Digital Preservation and Storage Service

Concepts

• dorchester
• information technology
• dorset council
• digital preservation
• storage service
• home of the joint archives service
• digital preservation system
• local authority archive services
• digital preservation and storage service
• digital information

Location

Dorchester

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.

Total Quantity or Scope

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.

Renewal Options

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.

Award Criteria

CPV Codes

• 72000000 - IT services: consulting, software development, Internet and support

Indicators

• Bids should cover the whole contract.
• Renewals are available.
• Award on basis of price.