Wales Consortium Digital Preservation System

{
  "id": "011476-2024",
  "tag": [
    "planning"
  ],
  "date": "2024-04-09T14:35:20+01:00",
  "ocid": "ocds-h6vhtk-0450b6",
  "buyer": {
    "id": "GB-FTS-1123",
    "name": "Cardiff Council"
  },
  "tender": {
    "id": "ocds-h6vhtk-0450b6",
    "lots": [
      {
        "id": "1",
        "status": "planned",
        "description": "1.1\tDigital preservation refers to the series of managed activities necessary to ensure continued access to digital materials for as long as necessary, beyond the limits of media failure or technological and organisational change. [Digital Preservation Coalition Handbook: Glossary].  Digital Preservation is not the same as Electronic Document Records Management and cannot be managed by an EDRMS.\n1.2\tGlamorgan Archives (part of Cardiff Council) is the lead partner for the Wales-wide consortium seeking to procure an active digital preservation system that mitigates risks to digital information requiring long-term or permanent preservation (both born-digital and digitised information).\n1.3\tThe wider consortium is made up of members of Archives and Records Council Wales (ARCW), and includes all of the local authority archive services in Wales (numbering thirteen), along with a number of university archive services (numbering five).  The Consortium is being supported by Welsh Government with funding for the first year of the implementation of a digital preservation system for Wales.  A full list of all partners is available at Appendix 1.\n1.4\tNot all of the consortium partners are in a position to proceed with the implementation of a system at present, but it is expected that they will join in when they are ready.  Therefore the list of services who are in a position to proceed is currently:\n-\tGlamorgan Archives (lead)\n-\tGwent Archives\n-\tWest Glamorgan Archive Service\n-\tCardiff University Special Collections and Archives\n-\tSwansea University Cultural Collections\n-\tUniversity of Wales Trinity St. David’s Special Collections and Archives\n-\tConwy Archives\n-\tNorth East Wales Archives (a joint service between Denbighshire and Flintshire)\n1.5\tMembers of Archives and Records Council Wales has been working together for over a decade on possible solutions for digital preservation and this has laid a number of the foundations for the implementation of a system, such as policy, workflow, principles, dedicated PCs and some training, etc.  The partners have drawn up a wide-reaching business case that explains the reasons behind the need for such a system as well as an options appraisal outlining the best course of action.\n1.6\tFollowing on from that options appraisal it was decided to work together in a consortium that all public archives in Wales were invited to join, in order to procure a trusted active digital repository solution with separate tenancies of the software for each archive service.  This option ensures data security for each partner (as all partners would manage access to their own instance of the system), whilst allowing for the services to work together for mutual support and knowledge sharing, as well as putting in place a cost-effective solution for all partners.  In addition, a single procurement exercise will remove duplication of effort across all bodies.  It was also agreed that this option would prove the most sustainable, both financially and practically, for all archive services in Wales.\n1.7\tDespite some differences between the local authority archive services and university archive services, they all have some core functional requirements that they share:\n-\tThe need to acquire and preserve digital records from a range of third-party organisations and individuals;\n-\tThe requirement to ensure that the records are placed in a trusted digital repository for legal, evidential and authenticity reasons;\n-\tThe need to manage highly sensitive information;\n-\tThe need for public access to those records to be provided and/or maintained (where appropriate);\n-\tThe need to demonstrate compliance with sector standards;\n-\tThe need to ensure the seamless transfer of digital records from their parent bodies, including from legacy systems and extracting records from third-party systems such as Microsoft Sharepoint or other record-keeping databases. Additional information: Please see attached Scope of Requirement for further details"
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryLocation": {
          "description": "Archive services of:\nGlamorgan\nGwent\nWest Glamorgan\nCardiff University\nSwansea University\nUniversity of Wales Trinity St Davids\nNorth East Wales (Denbighshire and Flintshire)"
        },
        "deliveryAddresses": [
          {
            "region": "UKL"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48000000",
            "scheme": "CPV",
            "description": "Software package and information systems"
          },
          {
            "id": "72222300",
            "scheme": "CPV",
            "description": "Information technology services"
          },
          {
            "id": "92512000",
            "scheme": "CPV",
            "description": "Archive services"
          },
          {
            "id": "92500000",
            "scheme": "CPV",
            "description": "Library, archives, museums and other cultural services"
          }
        ]
      }
    ],
    "title": "Wales Consortium Digital Preservation System",
    "value": {
      "amount": 300000,
      "currency": "GBP"
    },
    "status": "planned",
    "coveredBy": [
      "GPA"
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "description": "Glamorgan Archives (part of Cardiff Council) is the lead partner for the Wales-wide consortium seeking to procure an active digital preservation system that mitigates risks to digital information requiring long-term or permanent preservation (both born-digital and digitised information).",
    "communication": {
      "atypicalToolUrl": "https://supplierlive.proactisp2p.com/Account/Login",
      "futureNoticeDate": "2024-05-14T00:00:00+01:00"
    },
    "classification": {
      "id": "72222300",
      "scheme": "CPV",
      "description": "Information technology services"
    },
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-FTS-1123",
      "name": "Cardiff Council",
      "roles": [
        "buyer",
        "centralPurchasingBody"
      ],
      "address": {
        "region": "UKL22",
        "locality": "Cardiff",
        "postalCode": "CF10 4UW",
        "countryName": "United Kingdom",
        "streetAddress": "County Hall, Atlantic Wharf"
      },
      "details": {
        "url": "https://www.cardiff.gov.uk",
        "buyerProfile": "https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0422",
        "classifications": [
          {
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE",
            "description": "Regional or local authority"
          },
          {
            "id": "01",
            "scheme": "COFOG",
            "description": "General public services"
          }
        ]
      },
      "identifier": {
        "legalName": "Cardiff Council"
      },
      "contactPoint": {
        "email": "corporateframeworks@cardiff.gov.uk",
        "telephone": "+44 2920873732"
      }
    }
  ],
  "language": "en",
  "description": "2.1 Whilst this procurement exercise is being conducted as a Consortium, each archive service requires a separate instance of the digital preservation system, and each archive service will have its own discrete financial relationship with the supplier after the first year.\n2.2 Each archive service will likely have different storage requirements – starting from 1TB minimum.\n2.3 Each archive service requires the ability to have multiple concurrent users.\n2.4 Each archive service requires direct system support without having to go through the lead partner.\n2.5 Whilst the current requirement is for nine systems, it is expected that other archive services will join the Consortium in due course and so any system should allow for extra partners to join in as and when they can.\nNOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=140562.\n(WA Ref:140562)",
  "initiationType": "tender"
}