Scanning Tender for National Archives

Scanning Tender for National Archives

Service Concession contract for the digitisation and online publication of The 1939 Register.

United Kingdom-Richmond: Scanning services

2013/S 150-261189

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The National Archives
Kew
For the attention of: Mark Davis (Head of Procurement)
TW9 4DU Richmond
UNITED KINGDOM
Telephone: +44 2083925211
E-mail: procurement@nationalarchives.gsi.gov.uk
Fax: +44 2084871971

Internet address(es):

General address of the contracting authority: www.nationalarchives.gov.uk

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: The above mentioned contact point(s)

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity

General public services
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)Description
II.1.1)Title attributed to the contract by the contracting authority:

Service Concession contract for the digitisation and online publication of The 1939 Register.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Due to the sensitivity of the 1939 Register Information the scanning of the records must be carried out at a secure location. A secure location in England is likely to be made available to the Concessionaire (if required) for the scanning of the original records.
NUTS code
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 National Archives http://www.nationalarchives.gov.uk/ is the official archive and publisher for the UK government, and for England and Wales. The National Archives is an executive agency of the Ministry of Justice and a government department in its own right.

We are the guardians of some of our most iconic national documents, dating back over 1,000 years. The National Archives’ collection of over 11 million historical government and public records is one of the largest in the world. From Domesday Book to modern government papers and digital files, our collection includes paper and parchment, electronic records and websites, photographs, posters, maps, drawings and paintings.
Our 21st-century role is to collect and secure the future of the government record, both digital and physical, to preserve it for generations to come, and to make it as accessible and available as possible.
In 1939, the National Registration Act ordered a register of everybody living in the UK – for the purpose of issuing identity cards, ration books and call-up papers. The register was compiled by the Registrar General of the time. It records personal information of great interest to family historians – name, address in 1939, marital status, age and occupation.
The National Archives seeks to let a Service Concession contract for the 1939 Register information relationg to England and Wales to a commercial licensee. The Concessionaire will, at their cost, create official digital images and transcription of the 1939 Register information for England and Wales to specific technical standards and with line entry redaction in return for the grant of the right to provide of an online serviceat the Concessionaire’s commercial risk and subject to the payment to The National Archives of a royalty return.
As The National Archives is seeking to award a Service Concession contract this procurment process will be outside the scope of the UK Procurement Regulations. The procurment process will be subject to the EU Treaty obligations. The National Archives will conduct a process which is broadly in line with the Competitive Dialogue process but the actual procurement process carried out by The National Archives will be as described in more detail in the Pre-Qualification Questionnaire and the Invitation to Tender.

II.1.6)Common procurement vocabulary (CPV)

79999100

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

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:

Potential to extend for 4 further periods of 5 years each.
Estimated value excluding VAT: 20 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Potential to extend for 4 further periods of 5 years each.
II.2.3)Information about renewals

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

Starting 31.3.2014. Completion 31.3.2024

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Those invited to tender will be advised of any requirement to provide deposits and guarantees, parent company and/or other guarantees or performance and financial liability if considered appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The National Archives expects the Potential Supplier to undertake all activities at their own expense, and to provide The National Archives with a royal return based on their commercial service.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required but if a contract is awarded to a consortium The National Archives may require the consortium to form a legal entity before entering into the contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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 in the pre-qualification questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required: As detailed in the prequalification questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
As detailed in the prequalification questionnaire.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

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

competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

Service concession contract relating to digitised public records.
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

22.8.2013 – 12:00
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

English.
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: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

Procurement Process
As The National Archives is seeking to award a Service Concession contract this procurment process will be outside the scope of the UK Procurement Regulations. The procurment process will be subject to the EU Treaty obligations. The National Archives will conduct a process which is broadly in line with the Competitive Dialogue process but the actual procurement process carried out by The National Archives will be as described in more detail in the Pre-Qualification Questionnaire and the Invitation to Tender.
Data Protection
In accordance with Data Protection Act 1998 (DPA), the entries of living people in the 1939 Register are defined as personal data, and therefore, are CLOSED public records which must be withheld from release under the Data Protection Act. Therefore, the Authority has specific redaction and security requirements, that are outlined below.
Requirements:
The National Archives seeks to let a Service Concession contract for the 1939 Register to a commercial licensee. The Concessionaire will, at their cost, create official digital images and transcription of the 1939 Register information for England and Wales to specific technical standards and with line entry redaction in return for the grant of the right to provide of an online serviceat the Concessionaire’s commercial risk and subject to the payment to The National Archives of a royalty return. In more detail, the Concessionaire will
1) Provide a commercial service online which will provide public access to the digital images and associated metadata.
2) Create ‘official digital images’ for the 1939 Register which will be accessioned by The National Archives instead of the paper original.
— The National Archives expects all digital images to conform to minimum standards as indicated on their website.
http://www.nationalarchives.gov.uk/documents/information-management/digitisation-image-specification.pdf

— However, the creation of official digital images requires a more prescriptive approach to digitisation, with the collection of provenance metadata to demonstrate authenticity of the digital images to future generations. Further details regarding the image specification will be provided during the tender phase to qualifying Potential Suppliers.
— Official digital images are defined by The National Archives as electronic copies of physical documents where the digital form is accessioned to become the official Public Record. The National Archives will not retain the original material and the newly created digital record will become the definitive official record.
— A secure location in England is likely to be made available to the Concessionaire (if required) for the scanning of the original records.
3) Transcribe handwritten material from digital images, and collect metadata that is integral to the accessioned digital images, and necessary to enable TNA to service FOI enquiries.
— The National Archives’ requires manual transcription of handwritten entries from digital images that are subject to security and handling restrictions arising from DPA or other regulation. This includes the creation of redacted/non-discoverable transcription data or metadata. Transcription requirements generally vary depending on the nature of the original material and how it is organised and will be provided during the tender phase to qualifying Potential Suppliers as a template clearly identifying what data needs to be collected. Metadata information will be required to be returned to TNA in csv or xml conforming to specified schemas.
4) Redact information for living individuals at line level within the digital images In accordance with the DPA, and FOIA.
— The 1939 Register contains entries for c45million individuals, of which an estimated c27% must be redacted. During the tender stage, The National Archives will provide Potential Suppliers with specific criteria to enable them to define and identify individuals who are deemed to be still living and must be redacted.
— In addition, some further information within the 1939 Register is considered ‘ personal sensitive’ and must also be redacted. At tender stage, The National Archives will provide the Potential Suppliers with criteria to define this.
Security: The Authority requires that all physical records, digital images, transcription and associated metadata be managed securely, including all handling, storage, transport and processing activities.
In addition, since the images and assoicated data will contain closed records for the term of the contract, such security arrangements required to be applied for the life-time of the contact. For material that is CLOSED, as is the case with the 1939 Register, additional security requirements apply which include a requirement for all staff working on the 1939 Register must have approriate security clearance.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:1.8.2013