SCA
SCOTTISH COUNCIL ON ARCHIVES
Invitation to Tender/Project Brief
2008-003 Development of Scottish Archives Online Project
March-April 2009
1.0 Introductory background
1.1
The Scottish Council on Archives
The Scottish Council on Archives was established in May 2002 to co-ordinate national policy on
archival and records management issues in Scotland. The formation of the Scottish Council on
Archives was one of the principal objectives of the Scottish National Archives Policy (1998) in
recognition of the need for an independent body which would represent and promote the interests
of Scotland's broad archival community.
The council is a non-executive body and embraces all the major Scottish professional groupings. It
also includes our main user groups, such as family and local historians, teachers of history, as well
as representatives of private owners. For the first time, the full range of archival stakeholders will
be able to work in partnership with major client groups in one single, all-inclusive national body. In
recognition of the need to forge cross-sectoral partnerships, the Scottish Museums Council (SMC)
and the Scottish Libraries and Information Council (SLIC) are included as observer members.
The Scottish Council on Archives is committed to developing a national strategy to take the
archival community in Scotland forward. Its key strategic objectives are:
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to act as a focus for institutions and organisations concerned with the administration of
archives in Scotland and to provide a forum for the exchange of views.
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to provide a voice of consensus on archive matters and to bring to the attention of the
public, government bodies and relevant institutions and organisations, issues of current
concern in the field of archives.
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to promote awareness of the unique contribution made by archives in preserving Scotland's
cultural heritage and delivering democratic accountability.
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to assess and identify the current and future funding requirements of the archive sector in
Scotland.
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to promote and support Scotland-wide initiatives within the archival community, and to
facilitate dialogue and greater co-operation between repositories.
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to promote and support collaborative working with professional colleagues in the museums
and libraries sectors in Scotland.
SCA is funded by a grant-in-aid from the Scottish Government.
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Scottish Council on Archives – Invitation to Tender/Brief
Scottish Archives Online Project
1.2
Scottish archives online
The assumption of searchers for information, historical and current, is that if it can not be
found on-line then it does not exist. Although information about collections of Scottish
Archives can be found on-line, only a small percentage of individual names, places, dates
and subjects held within such collections can be located. Scottish Archives require an
infrastructure to open their rich and diverse holdings to people everywhere.
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Development of Scottish Archives Online Project
2.1
Aims and outcomes
To scope, cost and develop the project and explore funding options,
2.2
Rationale and benefits
The full educational, cultural and social benefits of Archives are not being utilised, due to a
lack of knowledge of what archives contain. Building on the achievements of SCAN
(http://www.scan.org.uk/) this project will provide a means by which all archive offices in
Scotland will have detailed searchable information about their holdings online. This will be
of major benefit to all potential users of archives in Scotland.
2.3
Activities and timescale
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Investigate current position of online archive catalogues in Scotland and scope
potential size of Scottish Archives Online (March 2009)
Develop understanding of current position and possible options for developing
SCAN infrastructure, software and systems (March 2009)
Hold two stakeholder consultations (practitioners and users) (April 2009)
Develop a costed strategy for a creating Scottish Archives Online with funding
options (April 2009)
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Scottish Council on Archives – Invitation to Tender/Brief
Scottish Archives Online Project
3.0
Delivery of SCA website
3.1
Required outputs and deliverables
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3.2
Report on current position of online catalogue provision in Scotland.
Summary report on stakeholders’ views.
Fully scoped project brief for use for funding bids
Report on options for funding
Available resource
It is anticipated that the cost of the project will not exceed £15,000 inclusive of VAT. SCA will seek
competitive quotes, monitor cost-effectiveness and work with successful suppliers to ensure best
value.
Invoices must be received by SCA before the end of March 2009 and work must be completed by
the end of April.
3.3
Skills, experience and knowledge
The successful supplier must be able to evidence a track record of delivering effective
web-sites for campaigning and/or cultural organisations to stringent budgets and timescales.
3.4
Sector-specific and quality standards
The successful tender will demonstrate robust quality assurance arrangements encompassing
[where relevant]:
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Organisational management
Human resource management
Customer service
Research governance
Relevant standards of accessibility for Scottish and UK public sector and voluntary sector
organisation websites.
Suppliers may be asked to provide any of the following:
Annual report or accounts
Evidence of relevant track record, experience or qualifications
Customer references
3.5 Monitoring and evaluation
The supplier will provide regular progress reports to the SCA Chair, Dr Irene O’Brien.
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Scottish Council on Archives – Invitation to Tender/Brief
Scottish Archives Online Project
4.0
Procurement process
4.1 Submissions process timeline
The tendering timeline is as follows:
Full submissions
Tender interviews
Decision (SCA Committee)
4.2
5pm Friday 14 March 2009
20 March 2009
23 March 2009
Full Submission content
Submissions should include the following:
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Proposals for delivering to the specification (ref 3.1)
An activity schedule including milestones (the payment schedule will be agreed
according to these milestones)
Evidence of skills and knowledge for delivering to specification (ref 3.3).
CVs for all project team members and for proposed sub-contractors or other partners
Evidence of compliance with quality and sector standards (ref 3.4)
Proposals for monitoring and evaluation (ref 3.5)
Costings, providing justification of costs and value for money. These should detail the
total cost of the project (including VAT) and a breakdown of costs for each part of the
project, including day rates, travel and subsistence, and total costs for each team
member
Consortium proposals are welcome provided that one consultant/organisation is
nominated as the principal contractor and accepts full responsibility for project
management, including the quality and timely delivery of work delegated to nominated
partners or sub-contactors.
4.3
Tender Evaluation
Tenders will be evaluated according to the following criteria:
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Robustness of proposals to delivery to the specification (ref 3.1)
Skills and knowledge to deliver the specification (ref 3.3)
Ability to complete the work within the time specified
Knowledge of the archives and records sector
Justification of costs
Value for money
Quality assurance (ref 3.4)
5.0 Project Management
A Project Manager for this work will be nominated from the SCA. Project management
meetings will take place at [specify] and these should be factored into the cost of delivery.
These are anticipated to take place as follows: [venues and approximate dates]
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Scottish Council on Archives – Invitation to Tender/Brief
Scottish Archives Online Project
6.0
IPR, Confidentiality and Data Protection
Any data collected, records created or reports produced for this work will be the property of
SCA which will also own copyright over the materials. The contractor will be required to
comply with relevant policies on data protection, confidentiality and equal opportunities.
7.0
Contact for enquiries
For further information and all enquiries please contact:
Dr Irene E O'Brien (SCA Chair)
Phone: 0141 287 2908
Irene.O'brien@csglasgow.org
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Scottish Council on Archives – Invitation to Tender/Brief
Scottish Archives Online Project