Digital duplicators

Tender description

The Library requires a call-off framework contract for the supply, delivery, installation and on-going support and maintenance for high throughput digitisation systems for the conversion of library and archival material to digital. The Library has a requirement to digitise approximately 2 000 000 library and archival items over the next 8 years. To achieve this target the current digitisation capacity of the Library needs to be increased, which requires the purchasing of a digitisation system solution that meets the Library’s technical and functional requirements as detailed fully in the specification (Project Brief and Requirements Specification) available for down load. The Library defines “Digitisation systems” as the hardware and software that forms the solution to fully deliver on this requirement. The “digitisation systems” will be located in a digitisation suite in the Library’s Causewayside premises in Edinburgh. The Library holds a great range of paper-based materials that are to be converted into digital image files. The materials vary in height, width, thickness, physical condition, and print quality, and their content ranges from printed and manuscript text, to line-drawings, colour illustrations, photographs, and half-tone prints. Materials include rare books and historic manuscripts, and can therefore contain items that are tightly bound or have text running close to the gutter. The Library requires digitisation systems which will be in continuous use for at least 16 hours per day, and as such, must be robust and easily maintainable. To meet the Library’s targets, the “digitisation systems” must be able to support high and efficient throughputs, regarding both operation and processing workflow. They must be able to operate in a non-destructive way, produce and process as a minimum 800 images per hour, work continuously for 16 hours per day and provide a dark capture environment to help avoid reflection of the images. To ensure that there is no damage to the materials’ bindings and spines, the Library requires digitisation systems that must include a v-shaped cradle that is adjustable. It is the Library’s preference that the cradle’s opening angle should be adjustable by the Library Operator, including to an angle of 110 degrees. However, if the cradle’s opening angle is fixed then it must not be greater than 120 degrees. The digitisation system may be free standing or table mounted but Tenderers are required to make it clear in their response to the technical requirements whether it is free standing or will require a surface to be placed on, as well as the overall size, height, width, length and weight of the proposed digitisation systems. In addition to the v-shaped cradle the required digitisation systems must include a page holding solution / imaging solution / capture software / lighting solution / dark capture environment. The digitisation systems will be operated by Library Operators who will require training on the systems following delivery of the goods with the possibility of additional training during the term of the framework. In addition the Library requires a guarantee that the proposed make and model of the digitisation systems (or compatible newer models) will be available over the maximum period of the anticipated 4 year framework. The Library expects that the hardware solutions offered have a minimum life span of 3 years, with a preference that robust and maintainable systems would last significantly longer, covered by a support and maintenance arrangement for the digitisation systems purchased that may run beyond the 4 year framework term. The contract will not be divided into lots as it is for the delivery of an all-encompassing digitisation system with associated support and maintenance.