Scanning Services for National Library of Scotland

Scanning Services for National Library of Scotland

Provision of On Site Digital Imaging and Processing Services – Mass Digitisation of Bound Materials.

United Kingdom-Edinburgh: Scanning services

2013/S 164-285848

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

National Library of Scotland
George IV Bridge
Contact point(s): Digital Assets
For the attention of: Francine Millard
EH1 1EW Edinburgh
Telephone: +44 1316233700
Fax: +44 1316233701

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: National Library of Scotland
320 Lawnmarket
Contact point(s): Procurement & Project Manager
For the attention of: Liz Hamilton
EH1 2PJ Edinburgh
Telephone: +44 1316233700
Fax: +44 1316233701
Internet address:

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Recreation, culture and religion
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Provision of On Site Digital Imaging and Processing Services – Mass Digitisation of Bound Materials
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Edinburgh
NUTS code UKM25

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The Awarding Authority, the National Library of Scotland (‘the Authority’) requires a suitably qualified supplier to provide on-site digital imaging and processing services and the appropriate staff to deliver this service. The Supplier will provide their own equipment and staff and complete the service within the Authority’s Premises at Causewayside Edinburgh.
As part of its Mass Digitisation of Bound Materials Project the Authority has a requirement to digitise and make available online for free hundreds of thousands of pages from its own collections of bound materials or from other collections the Authority may choose. All items shall be out of copyright.
The Authority shall make suitable accommodation available within its Causewayside Building for the supplier’s digital imaging equipment and operative(s) for carrying out said digital imaging services. Full site details will be provided at ITT stage.
Please note the Authority will not allow commercial rights to the digitised material as part of this Contract and that there is a preference not to licence material.
Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at

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. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

79999100, 79960000, 79961000, 79520000, 92510000, 72313000, 72310000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Scope of Services
The bidder will provide digital imaging and processing services for the Authority. The bidder will image and process bound material specified by the Authority that will result in a series of files with specific properties and containing specific metadata (Outputs), which the bidder will deliver to the Authority within a set period of time. All Outputs related to one book must be delivered at the same time although they can be made available from several locations.
The Authority can support the production of up to 6,000 digitised pages per day. The amount of digitised pages will depend on the supplier’s capacity within the given time and budget constraints.
Preservation, handling and supply of material:
The material must not leave the Authority’s premises. The material must not and will not be disbound, nor have spines removed or be pressed flat. The Authority has a minimum requirement for imaging equipment following the Preservation Advisory Centre’s position on flat-bed scanners which stipulates that such scanners should only be used on low value modern printed books.
The Authority will not permit flat-bed scanners to be used in digitising the bound volumes during this Contract. The material must be digitised in a v-shaped book cradle at all times to minimise stress on spines and to allow more material with tighter bindings to be imaged, while reducing curvature and shadow in all Outputs. The method for holding the pages shall not have visible retention devices, clamps, thumbs etc in the area of interest with a preference that they are not cloned out either. Books shall be held in place with the minimum of movement between shots, especially rotation. Glass / plastic used to hold down books shall be neutral in colour, scratch resistant and can be easily replaced by staff
The Authority will provide the successful bidder with a constant flow of material for digitisation, which will include a reference (bibliographical ID) to the National Library of Scotland’s catalogue record for each individual book, or another reference if the item has no catalogue record.
The successful bidder will digitise these items in their entirety, including the front and back cover boards and all blank pages but not including fold outs that are bigger than the pages of the same item or paper lying loosely in the item and not being able to be identified as part of the item’s original binding.
For full details please see PQQ document available for download.
Estimated value excluding VAT:
Range: between 274 000 and 528 800 GBP
II.2.2)Information about options

Options: yes
Description of these options: The initial contract will be for 15 months with the option to extend for 12 months up to a 36 month extension.
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

This will be confirmed within the ITT documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

THe authority will require any consortium bid to form a single legal entity ahead of contract award.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: This will be confirmed within the ITT documentation.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: As detailed within the Pre Qualification Questionnaire available for download.
III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: As detailed within the Pre Qualification Questionnaire available for download.
III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
Bidders must have experience of providing a similar onsite service within a working research library or cultural environment.
Bidders are required to have handled archival bound material.
Bidders’ imaging hardware must include a v-shaped book cradle.
Bidders must possess the imaging hardware and software to be able to produce the Outputs required for the Contract.
Bidders’ project staff undertaking the services are required to be able to speak good business English.
Successful Bidders invited to tender shall allow the Authority’s staff to be able to see the equipment which bidders intend to realise the project with while it is in a production environment.
Bidders must have relevant experience in the use of a v-shaped cradle systems.
All as detailed within the Pre Qualification Questionnaire available for download.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 6
Objective criteria for choosing the limited number of candidates: Following the PQQ evaluation it is anticipated that a minimum of five and maximum of six contractors will be invited to tender for the Contract. The maximum of six candidates, who achieve the highest scores across the criteria (and assuming the pre-determined minimum quality threshold of 50 % is achieved) and those who achieve the quality threshold within the technical questions detailed in the evaluation section of the evaluation form, will be invited to provide a tender for the Contract
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 119-203446 of 21.6.2013

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

24.9.2013 – 10:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: In 4 years time
VI.2)Information about European Union funds
VI.3)Additional information

Bidders must register interest in this contract opportunity through the Public Contracts Scotland (PCS) portal-

The prequalification questionnaire is available for download from there.
Bidders must submit their prequalification questionnaires through the secure postbox on Public Contracts Scotland no later than the deadline indicated. On completion of submission an email confirmation will be sent to the sender. If you do not receive this email please contact Public Contracts Scotland before the deadline.
Dates and other information contained in this notice are communicated as being indicative and may be subject to change.
The Contracting Authority does not bind itself to accept the lowest or any offer.
For important legal notices – Please see the appropriate section in the Pre Qualification Questionnaire (PQQ).
Evaluation of the PQQ shall be as detailed within the PQQ.
In addition to the electronic submission Bidders who wish to be considered shall also send three bound copies of the completed pre-qualification questionnaire in a plain envelope clearly marked to the following address not later than 10.00hrs on 24.9.2013.
MASS Digitisation of Bound Material
Tender No 22/13
Procurement and Project Manager
National Library of Scotland
320 Lawnmarket
Edinburgh EH1 2PJ
(SC Ref:274710)

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: As per the Public Contracts (Scotland) Regulations 2012 (SSI 2012/88) (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: