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
Section I: Contracting authority
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
General address of the contracting authority: http://www.nls.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622
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
Contact point(s): Procurement & Project Manager
For the attention of: Liz Hamilton
EH1 2PJ Edinburgh
Telephone: +44 1316233700
Fax: +44 1316233701
Internet address: http://www.nls.uk
Section II: Object of the contract
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Edinburgh
NUTS code UKM25
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 http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=274710.
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 http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=274710.
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.
79999100, 79960000, 79961000, 79520000, 92510000, 72313000, 72310000
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
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.
Section III: Legal, economic, financial and technical information
Description of particular conditions: This will be confirmed within the ITT documentation.
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.
Section IV: Procedure
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
Prior information notice
Notice number in the OJEU: 2013/S 119-203446 of 21.6.2013
Section VI: Complementary information
Estimated timing for further notices to be published: In 4 years time
Bidders must register interest in this contract opportunity through the Public Contracts Scotland (PCS) portal- www.publiccontractsscotland.gov.uk.
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
Edinburgh EH1 2PJ