this contract.
Charles Stewart House, 9-16 Chambers Street
Telephone: +44 1316502508Internet address:http://www.ed.ac.uk/schools-departments/procurement/supplying
VI.5)Date of dispatch of this notice: