Hosted Archive Records Concession

Tender description

Portsmouth Library and Archive Service are looking to work with one or more suppliers to digitise, index and host, on an internationally available website, a range of documents stored in the city's archive. The project will increase the access to documents of interest to potential users both locally and worldwide and fulfil our aim to increase the use of the archive collections while maintaining the security of the originals. It will save wear and tear on the original documents and provide digital surrogates for future use. The contract will ensure free access to the digitised documents for Portsmouth residents in their local libraries. The contract has been split into nine Lots and suppliers are permitted to submit bids against one or more Lots. The estimated value of this contract for all nine Lots is in the region of £932,000, however this value is purely indicative and suppliers should make their own judgement in respect to the commercial value of each Lot. The Authority is targeting to have awarded the contract by 18th March 2016 with a subsequent commencement date of April 2016. The exact date will be agreed with the winning suppliers(s) at point of contract award. 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 in increments to be agreed, subject to the agreement and performance of both parties. The supplier will confirm that all the costs of the project: equipment, staffing, scanning, indexing, hosting will be borne by them.