Computer archiving services

Tender description

Portsmouth City Council, ‘the Authority’ has awarded a contract for the digitisation, indexing and hosting, on an internationally available website, of a range of documents stored in the city's archive. The tender was split into nine Lots and a single supplier has been awarded contracts for all 9 Lots. The Authority will receive royalties from the supplier for each use of the document images, all costs of the project will be borne by the supplier. The contract will commence in 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 value of the contract and individual Lots provided in the notice are purely indicative, bidders were advised to make their own judgements as to the commercial value of the data in respect to their bids. 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. Key objectives are: — To facilitate the digitisation of documents from Portsmouth City Archive; — To provide indexes to the documents appropriate to their content; — 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); — For the Authority to be paid royalties by the supplier for each use of the document images. 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. Key objectives are: — To facilitate the digitisation of documents from Portsmouth City Archive; — To provide indexes to the documents appropriate to their content; — 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); — For the Authority to be paid royalties by the supplier for each use of the document images. 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. Key objectives are: — To facilitate the digitisation of documents from Portsmouth City Archive; — To provide indexes to the documents appropriate to their content; — 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); — For the Authority to be paid royalties by the supplier for each use of the document images. To work with the Authority to digitise, index and host, on an internationally available website archive records consisting of workhouse creed registers (admission and discharge registers). Date range: 1879-1912, quantity: 5 vols. Key objectives are: — To facilitate the digitisation of documents from Portsmouth City Archive; — To provide indexes to the documents appropriate to their content; — 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); — For the Authority to be paid royalties by the supplier for each use of the document images. To work with the Authority to digitise, index and host, on an internationally available website archive records consisting of crew lists. Date range: 19th century, quantity: 271 standard archive boxes. Key objectives are: — To facilitate the digitisation of documents from Portsmouth City Archive; — To provide indexes to the documents appropriate to their content; — 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); — For the Authority to be paid royalties by the supplier for each use of the document images. To work with the Authority to digitise, index and host, on an internationally available website archive records consisting of war exemption registers and correspondence/Hampshire Regiment muster books. Date range 1914-1918, quantity 5 standard archive boxes, 5 volumes. Key objectives are: — To facilitate the digitisation of documents from Portsmouth City Archive; — To provide indexes to the documents appropriate to their content; — 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); — For the Authority to be paid royalties by the supplier for each use of the document images. To work with the Authority to digitise, index and host, on an internationally available website archive records consisting of staff records for the Police/ pre 1 900 medical records from St James Hospital. Date ranges:19th-20th Century, quantity: 53 volumes. Key objectives are: — To facilitate the digitisation of documents from Portsmouth City Archive; — To provide indexes to the documents appropriate to their content; — 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); — For the Authority to be paid royalties by the supplier for each use of the document images. To work with the Authority to digitise, index and host, on an internationally available website archive records consisting of Board of Guardians minutes in and out letter book and Quarter Sessions papers. Date range:1838-1915 and 1685-1781, quantity 125 volumes and 183 files. Key objectives are: — To facilitate the digitisation of documents from Portsmouth City Archive; — To provide indexes to the documents appropriate to their content; — 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); — For the Authority to be paid royalties by the supplier for each use of the document images. To work with the Authority to digitise, index and host, on an internationally available website archive records consisting of trade directories. Date range: 1863-1913/4, quantity: 26 volumes. Key objectives are: — To facilitate the digitisation of documents from Portsmouth City Archive; — To provide indexes to the documents appropriate to their content; — 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); — For the Authority to be paid royalties by the supplier for each use of the document images.