Public procurement notice: Services Concession
Published: 2016-01-19
Buyer: Portsmouth City Council
Country: UK
Region: Portsmouth
Contract type: Services
Procedure: Concession award procedure
CPV classification: 48329000 | 48782000 | 72252000: Computer archiving services | 79961330 | 79980000
Estimated value: 932000 GBP
Submission deadline: 2016-02-12
Award criteria: Other

Technical requirements: Portsmouth City Council, ‘the Authority’, is inviting tenders from suitably qualified supplier(s) to digitise, index and host, on an internationally available website, a range of documents stored in the city's archive. Tenders are invited against the nine Lots and suppliers are permitted to submit bids against 1 or more Lots.
All costs of the project must be borne by the supplier(s). The Authority is to be paid royalties by the supplier(s) for each use of the document images.
The Authority is targeting to have awarded the contract by March 2016 with a subsequent commencement date of April 2016. The initial Contract period will be for a minimum 5 years exclusive use with possibility of extending the term by a further 5 years non-exclusive use to a maximum total term of 10 years.
The estimated values of the contract and individual Lots are purely indicative, suppliers should make their own judgements on the commercial value of the data.
To work with the Authority to digitise, index and host, on an internationally available website archive records consisting of Anglican, Roman Catholic, Non-Conformist, baptism, marriage and burial registers. Date range: 1538-1915, quantity: 651 volumes.
— For digitised records to be hosted on an internationally available website with an appropriate search facility
— To provide free access to the users and staff of Portsmouth Library and Archive Service (the Authority)
At the end of the contract period all materials, including meta-data, copyright, digitised images and Intellectual Property rights will revert to the sole ownership of the Authority.
The supplier will acknowledge the ownership of the original documents will remain with the Authority, and make this explicit on the website indicating the location of the originals.
To work with the Authority to digitise, index and host, on an internationally available website archive records consisting of rate books for Portsea Island. Date range: 18th-19th century, quantity: 986 vols; 135 large vols; 118 boxes.
— For digitised records to be hosted on an internationally available website with an appropriate search facility
— To provide free access to the users and staff of Portsmouth Library and Archive Service (the Authority)
At the end of the contract period all materials, including meta-data, copyright, digitised images and Intellectual Property rights will revert to the sole ownership of the Authority.
The supplier will acknowledge the ownership of the original documents will remain with the Authority, and make this explicit on the website indicating the location of the originals.
To work with the Authority to digitise, index and host, on an internationally available website archive records consisting of electoral registers. Date range: 1835-1915, quantity: 159 vols.

Eligibility requirements: The Supplier should have a proven track record of providing hosted archive record services. The supplier will use a scanning team has the appropriate training and knowledge of handling archives working to standards laid down by National Archives. The supplier will use an indexing team that is experienced with the English used in archive records of the types being scanned.

Award value: 932000