Computer archiving services

Tender description

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. 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 1900 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.