Tender for Library Data Services

Tender for Library Data Services

University Of Edinburgh.

LIT0360 Data services for library



1 Authority Details


Authority Name and Address

University Of Edinburgh

Procurement Office, Charles Stewart House, 9-16 Chambers Street,




Billy Hislop

+44 1316514380


Address from which documentation may be obtained

University Of Edinburgh

Procurement Office, Charles Stewart House, 9-16 Chambers Street,




Billy Hislop

+44 1316514380


Completed documents must be returned to:

University Of Edinburgh

Procurement Office, Charles Stewart House, 9-16 Chambers Street,




Billy Hislop

+44 1316514380

2 Contract Details



LIT0360 Data services for library


Description of the goods or services required

Following the merger of Edinburgh College of Art (ECA) with the University of Edinburgh, the ECA Library catalogue was integrated into the Edinburgh University Library (EUL) catalogue. This has created a requirement to address catalogue and classification inconsistencies resulting from the integration of the bibliographic and holdings data of the two collections.


2.1.1 The ECA data was merged with EUL data in July 2011, resulting in the addition of approximately 80,000 bibliographic records, 87,000 holding records, and 86,000 item records to the larger EUL database.

2.1.2 Due to legacy cataloguing practices at ECA, many older records fall far short of the required MARC standards. Until 2001 all ECA catalogue records were catalogued in-house and to a fairly low standard (e.g. minimal descriptive information; stripping out of MARC fields such as 050; personal surnames, corporate names and subject headings entered in uppercase and local subject headings used).

2.1.3 During the summer of 2000, Edinburgh College of Art Library migrated from the URICA system to Voyager, and from 2001 onwards, records for most new acquisitions were downloaded from OCLC and contain LC Subject and Name Headings. Efforts have been made to reconcile Edinburgh College of Art headings with LC headings, but this work was could not be completed in its entirety at the time of merger with the EUL database. As a result there are a large number of “hybrid” records which have a mix of LC headings and old-style ECA headings.

2.1.4 Due to these legacy cataloguing practices at ECA, and the in-house classification scheme, three phases of work are required to address inconsistencies in the recently imported ECA bibliographic data:

i. Bibliographic record upgrade

The majority of the older ECA records require bibliographic upgrade to meet the standards of EUL data.

ii. Reclassification

The ECA Library collection has historically been classified using a modified version of Universal Decimal Classification (UDC). The majority of records will require to be reclassified to the Library of Congress classification scheme. However, local practice for MFHD shelfmarks/spine labels is to use 050$a only, and to add to this a shelfmark suffix comprising the first three letters of the author name (or first three letters of title where there is no author, multiple authors or editor), therefore all new LC shelfmarks will require this local customisation. Following reclassification, the production of smart label sheets, which include first old, then new shelf marks, and existing barcodes, will be required to allow matching of relevant items to new LC shelfmarks. A quality control label is also required.

iii. Re-authorisation

The addition of ECA bibliographic records to the EUL database introduced non-standard and unauthorised access points, therefore, re-authorisation of key access points (incl. authors and subjects) needs to be undertaken to improve intellectual access and retrievability of material in the ECA collection. To ensure consistency of data, re-authorisation of the entire EUL database (c.1.6m records) will be undertaken.


Notice Coding and Classification

179999 other Education

160 … Edinburgh & Lothians


Total quantity or scope of tender

3.1 The ECA Library collection comprises several sub-collections, with varying requirements in terms of bibliographic record upgrade and reclassification. Non-book collections will be handled in-house, and the Contract will cover monographs only. It is anticipated that the following is a summary of the data enhancement required on the monograph bibliographic records:

Bibs Holdings

a) Bib upgrade and reclassification 24,900 25,300

b) Reclassification only (no bib upgrade) 19,200 20,900

c) Bib upgrade only (no reclassification) 19,800 n/a

3 Conditions for Participation


Minimum standards and qualification required

Suppliers must be able to:

1) Complete the bibliographic record upgrade and reclassification processing by beginning of June 2013, and reauthorisation processing by end July 2013.

2) Accept file formats from the University of Edinburgh Voyager system and provide the processed files back in a format that can be imported back into Voyager.

3) The Voyager export files will comprise interleaved Bibs and MFHDs. Some MFHDs will represent (duplicated) holdings for non-ECA material, and the Supplier must offer a solution to ensure that only material at designated ECA holdings are reclassified, and labels provided for. The Supplier should confirm what additional data may be required at item level to achieve this.

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
11-02-2013  Time  14:00

c) Dispatch of invitations to tender  21-01-2013

c) Estimated award date  18-02-2013


Language or languages in which tenders or requests to participate can be drawn up



Tender Submission Postbox

5 Other Information


Additional Information

Suppliers should register their interest and submit a response via the University e-tendering system. See the URL in contact details section.

(SC Ref:252722)


Additional Documentation


Publication date of this notice