Archive Digitisation Framework

Archive Digitisation Framework – Scotland

Archive Digitisation Framework Agreement to provide an archive digitisation service in relation to images from the HES collections to enable access to its nationally significant materials.

United Kingdom-Edinburgh: Archiving services

2018/S 166-378659

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Historic Environment Scotland
Longmore House, Salisbury Place
Edinburgh
EH9 1SH
United Kingdom
Contact person: Vicky Shanley
Telephone: +44 1316688866
E-mail: procurement@hes.scot
Fax: +44 1316688877
NUTS code: UKM75

Internet address(es):Main address: http://historicenvironment.scot

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00164

I.1)Name and addresses

National Records of Scotland
Ladywell House, Ladywell Road
Edinburgh
EH12 7TF
United Kingdom
Telephone: +44 1313144269
E-mail: russell.day@nrscotland.gov.uk
Fax: +44 1313144256
NUTS code: UKM75

Internet address(es):Main address: http://www.nrscotland.gov.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00474

I.1)Name and addresses

Royal Botanic Garden Edinburgh
20a Inverleith Row
Edinburgh
EH3 5LR
United Kingdom
Telephone: +44 1312482815
E-mail: ggallagher@rbge.org.uk
NUTS code: UKM

Internet address(es):Main address: https://www.rbge.org.uk/

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11182

I.1)Name and addresses

National Galleries of Scotland
National Galleries of Scotland, 73 Belford Road
Edinburgh
EH4 3DS
United Kingdom
Telephone: +44 1316246214
E-mail: mbrowne@nationalgalleries.org
Fax: +44 1314672802
NUTS code: UKM75

Internet address(es):Main address: http://www.nationalgalleries.org

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11042

I.2)Information about joint procurement

The contract involves joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publiccontractsscotland.gov.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: www.publiccontractsscotland.gov.uk

Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

National or federal agency/office

I.5)Main activity

Other activity: Tourism, Built Environment, Conservation

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Archive Digitisation Framework

Reference number: HES/C/3964

II.1.2)Main CPV code

79995100

II.1.3)Type of contract

Services

II.1.4)Short description:

The Purchaser is seeking Supplier(s) for this Archive Digitisation Framework Agreement to provide an archive digitisation service in relation to images from the HES collections to enable access to its nationally significant materials. The majority of items are to be digitised from mounted prints, although there are also 35mm slides and microfiche to be digitised — see list:

1) Unmounted/Mounted photographic prints;

2) Photographic prints in albums;

3) Glass plate/Acetate negatives;

4) Drawings rolled/flat;

5) Bound volumes;

6) Loose papers;

7) 35mm slides;

8) Microfiche;

9) Videos/AV.

II.1.5)Estimated total value

Value excluding VAT: 680 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

79995100

92512000

II.2.3)Place of performance

NUTS code: UKM

II.2.4)Description of the procurement:

1) Unmounted/Mounted photographic prints;

2) Photographic prints in albums;

3) Glass plate/Acetate negatives;

4) Drawings rolled/flat;

5) Bound volumes;

6) Loose papers;

7) 35mm slides;

8) Microfiche;

9) Videos/AV.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Technical / Weighting: 70

Price – Weighting: 30

II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24

This contract is subject to renewal: yes

Description of renewals:

The Framework Agreement will commence on the 1.11.2018 for a period of 2 years and expire on the 31.10.2020.

The Purchaser reserves the right to extend the Framework Agreement for a further 24 months subject to satisfactory performance and continued requirement.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

List and brief description of selection criteria:

HES use Scotbis, an independent provider of business credit reports, to assess the financial standing of tenderers. The overall aim of this assessment is to ensure, as far as possible, that any potential Supplier will not have financial difficulties that endanger their ability to perform the Contract. If financial information cannot be gained from that source Historic Environment Scotland will request that you provide full audited accounts for the last full financial year. If Suppliers cannot provide any of the assurances as detailed above, and it is determined by HES that your financial strength is not adequate, then your company may not pass the financial evaluation. If you can

Provide the assurances as detailed above, HES may explore these options with you before determining whether your company can be taken forward in this procurement exercise. Bank details may also be sought to support the above. With reference to ESPD (Scotland) question 4B.5, it is a requirement of this contract that bidders hold, or can commit to obtain, prior to the

Commence of any subsequently awarded contract, the types and levels of insurance indicated below:

— Employers (compulsory) Liability Insurance — 5 million GDP,

— Public Liability Insurance — 1 million GDP.

III.1.3)Technical and professional ability

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement

Framework agreement with several operators

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes

IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 26/09/2018

Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

IV.2.7)Conditions for opening of tenders

Date: 26/09/2018

Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

Estimated timing for further notices to be published:

Framework will be retendered in 2022 if service is still required

VI.2)Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3)Additional information:

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=555166.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(SC Ref:555166)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=555166

VI.4)Procedures for review

VI.4.1)Review body

Historic Environment Scotland
Longmore House, Salisbury Place
Edinburgh
EH9 1SH
United Kingdom
Telephone: +44 1316688866
E-mail: procurement@hes.scot
Fax: +44 1316688877Internet address: http://historicenvironment.scot

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

27/08/2018