Section one: Contracting authority
one.1) Name and addresses
Dorset Council
Dorset Council, County Hall, Colliton Park
Dorchester
DT1 1XJ
Contact
Mrs Angela Pavey
angela.pavey@dorsetcouncil.gov.uk
Telephone
+44 1305221280
Country
United Kingdom
NUTS code
UKK2 - Dorset and Somerset
Internet address(es)
Main address
https://www.dorsetcouncil.gov.uk
Buyer's address
https://www.dorsetcouncil.gov.uk
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://supplyingthesouthwest.org.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://supplyingthesouthwest.org.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Digital Preservation and Storage Service
Reference number
DN591649
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
Dorset History Centre (DHC) is the home of the Joint Archives Service which operates on behalf of Dorset Council and Bournemouth, Christchurch and Poole Council (BCP). DHC currently leads a consortium of nine local authority archive services working together to access a digital preservation system.
Dorset Council on behalf of DHC and the Consortium seeks to procure an active digital preservation system which mitigates risks to digital information requiring long-term or permanent preservation.
The Service Specification outlines the collective requirements for a digital preservation system which is required to be fully functioning June 2022.
Digital 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. It is related to but separate from the day-to-day management of electronic records.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKK2 - Dorset and Somerset
two.2.4) Description of the procurement
Digital 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. It is related to but separate from the day-to-day management of electronic records.
Whilst procuring as a consortium (currently nine authority members), each archive service requires a separate instance of the digital preservation system, and each authority/service has its own discrete financial relationship with the supplier. Each archive service has different storage volume requirements – from 1TB to 28TB.
The required term of the new contract will be 3 years with the potential to extend for a further 24 months (2-year period) thereafter.
The digital preservation system would be used by a variety of users from each archive service. Each instance of the system should support multiple concurrent users. The digital preservation system must be accessible via an internet browser without requiring additional plugins or locally installed software.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 35
Quality criterion - Name: Social Value / Weighting: 5
Price - Weighting: 60
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
At the end of the initial 3 year period there will be an option to extend for a further 24 month period, (subject to satisfactory performance and agreement from both parties), making a potential 5 year contract in total.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
4 May 2022
Local time
5:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
5 May 2022
Local time
9:00am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Dorset Council
County Hall, Colliton Park
Dorchester
DT1 1XJ
Country
United Kingdom