request for tendernational library of australia 216518240_2 nla rft 4 price schedule the pricing...
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Blake Dawson: 216518240_2 NLA RFT
Request for Tender
Digital Library Infrastructure Replacement
Request for Tender Number: RFT 11/103
Contact Officer: David Wong
National Library of Australia
216518240_2 NLA RFT
CONTENTS LIST
PART A – OVERVIEW AND REQUIREMENTS 2
PART B – EVALUATION OF TENDERS 5
PART C – REQUIREMENTS OF TENDERS 11
PART D – TERMS AND CONDITIONS OF TENDER 14
SCHEDULE 1 – STATEMENT OF REQUIREMENT 18
SCHEDULE 2 – FORM OF OFFER 56
SCHEDULE 3 – TENDER SCHEDULES 63
SCHEDULE 3.1 – NOT USED 64
SCHEDULE 3.2 – NOT USED 65
SCHEDULE 3.3 – UNDERSTANDING OF AND APPROACH TO THE SERVICES REQUIRED 66
SCHEDULE 3.4 – KNOWLEDGE, EXPERTISE, RESPONSIVENESS, RELIABILITY AND PAST EXPERIENCE 135
SCHEDULE 3.5 – EXPERIENCE AND QUALIFICATIONS OF THE TENDERER'S KEY PERSONNEL 137
SCHEDULE 3.6 – NOT USED 138
SCHEDULE 3.7 – TENDERER'S COMPLIANCE WITH THE DRAFT CONTRACT 139
SCHEDULE 3.8 – VALUE ADDED SERVICES 142
SCHEDULE 3.9 – DUE DILIGENCE – CORPORATE CAPABILITY 144
SCHEDULE 4 – PRICE SCHEDULE 147
SCHEDULE 5 – DRAFT CONTRACT 149
National Library of Australia
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PART A OVERVIEW AND REQUIREMENTS
1. Statement of Requirement
1.1 The Library is seeking systems to replace its current digital library systems. The systems
are used to collect, manage, preserve and deliver the Library’s digital collections.
Respondents have the opportunity to bid for services that address scopes of work to deliver
solutions comprising the Library’s replacement digital library infrastructure.
1.2 The detailed Statement of Requirement is in Schedule 1.
1.3 The Library's expectation is that any contract resulting from this Request for Tender (RFT)
will include a requirement for the successful tenderers to offer to provide Services to other
Government Agencies.
1.4 Any decision by other Government Agencies to avail themselves of an offer by the
successful tenderer(s) (if any) will result in a separate contract with the tenderer(s) in
respect of that Government Agency, on substantially the same terms and conditions as the
contract between the Library and the successful tenderer(s). Tenderers should review the
Draft Contract for further information.
2. Instructions to Tenderers
2.1 This RFT is structured as follows:
Section Contents
Part A Overview and Requirements
Part B Evaluation of Tenders
Part C Requirements of Tenders
Part D Terms and Conditions of Tender
Schedule 1 Statement of Requirement
Schedule 2 Form of Offer
Schedule 3 Tender Schedules
Tender Schedule 3.1 NOT USED
Tender Schedule 3.2 NOT USED
Tender Schedule 3.3 Understanding of and Approach to the
Services Required
Tender Schedule 3.4 Knowledge, Expertise, Responsiveness,
Reliability and Past Experience
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Section Contents
Tender Schedule 3.5 Experience and Qualifications of Key
Personnel
Tender Schedule 3.6 NOT USED
Tender Schedule 3.7 Tenderer's Compliance with the Draft
Contract
Tender Schedule 3.8 Value Added Services
Tender Schedule 3.9 Due Diligence – Corporate Capability
Schedule 4 Price Schedule
Schedule 5 Draft Contract
3. Interpretation
In this RFT the words and expressions have the same meaning as in the Contract unless the
context requires otherwise.
The following words have the meanings listed:
Term/Abbreviation Meaning
Business Days Days on which retail banks are open for business in the ACT.
Commonwealth Commonwealth of Australia.
Contact Officer The person identified in clause 17 and on the cover of this RFT.
Contract The contract to be entered into by the Library and the contractor,
the draft form of which is set out at Schedule 5.
Government Agency a. Australian government bodies including departments and
agencies subject to the Financial Management and
Accountability Act 1997 (Cth) and Commonwealth
authorities and Commonwealth companies subject to the
Commonwealth Authorities and Companies Act 1997(Cth);
and
b. State and territory government bodies.
GST Goods and services tax.
Library National Library of Australia.
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216518240_2 NLA RFT 4
Price Schedule The pricing schedule at Schedule 4, which is to be completed by
the Tenderer and submitted with its Tender.
RFT This Request for Tender issued as number 11/103 and entitled
Digital Library Infrastructure Replacement.
Services The services set out in Schedule 1.
Schedules All or any of the schedules to this RFT.
Subcontractor An entity that contracts to provide goods or services to the
successful Tenderer(s) in order for the Tenderer(s) to meet
obligations under the Contract.
Tender A response to this RFT.
Tender Closing Time The time and date specified in clause 18 of this RFT.
Tenderer Any person considering or responding to this RFT.
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PART B EVALUATION OF TENDERS
4. Overview of RFT process
4.1 The Library will consider Tenders in two phases. The first phase will involve the initial
clarification and evaluation of Tenders in accordance with the process set out in this RFT.
Following this, the Library may:
(a) select one or more Tenderers to continue to the negotiations phase; or
(b) commence negotiations with all Tenderers without shortlisting.
Negotiations will be undertaken in the sole and absolute discretion of the Library.
4.2 During the negotiation phase of this RFT process, the Library may engage in detailed
discussions and negotiations with the goal of maximising the benefits of the project, as
measured using the evaluation criteria set out below. As part of this process, those
Tenderers participating in the negotiation phase may be asked to improve any or all aspects
of their Tenders. The Library's intention is that it will select preferred Tenderer(s) after all
material issues have been resolved.
4.3 Neither the lowest priced Tenders, nor any Tenders, will necessarily be accepted by the
Library. Acceptance of the preferred Tender(s) will be subject to the execution of a
Contract, substantially in the form of the draft Contract referred to at Schedule 5 (Draft
Contract) to this RFT, between the Library and the preferred Tenderer(s).
4.4 Tenderers are advised that, under section 7A of the National Library Act 1960 (Cth) (as
amended by regulation 3 of the National Library Amendment Regulations 2002 (No 1)
(Cth)), all contracts to be entered into by the Library with a value over $1 million must be
approved by the Minister.
5. Grounds for rejection of Tenders
5.1 Tenders will be excluded from evaluation if:
(a) subject to clause 27, they do not meet the minimum content and format
requirements set out in clause 13; or
(b) they do not meet, or no longer meet, the conditions for participation set out in
clause 6.1.
5.2 Tenders that contain insufficient information to allow evaluation of the Tender will also be
excluded from further consideration. Tenderers should note that a response consisting of
only the Tenderer's standard conditions of contract, or similar, would not meet the content
requirement.
5.3 The Library reserves the right to reject a Tender, in its sole and absolute discretion, if:
(a) it is submitted after the Tender Closing Time;
(b) it contains a false declaration;
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216518240_2 NLA RFT 6
(c) subject to clause 27, it includes a declaration which is materially different to that
set out in the Form of Offer (Schedule 2);
(d) it contains statements that qualify or are contrary to the Form of Offer
(Schedule 2);
(e) it contains alterations or erasures that are not initialled;
(f) prices or other information are not clearly and legibly stated;
(g) it contains false or misleading information or statements;
(h) the Tenderer, or a director or officer of the Tenderer, is insolvent or bankrupt;
(i) the Tenderer has an actual potential or perceived conflict of interest that cannot be
managed to the satisfaction of the Library acting in its absolute discretion;
(j) there has been a significant deficiency in the Tenderer's performance of a
substantive requirement or obligation under a prior contract;
(k) the Library considers that the Tenderer has engaged in any collusive tendering, anti-
competitive conduct or any other similar unlawful conduct with any other person in
relation to the preparation or lodgement of Tenders; or
(l) the Library considers that the Tender has been compiled with the improper
assistance of employees of the Commonwealth or Library or ex-employees of the
Commonwealth or Library and/or contractors or ex-contractors of the
Commonwealth or Library or with the utilisation of information unlawfully
obtained from the Commonwealth or Library.
Tenderers should also be aware that this RFT gives the Library rights to exclude Tenders
on other grounds.
6. Evaluation criteria
6.1 The Library will evaluate the remaining Tenders against the following evaluation criteria in
order to determine which Tender(s) provides best value for money for the Library.
Criteria Criteria type Tenderers referred to
Solvency Condition for Participation Schedule 2
(Form of Offer)
No Unpaid Employee
Entitlement Claims
Condition for Participation Schedule 2
(Form of Offer)
Compliance by the Tenderer and
any nominated Subcontractors
with the Equal Opportunity for
Women in the Workplace Act
1999 (Cth)
Condition for Participation Schedule 2
(Form of Offer)
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Criteria Criteria type Tenderers referred to
NOT USED NOT USED NOT USED
NOT USED NOT USED NOT USED
Technical worth assessment:
(a) whether the Tenderer
has a proper
understanding of the
matters involved and
offers a sound approach
to the Services required;
Listed in order of priority
(with (a) being more
important than (b) and so
on).
Schedule 3.3
(Understanding of and
Approach to the Services
Required)
(b) the Tenderer's
knowledge, proven
expertise, demonstrated
responsiveness and
reliability in delivering
the Services, including
past experience;
Schedule 3.4 (Knowledge,
Expertise,
Responsiveness,
Reliability and Past
Experience)
(c) experience and
qualifications of the
Tenderer's key
personnel;
Schedule 3.5 (Experience
and Qualifications of the
Tenderer's Key Personnel)
(d) NOT USED NOT USED
(e) the Tenderer's
compliance with the
draft Contract; and
Schedule 3.7 (Tenderer's
Compliance with the Draft
Contract)
(f) the extent the Tenderer
offers value added
services beyond the
service levels and
standards of
performance within the
Statement of
Requirement.
Schedule 3.8 (Value
Added Services)
Risk
To be considered in the
overall value for money
assessment
Includes, among other
things, Tender responses
to Schedule 3.9 (Due
Diligence – Corporate
Capability)
Price To be considered in the
overall value for money
Schedule 4
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Criteria Criteria type Tenderers referred to
assessment
6.2 The technical worth criteria are listed in order of importance so that, for example, the
criterion referred to in the table above under "Technical worth assessment" at (a) is more
important than the criterion referred to at (e). They are provided for the information of
Tenderers to enable them to prepare Tenders that best satisfies the technical worth
assessment.
6.3 Tenderers should note that, as this is the second part of a two-phase RFP and RFT process,
the Library may consider the conclusions it reached at the RFP phase in determining at the
RFT phase whether a Tenderer meets the Conditions for Participation. It may also choose
to reconsider in this assessment the information submitted at the RFP stage and/or consider
new information submitted at the RFT stage.
7. Value for Money Assessment
7.1 Tenders will be evaluated to identify the Tender (or Tenders) that represents best overall
value for money for the Library for the Term of the Contract (including options).
7.2 The Library will assess value for money by assessing:
(a) the Technical worth assessment for each Tender;
(b) the Tendered pricing in relation to each Tender, as adjusted (if necessary) in
accordance with clause 9.2; and
(c) the Library's assessment of the level of risk associated with each Tender.
7.3 The Tender(s) with the best overall value for money will be the Tender(s) that has the best
intrinsic technical merit or benefit relative to the Tendered price, taking into account the
level of risk to the Library of the Tender(s).
8. Evaluation and clarification of Tenders
8.1 Tenderers should note that, notwithstanding that the Library may conduct a negotiations
phase, the Library intends to select preferred Tenderer(s) primarily on the basis of the
written Tenders submitted. Accordingly, Tenderers are encouraged to submit their best and
unconditional offers in the first instance.
8.2 As part of its evaluation of Tenders, the Library may, in its sole and absolute discretion:
(a) ask Tenderers to undertake presentations;
(b) ask Tenderers to demonstrate their systems;
(c) ask Tenderers to provide written clarification of various aspects of their Tenders;
(d) have discussions or interviews with Tenderers in order to seek further clarification
of their Tenders;
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216518240_2 NLA RFT 9
(e) visit Tenderers' sites; and
(f) have discussions with or undertake visits to customers or former customers of
Tenderers and their Subcontractors, whether or not those customers are listed as
referees in the Tenderer's Tender.
The Library may choose to undertake these activities in relation to some Tenderers only.
9. Tendered prices
9.1 In determining value for money, the Library is obliged to satisfy itself that prices offered
are reasonable. Tenderers agree to provide access to such information as is determined by
the Library to be necessary in order to evaluate the reasonableness of their tendered prices.
9.2 In the evaluation process, the Library may, in its sole and absolute discretion, make certain
adjustments to the Tendered price, including adjustments to account for the following
matters, which may need balancing in order to establish a common basis for the
comparison of Tenders, including (without limitation):
(a) normalised and discounted cash flow;
(b) any alternative proposals or financial incentives offered by the Tenderer;
(c) implementation costs;
(d) any risk relating to the Tendered prices;
(e) transition out costs;
(f) cost of administering the contract; and
(g) whole of life costs and benefits.
10. Comparison with internal Service provision
10.1 The Library reserves the right to compare Tenders with internal Service provision as
adjusted for improvements anticipated by the Library during the Term of the Contract. The
Library also reserves the right to take into account the risks associated with an external
provider relative to the risk of retaining the Services provision internally when determining
whether the preferred Tenderer(s) provides value for money as compared with the Library's
internal Services provision.
11. Negotiations
11.1 Negotiations will be undertaken at the sole and absolute discretion of the Library. In these
post-Tender negotiations, the Library may seek variations to an offer or may seek
supplementary offers in respect of any changes to the originally stated requirements.
11.2 Without limiting its other rights under this RFT, in the event that the Library concludes that
during negotiations a Tenderer has retracted, or attempts to retract, any part of its tendered
offer, the Library, in its sole and absolute discretion, reserves the right to:
National Library of Australia
216518240_2 NLA RFT 10
(a) disqualify that Tenderer's Tender(s);
(b) terminate this RFT process;
(c) re-enter negotiations with other Tenderers (including or excluding the preferred
Tenderer(s)); or
(d) exercise any other right reserved to the Library under law or elsewhere in this RFT.
12. Debrief
12.1 All Tenderers will be offered the opportunity for a debrief. This debrief will provide
feedback on the relative merits of their Tender(s) and will occur at the conclusion of this
RFT process (ie signing of a Contract with the preferred Tenderer(s), or termination of this
RFT process).
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PART C REQUIREMENTS OF TENDERS
13. Minimum content and format requirements
13.1 Tenders, including all attachments and supporting material, must be written in English.
Unless otherwise specified, measurements must be specified in Australian legal units of
measurement.
13.2 Tenders must include:
(a) a completed Form of Offer (Schedule 2);
(b) subject to clause 13.3, completed Tender Schedules addressing each of the
information categories specified in Tender Schedules 3.1 to 3.9; and
(c) a completed Price Schedule (Schedule 4).
13.3 Tenderers should note that no changes are to be made to the text of the Form of Offer
(other than where contemplated by the Form of Offer), or to the Price Schedule.
13.4 It is not necessary for a Tender to include any Tender Schedule which is marked in this
RFT as "Not Used".
13.5 Subject to clause 27, Tenderers that do not include the information in paragraphs (a) to (c)
of clause 13.2 will be excluded.
14. Tenders may be submitted and accepted for whole or part of the Services
14.1 Tenderers may tender for any item or items, or part or parts of the Services, and the Library
reserves the right to accept a Tender or separate Tenders for part or parts of the Services.
15. Consortium
15.1 The Library intends to contract with one legal entity only for each part of the Services.
Tenderers may form a consortium in addressing the requirements of this RFT, providing
the consortium contracts with the Library through one legal entity and prior approval for
any subcontracts is sought from the Library. Where a partnership carries on business as a
single organisation, the Library may treat that partnership as one legal entity for the
purposes of this clause 15.1.
16. Place for lodgement of Tenders
16.1 Tenderers must ensure that their Tenders are placed in or addressed by mail to the
following Tender Box:
Tender Box
Lower Ground Floor 2 Security Room
National Library of Australia
CANBERRA ACT 2600
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216518240_2 NLA RFT 12
16.2 Tenders are to be enclosed in a sealed envelope or other sealed container and identified as
follows:
Tender No. RFT 11/103 for the
National Library of Australia:
Digital Library Infrastructure Replacement
Tenderer's Name:
Library Contact Officer: David Wong
16.3 Tenders may be delivered by hand or sent by mail as a postal article for placement in the
Tender Box. Faxed, oral or e-mail Tenders will not be accepted. Tenderers are
responsible for the delivery of their Tenders into the Tender Box by the time specified in
clause 18.
17. Contact Officer
17.1 The point of contact for all matters concerning this RFT for the Library is the following
Contact Officer:
Name: David Wong
Address: National Library of Australia, Canberra ACT 2600
Facsimile: +61 2 6273 3648
Email: [email protected]
17.2 All requests for further information or clarification relating to this RFT are to be formally
lodged in writing by letter, email or facsimile and are to be addressed to the Contact
Officer no later than 5pm on the day that is 5 Business Days prior to the Tender Closing
Time. The Library reserves the right not to respond to queries or, if it responds, to forward
the response to all known Tenderers (without attribution to the Tenderer that made the
query).
17.3 Tenderers are requested to notify the Contact Officer as soon as possible if they believe
there are any errors in this RFT or any other information given or made available by the
Library.
17.4 Any notice by a Tenderer to the Library will be effective upon receipt only if it is in writing
and delivered to the Contact Officer at the address specified in this clause 17.
17.5 The Library may deliver any written notification to a Tenderer by leaving it or causing it to
be left at the address of that Tenderer as specified in the Tenderer's Tender or other
notification given by the Tenderer.
18. Deadline for lodgement of Tenders
18.1 The deadline set for lodgement of Tenders is 2.00 pm (local time in Canberra) at the
Tender Box precisely as determined by Telstra's recorded time service on: 21 December
2011. The Library's determination as to the actual time that a Tender is lodged is final.
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216518240_2 NLA RFT 13
19. Extension of deadline
19.1 The Tender Closing Time may be extended by written notice in the Library's sole and
absolute discretion, provided that any new Tender Closing Time must apply equitably to all
potential Tenderers.
20. Format for Tenders
20.1 Tenderers are to provide three hard copies of their Tender as well as an original hard copy
marked as such and an electronic version on disk in Microsoft
Word or PDF format.
Three copies of any additional supporting material are also to be provided (as well as an
original hard copy) in a separate folio and marked as such. In the event of any discrepancy
between copies, the version marked "original" will prevail. If no version is marked
"original", the Library may designate one copy as the original.
20.2 If a Tenderer becomes aware of any discrepancy, error or omission in its Tender and
wishes to lodge a correction or additional information, that material is to be in writing and
lodged in accordance with this RFT prior to the Tender Closing Time. Corrections or
additional information will only be accepted after the Tender Closing Time in the sole and
absolute discretion of the Library.
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PART D TERMS AND CONDITIONS OF TENDER
21.1 All Tender documents become the property of
the Library on submission.
22.1 All intellectual property rights (IPR) that exist
in the information contained in this RFT or any related or attached material remain the property
of the Library. Each Tenderer is permitted to
use the RFT for the purpose only of compiling
its Tender and, in the case of the preferred
Tenderer(s), for negotiating a Contract with the
Library.
22.2 Such IPR as may exist in a Tender will remain the property of the Tenderer.
22.3 The Tenderer licenses the Library, its officers,
employees, agents and advisers to copy, adapt,
modify, disclose or do anything else necessary,
in the Library's opinion, to all material
(including that which contains IPR of the
Tenderer or other persons) contained in the
Tender for the purpose of:
(a) evaluating/clarifying Tenders;
(b) negotiation of any Contract with a
Tenderer;
(c) managing any Contract with the successful Tenderer(s) (if any); and
(d) any other related matters, including
audit, governmental and Parliamentary
reporting requirements, responding to any disputes about this RFT process or
requests from Parliament or a
Parliamentary Committee.
22.4 This clause does not limit any access rights that
exist under legislation, including the Freedom
of Information Act 1982 (Cth), the Ombudsman
Act 1976 (Cth) and the Auditor-General Act 1997 (Cth).
23.1 The Library may, in its sole and absolute
discretion, issue addenda to this RFT. All conditions of this RFT will apply to any
addenda unless modified in the addenda.
23.2 If, during the course of a procurement, the
Library modifies the evaluation criteria or
technical requirements or otherwise amends
this RFT, it will transmit all modifications or
amended or re-issued documents:
(a) to all the potential suppliers that are
participating at the time the information
is amended, if known, and, in all other
cases, in the same manner as the original
information; and
(b) in adequate time to allow potential suppliers to modify and, if required, to
re-lodge their initial Tenders.
24.1 Tenderers, consortium members and their
respective officers, employees, subcontractors,
agents and advisers must not engage in any
collusive tendering, anti-competitive conduct or
any other similar unlawful conduct with any
other Tenderer or any other person in relation
to the preparation or lodgement of Tenders.
24.2 Without limiting clause 24.1, the Tenderer must not propose any subcontractor for a
significant part of the delivery of the Services
that is involved in a Tender being lodged in
relation to this RFT by any other organisation.
24.3 Tenderers must not communicate with or solicit information in relation to this RFT from any
employee of the Library other than the Contact
Officer.
24.4 Tenderers and their subcontractors and their
respective officers, employees, agents or
advisors must not violate any applicable laws
or Library or Commonwealth policies regarding the offering of inducements in
connection with the preparation of their Tender.
25.1 Without limiting its rights at law or otherwise, the Library reserves the right in its sole and
absolute discretion at any time to:
(a) cease to proceed with the process
outlined in this RFT;
(b) change the structure of this RFT process;
(c) vary or extend any time or date in this
RFT, at any time and for such period, as
the Library in its sole and absolute
discretion considers appropriate, provided that if the Library extends the
Tender Closing Time or permits the
lodgement of new submissions, the new
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216518240_2 NLA RFT 15
time limit will apply equitably to all
participating potential suppliers;
(d) otherwise change the timing of this RFT process;
(e) suspend, vary or terminate this RFT
process or any part of it;
(f) terminate any negotiations being conducted at any time with any
Tenderer;
(g) require additional information or
clarification from any Tenderer or
anyone else or provide additional
information or clarification, provided
that the Library treats Tenderers that are in a similar position in the same way;
(h) negotiate with any one or more
Tenderers and allow any Tenderer to
change its Tender during negotiations;
(i) call for new Tenders, provided that any new time limit for lodging new Tenders
applies equitably to all participating
potential suppliers;
(j) accept or reject any Tender received
after the Tender Closing Time, in
accordance with clause 26;
(k) waive or vary any obligation of any
Tenderer under a Contract;
(l) after it has terminated this RFT process
or any part of it, negotiate with any person who is not a Tenderer and enter
into a contract in relation to this RFT
process with that person on such terms
as the Library in its sole and absolute
discretion accepts without prior notice to
any other Tenderer;
(m) add to, alter, delete or exclude any
Services to be acquired by the Library provided that the Library complies with
the procedure in clause 23 of this RFT
for issuing addenda;
(n) publish or disclose the names of
Tenderer(s) (whether successful or
unsuccessful); or
(o) allow or not allow a related body corporate to take over a Tender in
substitution for the original Tenderer.
26.1 Late Tenders may be admitted or excluded from evaluation in the Library's sole and
absolute discretion.
26.2 The Library may ask for an explanation and
reasons for the lateness of the Tender, including
whether there has been any mishandling by the
Library or postal services.
26.3 Without limiting the Library's discretion to admit late Tenders in other circumstances, the
Library will not penalise any Tenderer whose
Tender is received after the Tender Closing
Time if the delay is due solely to mishandling
by the Library. For the avoidance of doubt,
mishandling by a courier or mail service
engaged by a Tenderer to deliver a Tender does
not constitute mishandling by the Library.
26.4 The Library is not required to give reasons for
its decision whether or not to consider a late
Tender.
26.5 The Library is not responsible for any failure to collect a late Tender from the Tender Box.
27.1 Without limiting the Library's other rights in this RFT, if, between opening a Tender and
making a decision on the outcome of this RFT
process, there is discovered what appears to be
an error of form in relation to one of the
documents submitted as part of the Tender, the
Library may, in its sole and absolute discretion,
allow the Tenderer to correct that error of form.
However, if the Library provides any Tenderer
with the opportunity to correct errors of form
after the Tender Closing Time, it will provide
the same opportunity to all other Tenderers that
are in the same position.
28.1 Nothing in this RFT will be construed to create
any binding contract (express or implied) between the Library and any Tenderer until a
written Contract, if any, is entered into by the
parties. This RFT, and any conduct or
statement made prior to or subsequent to the
issuance of this RFT, is not and must not be
deemed to be:
(a) an offer to contract; or
(b) a binding undertaking of any kind by the Library (including, without limitation,
quasi-contractual rights, promissory
estoppel or rights with a similar legal
basis).
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216518240_2 NLA RFT 16
29.1 Participation in any stage of this RFT process, or in relation to any matter concerning this
RFT, including any dispute concerning this
RFT process, is at the Tenderer's sole risk, cost
and expense. The Library will not be
responsible in any circumstance for any costs
or expenses incurred by any Tenderer in
preparing or lodging a Tender or in taking part
in this RFT process or in taking any action
related to this RFT process.
29.2 The Library is not liable to any Tenderer on the basis of any promissory estoppel, quantum
meruit or contractual, quasi-contractual or
restitutionary grounds whatsoever or in
negligence as a consequence of any matter or
thing relating or incidental to a Tenderer's
participation in this RFT process, including,
without limitation, instances where:
(a) no Tenderer is engaged to provide the Services;
(b) the Library varies or terminates this RFT
process or any negotiations with a
Tenderer;
(c) the Library decides not to outsource all or any of the Services; or
(d) the Library exercises or fails to exercise
any of its other rights under or in
relation to this RFT.
(a) The Australian Government has agreed
to establish a coordinated procurement contracting framework to deliver
efficiencies and savings from goods and
services in common use by Australian
Government departments and agencies.
(b) The Library may terminate this RFT in
order to participate in a coordinated
procurement arrangement. No
compensation is payable.
(c) Clause 30(b) is an example only and
does not limit the rights granted to the
Library under clause 25 or any other
provision of this RFT.
31.1 The Library reserves the right, in its sole and
absolute discretion, to require that at any stage
all written information (whether confidential or
otherwise and without regard to the type of
media on which such information was provided
to any Tenderer) provided to Tenderers (and all
copies of such information made by Tenderers)
be returned to the Library or destroyed by the
Tenderer.
32.1 The law applying in the Australian Capital
Territory applies to this RFT. Each Tenderer
must comply with all relevant laws in preparing
and lodging its Tender and taking part in this
RFT process.
33.1 Tenderers are notified that rights to access
information in, and related to, documents in the possession of the Library exist under a range of
legislation, including the Freedom of
Information Act 1982 (Cth), the Auditor-
General Act 1997 (Cth) and the Ombudsman
Act 1976 (Cth).
33.2 Tenderers should also note that the Parliament
and its committees have the power to require
the disclosure of Australian Government contracts and contract information to enable
them to carry out their functions. The courts
also have legal rights to access a wide range of
information.
34.1 Subject to clause 34.2, the Library undertakes to keep confidential any confidential
information provided to the Library by
Tenderers prior to the award of Contract and, in
respect of unsuccessful Tenderers, after the
award of the Contract.
34.2 The obligation of confidentiality in clause
34.1does not apply if the confidential
information is:
(a) disclosed by the Library to its advisers
or employees for the purpose of
conducting the RFT process (including,
without limitation, negotiation);
(b) disclosed by the Library to any
responsible Minister;
(c) disclosed by the Library in response to a
request by a House or a Committee of the Parliament of the Commonwealth of
Australia, or by an Australian
Government auditor;
(d) authorised or required by law to be
disclosed;
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216518240_2 NLA RFT 17
(e) required to be disclosed in accordance
with published Australian Government
policy; or
(f) in the public domain otherwise than due to a breach of clause 34.1.
35.1 No Tenderer may issue any information, publication, document or article for publication
in any media which includes details of the
Services, or which otherwise refers to or is
connected to the Library or this RFT process,
without prior written approval of the Library.
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SCHEDULE 1 – STATEMENT OF REQUIREMENT
[NOTE TO TENDERERS: THE INFORMATION IN THIS PART WILL BE INSERTED IN
SCHEDULE 1 OF THE CONTRACT.]
PART A DESCRIPTION OF REQUIREMENT
A1.1 The National Library of Australia (the Library) is seeking Tenders from Tenderers to
implement and deliver innovative solutions for the provision of digital library
infrastructure systems. It invites Tenders for the following three scopes of work (the
Services):
a. Digital Library core system - digital asset management system infrastructure
including a digital content repository, shared components and common
system services;
b. Preservation system - system for collecting and maintaining preservation
metadata, reporting on digital collections and performing actions on sets of
digital objects to ensure continuing access; and
c. Digitisation system for text-based material - to manage digitisation
workflows and processes covering the conversion from image to text for
materials including books, journals, newspapers and pamphlets;
A1.2 These scopes are independent and interoperable to give the Library the flexibility to
procure system components from multiple vendors and to adopt a best of breed
procurement strategy.
A1.3 Excluded from the scopes are:
a. Direct deposit workflow management systems for born-digital collecting,
with pre-ingest processing and arrangement capabilities and support for
arbitrary file formats residing on physical-format data carriers;
b. Digitisation systems for images, maps and unique non-printed materials
including microforms;
c. Collection management systems for sound and audio visual materials;
d. Web archiving systems for selective and bulk web harvesting approaches;
and
e. Digital Library delivery systems for end-users.
A1.4 While the above are excluded, the Library is interested in holistic solutions hence if
Tenderers can add value or offer alternative solutions to the A1.1 requirements by
providing some or all elements of the items in A1.3, these should be addressed within
Schedule 3.8 (Value Added Services) of the RFT. Similarly the Library welcomes
innovative approaches to the Services. If Tenderers can provide solutions outside the
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216518240_2 NLA RFT 19
defined scopes but meeting outstanding Library requirements, this should be stated in
the submissions. The attention of Tenderers is drawn to A1.13 which contains the
outcomes sought from the project.
A1.5 Tenderers may bid for one or more scopes set out in A1.1.
A1.6 The following diagram represents the overall digital library environment, its logical
components and the scopes of the solutions that the Library is seeking:
A1.7 The Library will coordinate integrative aspects of the project where there are interface
requirements between the successful Tenderer's components and Library systems.
Interface requirements will be defined before any implementation. It is the successful
Tenderer's responsibility to deliver systems meeting those requirements.
A1.8 The Library will also coordinate the integrative aspects of the project where there are
multiple successful Tenderers and when successful Tenderer components need to
interface with each other. In this scenario, the interface requirements will be defined by
the Library before any implementation activities. It is the successful Tenderers’
responsibility to deliver systems meeting those requirements.
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A1.9 The Library encourages Tenderers to submit and/or develop open source software for
the Services. When responding to the Tender, Tenderers should demonstrate a
willingness to actively consider open source software throughout all stages of solution
design and implementation in order to produce a product that demonstrates value for
money and is fit for purpose. This may include incorporating open source software
components together with proprietary software components. In evaluating Tenders,
the Library will consider open source software equally alongside proprietary software.
A1.10 The following table provides information about the classifications that have been
placed against the requirements. The corresponding abbreviations have been used
within the list of requirements.
Descriptor Descriptor Definition
Very Highly
Desirable
[VHD]
Requirements described as Very Highly Desirable are integral or critical to
the solution being sought. It is expected that Tenderers will address these
requirements to an extremely high standard ensuring that all claims are
substantiated. Failure to meet a Very Highly Desirable requirement may
result in the Tender being non-preferred.
Highly Desirable
[HD]
Requirements described as Highly Desirable are important to the solution and
should be highly regarded but they may not be integral or critical to the
overall solution. Failure to meet such a Highly Desirable requirement does
not eliminate a Tender from further consideration but will greatly diminish
the potential scoring of the Tender overall.
Desirable
[D]
Requirements described as Desirable are an expressed wish or request that the
Library has a preference for obtaining within the solution but the solution
could be acceptable and/or sound without the particular elements. Failure to
meet such a Desirable requirement does not eliminate a Tender from further
consideration but may diminish the potential scoring of the Tender overall.
A1.11 The Library may apply weights to components of the requirements. This means that
requirements classified as Very Highly Desirable, Highly Desirable and Desirable will
not necessarily have the same allocated weighting as other requirements with the same
classification.
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A1.12 Background
A1.12.1 The Library's role is to ensure that documentary resources of national significance
relating to Australia and the Australian people, as well as significant non-Australian
library materials, are collected, preserved and made accessible either through the
Library itself or through collaborative arrangements with other libraries and
information providers.
A1.12.2 The Library has a long history in and ongoing commitment to providing innovative
digital library services across the breadth of its collections. It is seeking to maintain
and expand the activities supported through its existing digital infrastructure to cover:
Digitisation of print publications and physical materials – for example,
books, journals, newspapers, pictures, manuscripts, maps, music, ephemera,
realia;
Preservation capture of sound and audio-visual materials – sound and video
recordings;
Web archiving, including support for alternative collecting scopes – highly
selective harvests, harvests based on selected seed URL lists, and harvests of
domains or sub-domains;
Acquisition of ‘born-digital’ materials, deposited online or via a range of
physical carriers – tapes, discs and drives – and including current or recent
materials, legacy materials, materials produced in uncontrolled environments
or controlled in a records management system; and
Management, preservation and delivery of complex content and metadata
with complex relationships and multiple delivery contexts.
A1.13 Library Goals for Digital Infrastructure Replacement
A1.13.1 In the context of its digital collecting, the Library is seeking outcomes for the project
that enable it to:
Scale up its collecting of digital materials – to support both increased
acquisition of materials already in digital form, and mass digitisation
programs for generating digital content from physical sources;
Support a full spectrum of collection workflows – from small-scale, single-
item, largely manual workflows for some collection materials, to high
volume, high throughput, automated batch workflows for others, such as
digitised newspapers;
Ensure ongoing access to digital materials – supporting preservation
planning, monitoring and response for digital materials;
Achieve efficient user-centric content delivery – providing rich user
experience of collection content, relationships and context – and enable
‘getting’;
Manage content and metadata in an efficient, reliable, sustainable,
maintainable and accountable manner; and
Supply business workflow efficiencies.
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A2.1 Digital Library Core System Scope
A2.1.1 Context
A2.1.1.1 The Library's digital library infrastructure broadly operates across four main
activities:
Collect;
Manage;
Deliver; and
Preserve.
A2.1.1.2 The requirements for the Digital Library Core scope are considered in the context of
Collect, Manage and Deliver. The fourth main activity, Preservation, is considered
under the Preservation scope requirements.
A2.1.1.3 Collect
A2.1.1.3.1 Collecting digital library material includes the activities of selection, assessment,
arrangement, description, applying intellectual control (identification of individual
objects) and access control for born digital material as well as externally and
internally digitised material. It also includes processes for undertaking, tracking and
reporting on internal digitisation activities. Most of these activities are not part of the
Digital Library Core scope but the Digital Library Core must support content and
metadata generated from these activities and submitted for ingest.
A2.1.1.3.2 The collecting activity also covers storage of digital library material, which is the
activity of ingesting content files and metadata to a repository. Storage can include
automated system processes such as creation of derivative copies on ingest. These
activities are included in the Digital Library Core scope.
A2.1.1.4 Manage
A2.1.1.4.1 Managing digital library objects and collections includes the activities of finding
objects in a repository by a wide range of criteria including complex searches;
updating and versioning content files; updating and enriching descriptive and
technical metadata; arrangement, rearrangement and enriching of objects in the
repository; access control; and creating collection management reports.
A2.1.1.4.2 Administration of digital library infrastructure can include management of users,
groups and permissions; configuration of automated processes, user workflows and
metadata control lists in systems; monitoring systems and analysing system problems.
A2.1.1.4.3 All Manage activities are included in the Digital Library Core scope.
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A2.1.1.5 Deliver
A2.1.1.5.1 The Library currently delivers a range of content through its delivery systems –
digitised pictures, maps, manuscript items, ephemera, realia, sheet music, books,
journals and newspapers, born-digital images, sound recordings with accompanying
time-pointed summaries, and archived Web content.
A2.1.1.5.2 The Library wants to improve options for access and use of its collections, with
improved utility, usability and support for delivering a wider range of formats and
increasingly complex content in its enhanced collecting scope.
A2.1.1.5.3 Digital library delivery systems for end-users are not part of the Digital Library Core
scope but the Digital Library Core must be able to support requirements of these
delivery systems.
A2.1.2 Digital Library Core System Scope - General - Functional Requirements
A2.1.2.1 Relationship to other systems
R1 [VHD] The solution is either capable of integrating with solutions for the Preservation
System or may reside separately but be capable of interoperating with or provide
services to solutions for the Preservation System.
R2 [VHD] The solution enables interoperation with other systems via APIs (Application
Programming Interfaces), or equivalent.
R3 [HD] The solution enables interoperation with a direct deposit workflow system,
digitisation systems and digital collections delivery systems.
R4 [HD] The solution supports interfaces with the following Library systems and their
future replacements:
Archival management system for manuscript materials - Archivists' Toolkit;
Equipment and services in the Library's audio conversion facility, for audio
preservation, capture, analysis and processing - QUADRIGA AudioCube,
DOBBIN;
Integrated Library Management System (ILMS) - Voyager;
Interlibrary loan management and document delivery system - Relais;
Issue tracking system - Atlassian JIRA;
Records Management System - TRIM;
Rights Management System - Sprightly (in-house system);
Search and discovery service - Trove (in-house system);
Storage system - Digital Object Storage System (DOSS) (in-house system);
User Management System - in-house system;
Authentication services - Active Directory;
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216518240_2 NLA RFT 24
Digital Collections Manager (DCM) – to be replaced as part of digital
infrastructure replacement – workflow, management and delivery for
digitised and born-digital pictorial and audio materials;
Newspapers Content Manager (NCM) – to be replaced as part of digital
infrastructure replacement – workflow and management system supporting
mass digitisation of Australian newspapers and journals;
PANDAS/PANDORA – to be replaced as part of digital infrastructure
replacement – harvest, management and delivery system for selective web
archiving;
Prometheus – to be replaced as part of digital infrastructure replacement –
workflow and management system for capture of digital content from
physical carriers; and
Whole Australian Web Domain Harvest service - outsourced harvest,
returned content stored and managed by the Library.
R5 [HD] The solution enables components to be changed by the Library in a modular way
over time.
A2.1.3 Digital Library Core System Scope - Collect - Functional Requirements
A2.1.3.1 Configure
R6 [VHD] The solution extensibly supports collection and management of additional formats.
R7 [VHD] The solution enables Library staff to configure different ingest workflows for
different groups of material - for example, configurable validation rules (including
no validation); configurable generation of access copies (including no generation).
R8 [VHD] The solution supports integration and configuration of additional or alternative
tools to enhance ingest workflows, processing and analysis, quality assurance and
preparation for discovery, access or delivery.
R9 [HD] The solution enables Library staff to define and approve acceptance criteria for
deposited content - including format, compliance with standards and format
specifications, and quality of content and metadata.
R10 [HD] The solution enables Library staff to define and approve metadata sets to be
supplied or extracted for defined sets of digital items, processes or workflows.
R11 [HD] The solution enables Library staff to define and approve system policies and
default values – for example collection groups, functional roles, preservation
intent, access policies, and risk profiles.
R12 [HD] The solution enables Library staff to associate pre-defined system policies,
acceptance criteria, or metadata sets with a set of digital objects.
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A2.1.3.2 Ingest
R13 [VHD] The solution ingests digital content submitted in standardised ways, including
large and complex objects that consist of one or more files in known or unknown
formats.
R14 [VHD] The solution supports efficient ingest of large numbers of files, including sets of
unrelated files.
R15 [VHD] The solution ingests, into permanent storage, records or sets of existing
descriptive, administrative, structural, technical or provenance metadata with
accompanying digital content.
A2.1.3.3 Quality Assurance and Remediation
R16 [HD] The solution enables Library staff to assess quality of content and metadata
submitted for ingest and take remedial action as required.
A2.1.3.4 Identify format, Transform
R17 [VHD] The solution automatically identifies known file formats, as well as enables
Library staff to do so manually.
R18 [HD] The solution automatically transforms content to standard preservation formats on
submission for ingest according to defined system policies, including policy of no
transformation.
A2.1.3.5 Validate
R19 [VHD] The solution validates content files and metadata against acceptance criteria on
submission, as configured by Library staff, including no validation.
A2.1.3.6 Access copies and derivatives
R20 [VHD] The solution supports ingest of access copies derived from original or master
copies, and alternative or parallel representations of content (e.g. transcripts,
Optical Character Recognition (OCR) text) created via external processes.
R21 [VHD] The solution enables Library staff to ingest access copies and other representations
with masters, or without masters if masters are already in the repository, and to
describe the types of representations.
R22 [HD] The solution automatically creates access copies from preservation master copies
where Library staff have configured a workflow to do this.
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A2.1.3.7 Track
R23 [VHD] The solution enables Library staff to track status of digital objects and verify
successful storage of files.
R24 [VHD] The solution provides facilities to recover from error states and restart workflows
from appropriate stages.
A2.1.3.8 Storage location
R25 [VHD] The solution, if required, assigns appropriate storage locations for content and
metadata that is ingested or generated by system processes.
R26 [HD] The solution manages file locations and maintains associations between storage
locations and item identifiers if files are relocated.
A2.1.4 Digital Library Core System Scope - Manage - Functional Requirements
A2.1.4.1 Library staff access, internal identifiers
R27 [VHD] The solution automatically provides a persistent identifier for internal use and
indexes metadata so that objects can be found quickly.
R28 [VHD] The solution enables Library staff to search content and metadata within the
system by a wide range of criteria (including advanced search with multiple
criteria), covering descriptive, technical, preservation, administrative, access rights
and structural metadata.
R29 [VHD] The solution enables Library staff to quickly access copies of digital objects
(images, documents, audio and video) for various purposes, including quality
assurance and preservation processes and selecting appropriate items to download
for exhibition and publication purposes.
A2.1.4.2 Manage
R30 [VHD] The solution enables authorised Library staff to manage content files individually
or in batches.
R31 [VHD] The solution records version history and process history for preservation master
copies.
R32 [VHD] The solution enables Library staff to selectively revert to previous versions of
content and metadata.
R33 [VHD] The solution enables Library staff to run data integrity checks and to inspect digital
content or metadata which has failed data integrity checks.
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R34 [D] The solution enables Library staff to manage physical inventory for those
collections requiring it, for example by storing metadata objects that represent
physical objects or carriers.
A2.1.4.3 Masters, access copies
R35 [VHD] The solution supports a wide range of formats for preservation master copies and
access copies.
R36 [VHD] The solution supports multiple master copies and multiple access copies for a
digital object.
A2.1.4.4 Update, version, delete
R37 [VHD] The solution enables Library staff to upload new versions of master copies and
access copies, or generate new versions of access copies from masters,
individually or in batches.
R38 [VHD] The solution enables Library staff to view version history and manage which
versions are available for access.
R39 [VHD] The solution versions digital items after an action which updates or changes the
item, and updates associated metadata and relationships.
R40 [VHD] The solution keeps and manages previous as well as current versions of content
and metadata.
R41 [VHD] The solution enables authorised Library staff to deaccession managed content,
including items, parts of items or access copies.
R42 [HD] The solution enables Library staff to quality assure and approve updates to digital
items or metadata.
A2.1.4.5 Report
R43 [VHD] The solution enables Library staff to generate regular pre-set and custom one-off
reports on digital collections based on a range of criteria.
R44 [VHD] The solution enables Library staff to schedule or run ad hoc analyses on content
and metadata.
R45 [HD] The solution monitors and reports on storage usage and growth, and monitors and
reports on system performance.
A2.1.4.6 Links to other systems
R46 [VHD] The solution makes metadata available for use by other systems and provides
services to import metadata from other systems.
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R47 [VHD] The solution enables Library staff to link records about digital objects to records in
other systems, for example the library management system or rights management
system.
R48 [VHD] The solution supports linking of digital objects at any level of aggregation to a
record in another system.
R49 [VHD] The solution supports linking of multiple items to a single record in another
system.
R50 [VHD] The solution supports linking a single digital object record to records in multiple
systems.
R51 [HD] The solution supports linking a single digital object record to multiple records in
an external system.
A2.1.4.7 Metadata
R52 [VHD] The solution supports a range of descriptive, technical, administrative, rights,
structural and provenance metadata needs for different materials or collections.
R53 [VHD] The solution automatically extracts or creates descriptive, administrative, rights,
structural, technical or provenance metadata from files and from system processes,
including from external systems, where Library staff have configured a workflow
to do this.
R54 [VHD] The solution enables authorised Library staff to inspect and update automatically
created metadata.
R55 [VHD] The solution enables Library staff to create, update or import descriptive,
technical, preservation, access rights and structural metadata for digital objects,
individually or in batches, including after the objects are permanently stored.
A2.1.4.8 Relationships
R56 [VHD] The solution provides facilities to record file structures and file relationships.
R57 [VHD] The solution enables Library staff to arrange and describe digital content,
including creating or supplementing metadata or creating an alternative structure
for a complex object or series of objects. Library staff are able to do this after
content is permanently stored, without having to re-ingest the content.
R58 [VHD] The solution enables Library staff to manage relationships between objects that
belong to an ordered or unordered set - for example, a sequence of pages in a book.
R59 [VHD] The solution supports creation or collection of digital content representing only
part of an item, part of a set of items or part of a collection, and defining the part’s
context within the whole.
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R60 [VHD] The solution enables Library staff to manage relationships between different
representations of the same content - for example, the audio recording, summary
and transcript of an interview.
R61 [VHD] The solution supports relationships between different editions of an item – for
example, edited and unedited versions of transcript, map with and without contour
markings.
R62 [VHD] The solution enables Library staff to manage logical as well as ‘physical’ structure
of digital objects, and associate a digital item with more than one set of structural
or logical relationships (that is, an item can have more than one 'parent').
R63 [VHD] The solution supports alternative arrangements of digital content, including content
from multiple items.
R64 [HD] The solution enables Library staff to manage relationships between digital objects
for delivery purposes and make choices about how they will be delivered in
context.
R65 [HD] The solution supports integration and association of content from mixed media,
including born-digital, digitised and physical content.
R66 [HD] The solution supports arrangement and description of content, including:
a. Support content guides, finding aids or other descriptive lists providing access
points to collection content;
b. Support description of and references to content at various aggregation levels
from multiple descriptive sources or contexts; and
c. Support description of and references to content at various aggregation levels
across multiple items, sets of items or collections.
A2.1.4.9 Group
R67 [VHD] The solution enables Library staff to define sets and assign digital items to any
number of sets for managing them according to various criteria.
R68 [HD] The solution enables Library staff to create and configure collection ‘views’ of
content and metadata.
R69 [HD] The solution supports creation and delivery of themed collections, finding aids and
additional descriptive lists at different aggregate levels to aid discovery and use of
content.
A2.1.4.10 External Identifiers
R70 [VHD] The solution enables use of persistent published identifiers in delivery systems to
support external references to specific objects at various levels from series to tiles
on a page.
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R71 [VHD] The solution makes automatically assigned internal identifiers independent of any
alternative identifiers for an item or set of items.
R72 [VHD] The solution supports pre-existing published identifiers.
R73 [HD] The solution enables Library staff to optionally assign one or more persistent
alternative identifiers for external referencing down to file level for items or parts
of items, or for sets of items.
A2.1.4.11 Access control
R74 [VHD] The solution enables Library staff to manage users and user permissions.
R75 [VHD] The solution supports access restrictions on content down to file level for external
users.
R76 [VHD] The solution supports access control policies for content and metadata which were
assigned at the time of collection.
R77 [VHD] The solution enables authorised Library staff to easily see what access restrictions
apply to digital objects, and to quickly update, modify or delete access restrictions
when required.
R78 [VHD] The solution enables authorised Library staff to update, modify or delete access
restrictions at multiple levels – for example, series, item, part, and to specific
copies, versions or editions.
R79 [VHD] The solution supports complex user permissions and access restrictions to content
and metadata based on multiple criteria. The solution applies access control
policies for access and delivery of content and metadata at multiple levels, and
supports restrictions based on time, location, number of concurrent users, or
authorisation.
R80 [VHD] The solution enforces access restrictions immediately upon their creation or
update.
R81 [HD] The solution supports enforcement of access control policies internally, limiting
Library staff access to content being managed – for example, for sensitive or
secret/sacred material.
R82 [D] The solution supports e-lending models for controlled temporary distribution of
content in accordance with rights conditions to both libraries and individuals.
A2.1.5 Digital Library Core System Scope - Deliver - Functional Requirements
A2.1.5.1 Discovery systems
R83 [VHD] The solution makes a range of metadata available to discovery systems.
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R84 [VHD] The solution makes textual versions of digital objects available to discovery
systems (for example, full-text transcripts and summaries of oral history interviews
and OCR transcripts of published documents).
R85 [VHD] The solution enables authorised Library staff to approve release of metadata and
content for public discovery, access and display, or alternatively suppress or defer
public access.
R86 [HD] The solution enables authorised Library staff to configure availability of metadata
for discovery, including specifying individual metadata fields.
R87 [HD] The solution makes metadata available which enables search by free text, URL
(for web material), geographic co-ordinate, place name and bounded area
searching.
A2.1.5.2 Download, Delivery Systems, Export
R88 [VHD] The solution enables Library staff to download master copies of digital objects
quickly, if on disk storage, individually or in arbitrary batches – for example, for
use in publications and exhibitions, for generating new derivative versions, and for
fulfilling copy requests from library clients.
R89 [VHD] The solution makes content and metadata, including relationship metadata,
available to systems which will deliver digital objects to library users. These
systems will deliver through web based interfaces and enable library users to print
copies and download copies for offline use, subject to access and use conditions.
R90 [VHD] The solution supports export of managed content and metadata in standardised
ways from the system, both individually and in batches.
R91 [VHD] The solution supports export of all data for simple migration to other systems.
R92 [VHD] The solution provides an alternate pathway for access to content – that is, direct
access as an alternative to managed access. The solution allows direct access to
content through persistent URLs, unmediated by software APIs, for delivery or
management purposes, for appropriately authorised Library staff or systems.
R93 [HD] The solution supports delivery of packaged content and metadata for viewing
offline – for example: viewing at a standalone PC within a reading room; supply to
a client at a remote location; supply to a donor; supply to a valuer; or supply of an
entire web content harvest or content instance for transfer to another agency.
R94 [D] The solution enables delivery systems to include descriptive and access rights
metadata in content files when they are downloaded.
A2.1.5.3 Delivery of complex content
R95 [VHD] The solution makes metadata available to delivery systems which would enable
them to deliver complex objects and enable library users to navigate within various
contexts for content – for example: within parts of an item; within hierarchical
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arrangements of content; within themed collections to which an item belongs; or to
related content.
R96 [VHD] The solution makes content and metadata available to delivery systems which
would enable them to provide features such as:
a. Delivery of parallel versions or related content – for example, text transcripts
linked to images or audio;
b. Delivery of synchronised content – for example, musical scores and sound,
sound or video recordings and transcripts; and
c. Clear navigation within complex objects or series of objects – for example,
‘page flipping’ in series, folders and items, or ‘stitching’ of adjacent maps
images.
A2.1.5.4 Delivery copies
R97 [VHD] The solution enables access to unrestricted preview and view/listen copies through
a web based delivery system.
R98 [HD] The solution enables Library staff to select which of multiple versions or editions
of a digital object is the preferred copy for delivery.
R99 [HD] The solution enables access to master copies for items that have no access
restrictions.
R100 [HD] The solution enables choice of alternative delivery or download formats for
content, where available.
A2.1.5.5 User contributed content
R101 [HD] The solution enables enrichment of content, including text corrections and
annotations contributed by library users, to be collected and maintained with the
content.
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A2.2 Preservation Systems Scope
A2.2.1 Context
A2.2.1.1 The primary objective of preservation activities within the Digital Library is to
maintain the ability to meaningfully access digital collection content over time.
A2.2.1.2 To this end, preservation of digital library material includes the activities of collecting
and maintaining preservation metadata, reporting on digital collections to identify
formats, relationships, dependencies and preservation risks, and performing actions
on sets of digital objects to ensure that the objects continue to be accessible.
A2.2.1.3 The Library’s digital collections are diverse in terms of types of collection materials,
sources, and levels of control or influence over their creation. In addition, the
Library’s digital collections are currently approaching petabyte scale, and are
expected to continue growing.
A2.2.1.4 From a preservation point of view, the Library’s digital collections present:
A mix of materials needing to be kept in perpetuity, along with materials that
can be discarded after specified periods or events;
Mixed levels of complexity in terms of object structure, relationships and
dependencies;
Mixed levels of intellectual control;
A wide range of file formats (and carrier formats);
Different levels of complexity in preservation planning and processing;
Different timetables for preservation action;
A need for different preservation approaches, often at different scales; and
A need for recurring – and possibly changing - preservation action cycles
over time, using a changing suite of tools.
A2.2.1.5 Preservation responsibilities
A2.2.1.5.1 Preservation of the Library's digital collections involves three main goals:
Maintaining access to reliable data at bit-stream level;
Maintaining access to content encoded in the bit streams; and
Maintaining access to the intended and available meaning of the content.
A2.2.1.5.2 While specific preservation activities may focus on one or more of these goals, the
Library’s preservation responsibility is only fulfilled when all three goals have been
adequately addressed.
A2.2.1.5.3 This responsibility applies across all digital collections, subject to curatorial and
policy decisions for specific groups of digital objects.
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A2.2.1.6 Likely preservation treatment actions
A2.2.1.6.1 Broad preservation action approaches that are likely to be required will include:
Format migration at the point of collecting;
Format migration on recognition of risks;
Format migration at the point of delivery;
Emulation of various levels of software and hardware environments;
Maintenance or supply of appropriate software or hardware;
Documenting known problems for which no other action can be taken; and
Deaccessioning or deletion.
A2.2.1.7 Prioritising preservation treatment
A2.2.1.7.1 The Library expects to take into account indicators of ‘preservation intent’,
‘significance’, and ‘level of support’ within monitoring and reporting activities, and
in evaluations of risk and prioritisation for preservation planning and action, where:
Preservation intent – indicates the expectations for preservation for content:
whether content is to be preserved; who is responsible for preservation of the
content; the period over which content must be preserved; and the required
level of support for access to the content over time; for example, that the
Library intends to actively maintain the ability to both present and modify
content, or only to present content, or does not intend to actively maintain
access to content beyond its expected useful life. Preservation intent may also
extend to include more specific characteristics to be supported, based on
curatorial input or constraints imposed by rights policies or agreements with
rights holders.
Significance – indicates the relative priority required for taking preservation
action to maintain access to content, as determined by collection curators; for
example, content rated as highly significant would be prioritised for
preservation planning and action before content of lower significance.
Level of support – indicates how well a digital collection object is supported
within the Library, based on a combination of how much is known about the
object and its components (including their file formats), and the degree to
which supporting software or hardware environments are available.
A2.2.1.7.2 The Library must also take into account any constraints imposed by rights policies or
agreements in planning and taking preservation action on content.
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A2.2.2 Preservation Systems Scope – Functional Requirements
A2.2.2.1 Required preservation processes
A2.2.2.1.1 The Library is seeking a solution that enables Library staff to:
Understand what it holds in its collections;
Understand what its preservation intentions are for every digital object and
what it is entitled by rights agreements to do to realise its intentions;
Understand what is required to provide access, existing inhibitors to access,
and the current level of support the Library is able to provide;
Evaluate and monitor the degree of risk arising from collection composition,
preservation intentions and available level of support within the Library for
digital collection content, and monitor for risk conditions arising during
general Digital Library operations;
Anticipate the effects of changes in support;
Recognise planning triggers, and plan and take action on a scale appropriate
to the size of the target; and
Audit the effectiveness of its preservation arrangements and modify the
arrangements if necessary.
A2.2.2.2 Systems and arrangements
A2.2.2.2.1 Systems and arrangements to address these preservation challenges will have to
enable Library staff to deal efficiently, effectively and accountably with billions of
objects, in diverse formats and collection contexts for access in wide ranging end user
environments. Such systems and arrangements will need to support mass processes
while offering the necessary flexibility to tailor both large- and small-scale
preservation actions.
A2.2.2.3 Role of preservation metadata
A2.2.2.3.1 Consistent metadata is a critical enabler of preservation planning and action.
Regardless of where metadata is stored, adequate and consistent preservation
metadata must be recorded and maintained as a part of every digital object. The
metadata must be efficiently accessible and reportable in order to support monitoring,
grouping, and processing of objects, and to maintain an auditable record of what has
happened to each object.
A2.2.2.4 Relationship to Digital Library Core and other systems
R102 [VHD] The solution is either capable of being integrated with solutions for the Digital
Library Core or may reside separately but be capable of interoperating with or
provide services to solutions for the Digital Library Core.
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R103 [VHD] The solution enables interoperation with other systems via APIs (Application
Programming Interfaces), or equivalent.
R104 [HD] The solution supports interfaces with the following Library systems and their
replacements:
Rights Management System – Sprightly (in-house system) – for managing
rights information and rights holders to contact for permission to take
preservation action;
User Management System – in-house system – for authorisation levels, if
necessary
Authentication services – Active Directory – for authentication with single
sign-on.
R105 [HD] The solution enables components to be changed in a modular way over time.
R106 [D] The solution provides services to other Library systems, including ingest
workflows.
A2.2.2.5 Collection and maintenance of preservation metadata for collection content
R107 [VHD] The solution automatically performs file format identification on content files and
records results in metadata, including an indicator of the level of confidence in file
format identification, and explicit recording of an unidentified file format status for
files unable to be identified.
R108 [VHD] The solution automatically performs file format validation on content files, to
verify that content files are well-formed and valid with respect to their format
specification and records results in metadata.
R109 [VHD] The solution automatically performs virus scans on content files and records
results in metadata.
R110 [VHD] The solution automatically establishes and verifies integrity data for content files –
for example, generating checksums (or equivalent integrity data) for content and
verifying these where already established – and records results in metadata.
R111 [VHD] The solution automatically extracts or creates descriptive, administrative, rights,
structural, technical and provenance metadata from content files and from system
processes, and records results.
R112 [VHD] The solution enables Library staff to configure metadata sets to be extracted and
recorded for defined sets of digital items or processes.
R113 [VHD] The solution enables Library staff to request or schedule re-run of analysis tools on
defined sets of content for file format identification, file format validation, virus
scans, file integrity checks and file analysis and metadata extraction, with
subsequent update of metadata.
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R114 [VHD] The solution enables Library staff to manually update metadata, including batch
update – for example, to update file format identification manually for known file
formats where automated file format identification is not possible.
R115 [HD] The solution enables Library staff to request ad hoc file analysis and metadata
extraction with reporting of detailed results for review – for example, as part of
issue investigation or preservation planning.
R116 [HD] The solution enables Library staff to request analysis of content for evaluation of
preservation risks not determinable from metadata – for example, the capability to
scan the content for presence of deprecated HTML tags.
A2.2.2.6 Reference knowledgebases
A2.2.2.6.1 The Library is seeking a solution that enables Library staff to maintain
knowledgebases – human readable and machine actionable sources of information for
reference and consultation – to support preservation assessment, monitoring and
planning.
R117 [VHD] The solution enables Library staff to create, update and maintain reference
information knowledgebases on:
a. File formats and versions
b. Software and hardware components that support access to file formats and
versions, for maintaining access to managed content; and
c. The level of support available for particular file formats and versions:
i. sets of software or hardware components available to support access to
formats;
ii. functions supported, both for providing access to content and for use in
preservation action – for example, presentation, modification, batch
processing;
iii. fidelity of support – how well functions are supported; and
iv. known risks, including potential inhibitors to preservation, associated
with formats or supporting software or hardware.
R118 [VHD] The solution enables creation and maintenance of associations between file
formats and versions, software, hardware and levels of support.
R119 [VHD] The solution enables Library staff to create, update and maintain resource
inventory knowledgebases of software and hardware components available to the
Library and which may be used to support access to managed content or to take
preservation action.
R120 [VHD] The solution enables Library staff to manage preservation intent descriptions and
parameters for sets of content.
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R121 [VHD] The solution supports knowledgebases combining both human readable textual
information and machine actionable controlled value lists (or equivalent).
R122 [VHD] The solution supports import and update of reference information knowledgebases
and resource inventory knowledgebases through:
a. exchange with external services, including external third party services, via
automated or manual processes; and
b. manual creation and update of reference and resource information.
R123 [VHD] The solution provides options for export or transfer of reference information and
resource inventory information to other systems, including future replacement
systems.
R124 [HD] The solution enables consultation of reference information and resource inventory
knowledgebases as part of workflows other than preservation – for example,
enables consultation of reference information regarding level of support for file
formats as part of acquisition workflows, yet to be determined.
A2.2.2.7 Preservation assessment and reporting
A2.2.2.7.1 The Library is seeking a solution that enables Library staff to review the composition
and characteristics of its digital collections to assess trends that may affect
preservation management, to aid setup of preservation monitoring, planning and
action, and to report on specific aspects of content when necessary.
R125 [VHD] The solution enables Library staff to define and request, on both an ad hoc and
scheduled basis:
a. summary reports of content, metadata characteristics and risks across
collections or defined sets of managed content
b. detailed metadata reports for individual items or sets of items; and
c. audit trail history reports for individual items or sets of items.
A2.2.2.8 Configuration of preservation monitoring
A2.2.2.8.1 The Library is seeking a solution that enables Library staff to record preservation
intentions for sets of digital content, and define risk conditions to be monitored which
affect those intentions for content.
R126 [VHD] The solution enables Library staff to define and approve sets of managed content
for preservation monitoring, based on content characteristics, recorded metadata or
system policies, including preservation intent and significance.
R127 [VHD] The solution enables Library staff to update metadata for preservation intent and
significance indicators for sets of managed content.
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R128 [VHD] The solution enables Library staff to define and approve risk conditions to be
monitored for defined sets of managed content, including, but not limited to:
a. ‘parameter-based’ risks: a match against a criterion defined by Library staff to
indicate a preservation risk – for example, video encoded with a codec
considered to be problematic;
b. ‘exception’ risks: the value of a monitored parameter is outside a set of
acceptable values;
c. ‘change’ risks: there has been a change in status for a monitored parameter for
content – for example, the confidence in format identification for a particular
file has changed;
d. ‘conflict’ risks: conflicting values for the parameter are reported by one or
more tools – for example, file format identification returns conflicting values;
e. ‘unknown value’ risks: undetermined values for defined parameters – for
example, undetermined values for file format and version; and
f. ‘access support’ risks: changes in level of support which affect the Library’s
ability to access to content in accordance with preservation intent and
significance – for example, reduction below an acceptable threshold in the
availability of supporting software for a particular file format.
g. ‘content-based’ risks: characteristics of content that may not be identifiable
from metadata – for example, presence of deprecated HTML tags.
R129 [VHD] The solution enables Library staff to define and approve actions, including, but not
limited to, notification or reporting, to be performed on detection of conditions
which:
a. affect content;
b. affect the ability to monitor content or evaluate conditions; and
c. meet other system policy criteria – for example, file formats to be converted
on ingest.
R130 [HD] The solution enables Library staff to define and approve general system risk
conditions that affect content generally or the management of content – for
example, to define integrity check failures or unavailability of services for integrity
checking as general risk conditions to be monitored and reported.
A2.2.2.9 Preservation monitoring, reporting and prioritisation
R131 [VHD] The solution performs monitoring and analysis tasks, on both a scheduled and ad
hoc basis, with reporting of outcomes, including:
a. verifying and reporting on data integrity checks for managed content and
metadata; and
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b. monitoring for the occurrence of other conditions defined through system
policies.
R132 [VHD] The solution supports comparison of metadata, preservation intent and defined
risks for managed content, in conjunction with reference information and resource
inventory knowledgebases, where necessary, to detect occurrence of risk
conditions or other defined system policy criteria requiring action.
R133 [VHD] The solution enables Library staff to monitor both digital content under
management and content being ingested in the Digital Library Core.
R134 [VHD] The solution enables Library staff to define and view summary reports of digital
collection monitoring via a reporting interface.
R135 [VHD] The solution triggers approved actions, including, but not limited to, notification or
reporting, on detection of risk conditions or other defined system policy criteria.
R136 [VHD] The solution enables Library staff to adjust and assign priorities for preservation
planning for sets of managed content.
R137 [HD] The solution supports comparison of metadata, preservation intent, significance
and defined risks for managed content, in conjunction with reference information
and resource inventory knowledgebases, where necessary, to enable Library staff
to evaluate relative degrees of risk, significance and frequency of occurrence
within sets of managed content, to determine priorities for preservation planning.
R138 [HD] The solution enables Library staff to view digital collection monitoring via a
‘dashboard’ view.
R139 [HD] The solution enables Library staff to inspect digital content or metadata for which
risk conditions or other system policy conditions have been met.
A2.2.2.10 Preservation options and preservation action planning
A2.2.2.10.1 The Library is seeking a solution that enables Library staff to maintain reference
information on options for preservation actions, and must be able to define candidate
preservation action plans.
R140 [VHD] The solution enables Library staff to create, update and delete reference
information on options for preservation action, both in general and for particular
formats or format types.
R141 [VHD] The solution enables Library staff to define, approve and prioritise candidate
preservation action plans for sets of managed content
R142 [VHD] The solution supports preservation action plans which include multiple steps.
R143 [VHD] The solution supports preservation action plans combining manual and automated
workflows.
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R144 [HD] The solution enables Library staff to define types of preservation action for use
within preservation planning and evaluation.
R145 [HD] The solution enables Library staff to perform 'what if' simulations to determine
impact of changes to availability of support for access, including:
a. removal of software or hardware sets supporting access, to assess risks or
impacts on access; and
b. addition or revision of software or hardware sets supporting access, to assess
proposed remedial preservation action plans.
R146 [D] The solution enables Library staff to estimate performance, capacity and resource
requirements, including indicative and comparative cost estimates, for executing
preservation action plans.
R147 [D] The solution enables approval of preservation action plans by authorised Library
staff – for example, by supervisors or collection managers.
A2.2.2.11 Supported preservation actions
R148 [VHD] The solution supports preservation actions which involve performing actions on
discrete files or sets of files – for example, format migration.
R149 [VHD] The solution supports preservation actions which involve performing actions on
part of a complex object or content contained in container files, including
replacement of content within containers, or equivalent, and updating of metadata
and relationships – for example, format migration on content within WARC
container files.
R150 [HD] The solution supports preservation actions which involve updating information on
support for access – for example, recording the acquisition of additional software
components that can be used to access a particular format.
R151 [HD] The solution supports preservation actions which involve revising or removing the
preservation intent to support individual items or sets of managed content, or
deaccessioning content from collections.
R152 [D] The solution supports preservation actions which involve actioning changes to
access mechanisms – for example, supporting insertion of alternative viewing
software components into a delivery system, or supporting emulation
environments.
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A2.2.2.12 Preservation action plan testing and evaluation
A2.2.2.12.1 The Library is seeking a solution that enables Library staff to test and evaluate
preservation action plans to determine if they satisfactorily achieve the preservation
intent for managed content.
R153 [VHD] The solution enables Library staff to define quality assurance criteria for
preservation action plan outcomes.
R154 [VHD] The solution enables Library staff to develop, test and quality assure and approve
executable preservation action plans for sets of managed content.
R155 [HD] The solution supports simulations or testing of preservation actions against a
content testbed.
A2.2.2.13 Preservation action scheduling
A2.2.2.13.1 The Library is seeking a solution that enables Library staff to schedule performance
of approved preservation actions.
R156 [VHD] The solution enables Library staff to define sets of managed content to which
preservation actions will be applied.
R157 [VHD] The solution enables Library staff to elect to perform preservation actions on any
existing version of content – for example, to perform a format migration on a
preceding version of a master if this is found to produce a superior result to
performing the migration on the current master for particular content.
R158 [VHD] The solution supports export of content for preservation action via external
processes, with subsequent import of treated content.
R159 [HD] The solution enables Library staff to schedule and execute approved preservation
action plans against individual items or sets of managed content in the production
environment.
R160 [HD] The solution supports execution of preservation action plans within the repository.
R161 [D] The solution enables Library staff to schedule and approve computing resources to
support preservation actions.
A2.2.2.14 Preservation action evaluation
R162 [VHD] The solution supports import and integration of preservation-treated content and
metadata, from either internal or external processes, including:
a. Verifying that preservation-treated digital content conforms to acceptance
criteria for preservation outcomes for designated sets of digital content;
b. Enabling Library staff to quality assure and approve preservation-treated
digital content for incorporation into the collection; and
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c. After approval, updating versions of content, metadata and associated
relationships.
R163 [HD] The solution supports ‘rollback’ of updated versions of content, metadata and
associated relationships to restore previous versions, if necessary.
R164 [HD] The solution enables Library staff to define and approve acceptance criteria for
preservation action outcomes for sets of managed content.
A2.2.2.15 Tool configuration and update
R165 [VHD] The solution enables Library staff to add or replace and configure tools, including
mapping of data interfaces, for use in analysis, preservation action and quality
assurance.
R166 [VHD] The solution enables Library staff to update configuration for tools used in
analysis, preservation and quality assurance – for example, to update virus
signature files.
R167 [VHD] The solution supports reporting on tools and tool configurations, including
versions.
A2.2.2.16 Preservation audit reporting
A2.2.2.16.1 The Library is seeking a solution that enables Library staff to audit and review its
processes, policies and plans for preservation management of digital content.
R168 [VHD] The solution supports comprehensive reporting for auditing purposes of content
and metadata composition, conditions, system policies, associated rights, tools and
configurations, risks and monitoring, events, actions and outcomes.
A2.2.2.17 Export
R169 [VHD] The solution supports export of all content and metadata for simple migration to
other systems.
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A2.3 Digitisation Systems for Printed Materials Scope
A2.3.1 Context
A2.3.1.1 The Library is seeking solutions that will enable digitisation of text-based materials
from hard copy and microfilm. Digitisation will enable researchers and the general
public to access this material through a searchable, online service. While the Library
already has an established Australian Newspapers Digitisation Program, the Library
is seeking to extend digitisation with enhanced functionality to other text-based
material such as books and journals.
A2.3.1.2 Digitisation of text-based materials involves scanning of the material, then content
analysis and OCR (Optical Character Recognition) which is performed on the digital
images created from the scanning process. The output of the digitisation processes
described in this scope of requirement (section A2.3), i.e. the scanned images and the
results of content analysis and OCR, will be ingested into a permanent repository, the
requirements for which are described in section A2.1 Digital Library Core.
A2.3.1.3 The Library is seeking solutions to support digitisation of text-based print materials
in-house only. In-house digitisation is intended to complement the Library's existing
program of outsourced digitisation.
A2.3.2 Digitisation Systems for Printed Materials Scope – Functional Requirements
A2.3.2.1 Relationship to other systems
R170 [HD] The solution enables interoperation with the Digital Library Core systems.
R171 [HD] The solution enables interoperation with other systems via APIs (Application
Programming Interfaces), or equivalent.
R172 [HD] The solution enables components to be changed in a modular way over time.
A2.3.2.2 Scanning of print and microfilm materials
A2.3.2.2.1 The Library is primarily looking for capabilities for in-house conversion of image to
text; however, solutions integrating the scanning workflow with the content analysis
and OCR workflow may be of interest.
R173 [HD] The solution enables items to be selected and scheduled for digitisation as a scan
job.
R174 [HD] The solution supports assignment of items and jobs against projects for statistical
reporting.
R175 [HD] The solution scans text based collection material to produce digital page images
from microfilm reels, original hard copy newspaper, books, journals and other
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printed materials, including maps and ephemera with both text and pictorial
content.
R176 [HD] The solution generates high quality greyscale and/or bi-tonal and/or colour TIFF
images according to digitisation and preservation quality standards established by
the Library.
R177 [HD] The solution supports recording of page image sequence based on the order of
appearance in the source material.
R178 [HD] The solution supports capture of targets occurring in microfilm as per normal
pages.
R179 [HD] The solution supports image manipulation – for example, auto-frame split, crop,
de-skew, de-speckle, rotation to reading view and enhancement for OCR.
R180 [HD] The solution supports splitting of microfilm frames to ensure that one source page
is one image.
R181 [HD] The solution supports correction for variations in film density for capture from
microfilm.
R182 [HD] The solution automatically generates technical metadata and includes this in the
header of each file.
R183 [HD] The solution supports both automated and manual quality acceptance checks.
R184 [HD] The solution supports quality assurance inspection of scanned images and supports
generation of image derivatives for viewing for quality assurance inspection
purposes if necessary.
R185 [HD] The solution supports re-scanning / re-processing of pages or entire publications
that do not meet quality requirements.
R186 [HD] The solution supports generation of unique identifiers for each image.
A2.3.2.3 Content analysis and OCR
A2.3.2.3.1 Source images
R187 [VHD] The solution enables Library staff to manually or automatically load source images
for content analysis and OCR processing. Regardless of whether an integrated
scanning and OCR solution is offered as a result of this Request for Tender, the
solution is able to load images, suitable for OCR processing, from any source.
R188 [VHD] The solution enables scanned content and metadata to be imported for processing,
for individual items and for batches of content.
R189 [VHD] The solution creates records for content entering the processing workflow.
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R190 [VHD] The solution supports image manipulation if required e.g. auto-frame split, crop,
de-skew, de-speckle, rotation to reading view and enhancement for OCR
R191 [VHD] The solution supports colour, greyscale and bi-tonal images.
R192 [HD] The solution supports content containing a mixture of colour, greyscale and bi-
tonal images within the same publication.
A2.3.2.3.2 Content analysis
R193 [VHD] The solution automatically identifies and/or enables Library staff to identify
document sections – that is, recognises components that form meaningful entities –
for example: chapters in a book; articles in a journal; or sections in a newspaper.
R194 [VHD] The solution automatically identifies and/or enables Library staff to identify zones
within documents and sections – for example, chapter or article title; illustrations;
columns of text.
R195 [VHD] The solution automatically identifies and/or enables Library staff to identify target
images.
R196 [VHD] The solution supports manual adjustment of zoning.
R197 [VHD] The solution supports allocation of categories to articles.
R198 [VHD] The solution supports different editions of works.
R199 [VHD] The solution supports association of continuation articles in reading order where
article zones are spread across multiple zones on the same page.
R200 [HD] The solution supports zoning boundary definitions as polygons.
R201 [HD] The solution supports aggregation of identified zones into a single zone – for
example, grouping of all recognised advertisement zones on a page into a single
zone.
R202 [HD] The solution supports association of continuation articles in reading order where
article zones are spread across multiple pages.
R203 [HD] The solution supports provision of structural metadata for book pages which
contain the end of one chapter and the start of another chapter.
R204 [HD] The solution supports association of illustrations with article zones.
R205 [HD] The solution supports association of captions with illustrations.
R206 [HD] The solution automatically suppresses and/or enables Library staff to suppress
processing of target images if required.
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A2.3.2.3.3 OCR
R207 [VHD] The solution OCRs the text. The solution supports OCR with zoning (for example,
articles of newspapers) and without zoning (for example, whole pages of books).
R208 [VHD] The solution supports non-English language texts (Unicode) and non-Roman
script.
R209 [VHD] The solution supports conversion of non-recognised font – for example, converting
‘■’ to ‘?’.
R210 [VHD] The solution supports OCR of text following the column and reading order
structure – that is, not left to right across the page ignoring a column structure.
R211 [HD] The solution supports application of user defined dictionaries, e.g. dictionary of
Australian place names, to improve the quality of OCR output.
A2.3.2.3.4 Output
R212 [VHD] The solution outputs results of content analysis and OCR in a manner that enables
a content management system to compile the text in reading order to produce a
complete transcript of the text.
R213 [VHD] The solution outputs results of content analysis and OCR in a manner that enables
text to be indexed for searching and for search terms to be highlighted in the
images returned as a result of searching.
R214 [VHD] The solution outputs results for each page containing page layout metadata - zones,
paragraphs, lines, words and fonts recognised by the OCR process, and their
coordinates on the page; full text of the page; OCR confidence levels at the
character and word level.
R215 [VHD] The solution outputs results for each issue or set of pages comprising a publication,
containing: descriptive metadata; administrative metadata; file metadata including
a manifest of source images and ALTO (Analysed Layout and Text Object) files
(or equivalent) referenced; structural metadata. Structural metadata should include
a physical structural map containing the order of pages and the corresponding
image and ALTO files (or equivalent), and a logical structural map if required to
contain image coordinates and ALTO file ID references (or equivalent) for the
identified zones and their reading order.
R216 [HD] The solution outputs the results for each page in a valid ALTO (Analysed Layout
and Text Object format) XML file (or equivalent).
R217 [HD] The solution outputs the results for each issue or set of pages comprising a
publication, in a valid METS file.
R218 [HD] The solution prevents duplication of word coordinates.
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A2.3.2.3.5 Descriptive metadata
R219 [VHD] The solution automatically creates and/or enables Library staff to create
descriptive metadata – for example, journal issue date, page numbers.
R220 [VHD] The solution supports bulk ingest of metadata given specific formatting rules.
R221 [VHD] The solution supports configurability of metadata sets to be recorded for different
types of text-based printed material or workflows.
R222 [VHD] The solution supports manual user addition or update of metadata.
R223 [VHD] The solution automatically applies and/or enables Library staff to apply page
sequence numbers.
R224 [HD] The solution supports manual addition of categories to articles and illustrations.
A2.3.2.3.6 Rekey or correct data
R225 [VHD] The solution enables Library staff to rekey or correct titles and certain other fields
as required – for example, subtitles, authors, abstracts.
A2.3.2.3.7 Quality assurance
R226 [VHD] The solution automatically assesses and/or enables Library staff to assess quality
of generated text and metadata at various points in the workflow and take remedial
action as required.
R227 [VHD] The solution enables Library staff to manage set up of requirements and
acceptance criteria for output of processing.
R228 [VHD] The solution provides facilities to validate output against acceptance criteria.
R229 [VHD] The solution supports generation of image derivatives for quality assurance
inspection purposes if necessary.
R230 [VHD] The solution alerts Library staff to validation failures and enables resubmission.
R231 [VHD] The solution supports both automated and manual quality acceptance checks.
R232 [VHD] The solution enables Library staff to approve or reject content based on quality
acceptance checks.
R233 [VHD] The solution supports both complete and sample-based quality assurance.
R234 [HD] The solution supports automated comparison of sample output against quality
assurance profiles for different content types.
R235 [HD] The solution enables Library staff to tentatively approve or reject content or submit
to other Library staff for review.
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A2.3.2.3.8 Tracking
R236 [VHD] The solution provides facilities to track status of content and processes throughout
the workflow.
R237 [VHD] The solution provides facilities for monitoring of workflow statuses and reporting.
R238 [VHD] The solution enables Library staff to suspend or abort import of source images or
other processes in the workflow.
R239 [VHD] The solution enables items or jobs to be re-processed or re-submitted for
processing.
R240 [HD] The solution provides facilities to transfer and assign processes to users.
A2.3.2.3.9 Create derivatives
R241 [HD] The solution provides facilities to generate derivative copies for viewing and/or for
delivery, if required.
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A3.1 The following general requirements apply to all scopes, unless otherwise specified.
A3.2 Interface Requirements
R242 [VHD] Solutions enable all data to be exposed or accessed.
R243 [HD] Solution components interoperate only through published interfaces – for example,
APIs (Application Programming Interfaces), or equivalent.
R244 [HD] Solution components support integration with single sign-on authentication, via
Active Directory.
A3.3 Design Constraints
R245 [VHD] Software components are Unicode compliant.
R246 [VHD] Software components support activity and event logging and reporting.
R247 [VHD] Software components support exception handling.
R248 [VHD] Software components support recovery from error conditions.
R249 [VHD] Software components support graceful failure or degradation of service under
error conditions.
R250 [VHD] Solutions support programmatic access to data to allow integration with other
systems and development of additional software tools or plugins.
R251 [VHD] Software components support low level access to content for administrative
purposes via a resolver, API, service or equivalent.
R252 [VHD] Solutions have web-based user and administrative interfaces.
R253 [HD] Server-side software components run on Unix/Linux operating systems.
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A3.4 Performance Requirements
R254 [VHD] As indicated in the following table, solution components support the following
baseline estimates for material throughput, and are scalable to support increased
activity:
System components
supporting:
Processing throughput capacity
Digitisation workflows 3-6 million images per year through mass digitisation
processes.
50,000 to 100,000 images per year through curated
digitisation processes.
150,000 images per year of on-demand digitisation for
client requests.
Up to 2500 hours of publication quality audio per year.
Up to 2500 hours of publication quality video per year.
Web archiving 1 billion files per year (approximately 40 TB)
Deposit on physical
format carriers
3000 carriers per year.
May include large collections, for example a collection
from a photographer containing 900 GB of images.
Online deposit 3000 submissions per year.
R255 [HD] As indicated in the following table, solution components support the following
numbers of concurrent users, and are scalable to support increased user demand.
System components
supporting: Concurrent users supported
Digitisation workflows 50 Library staff users.
Web archiving 30 Library staff and partner agency users.
Deposit on physical
format carriers
20 Library staff users.
Online deposit 15 external depositors and Library staff users.
Preservation 20 Library staff users.
Delivery 50 record accesses per second.
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R256 [HD] Solutions are to support at least 1 gigabit per second network interface speed
between infrastructure components.
A3.5 Interoperability
R257 [VHD] As indicated in the following table, solution components provide facilities to
interoperate via the following standards and protocols, where appropriate:
a. Hypertext Transfer Protocol - HTTP 1.1 - RFC 2616;
b. HTTP Extensions for Web Distributed Authoring and Versioning - WebDAV
- RFC 4918;
c. File Transfer Protocol - FTP - RFC 959;
d. Web Services technologies as described in Web Services Architecture: W3C
Working Group Note 11 February 2004;
e. WARC File Format - ISO 28500:2009;
f. Extensible Markup Language - XML 1.0;
g. Metadata Encoding and Transmission Standard - METS;
h. Metadata Object Description Schema – MODS;
i. PREMIS Preservation Metadata Schema;
j. MARC 21 / MARC XML;
k. Dublin Core metadata standard;
l. Encoded Archival Description 2002- EAD 2002;
m. Encoded Archival Context – Corporate Bodies, Persons, and Families - EAC-
CPF;
n. Analysed Layout and Text Object format – for description of layout and
content of page objects – ALTO;
o. Text Encoding Initiative schemas – TEI;
p. AES standard for audio metadata – Audio object structures for preservation
and restoration – AES 57-2011;
q. Library of Congress – Technical metadata for audio – AudioMD;
r. Library of Congress – Technical metadata for video – VideoMD;
s. Lightweight Directory Access Protocol – LDAP - RFC 4510; and
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t. Web Content Accessibility Guidelines - WCAG 2.0
A3.6 Usability
R258 [HD] Software components provide appropriate feedback on user actions, prevent users
from error and allow recovery from error.
R259 [HD] Software components support accessibility requirements and provide alternative
means to interact with system components, data and processes, where necessary.
A3.7 Maintainability
R260 [VHD] Solutions provide mechanisms and documentation for installation, upgrade,
configuration and quality assurance of installation, upgrade and configuration.
R261 [VHD] Solutions provide facilities to troubleshoot problems during operation.
R262 [VHD] Equipment and software components are to remain under a maintenance
agreement or warranty for the life of the equipment and software components.
R263 [VHD] Successful Tenderers are to provide services under maintenance agreements for
equipment and software components.
R264 [HD] Software components are maintainable such that a competent programmer with the
appropriate skills and tools is able to:
a. Diagnose and correct a complex defect without resorting to reverse
engineering, inserting debugging code or running long or repetitive test
routines;
b. Add functionality without breaking the architectural model, or introducing
new defects; and
c. Redeploy the software without complex manual procedures.
A3.8 Integrity
R265 [VHD] Solutions to validate and preserve data integrity for data transfer and storage.
R266 [VHD] Solutions log data integrity check results.
R267 [VHD] Solutions detect and report data integrity failures.
A3.9 Quality
R268 [VHD] For digitisation of image and textual materials, equipment and system components
are capable of producing International Colour Consortium (ICC) colour managed
bi-tonal, greyscale and colour images at a minimum of 400 dpi resolution without
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interpolation, with de-skewing of page images to within plus or minus 1 degree
from parallel.
R269 [VHD] For digitisation of image and textual materials, equipment and system components
are capable of producing uncompressed or lossless compressed Lempel Ziv Welch
(LZW) TIFF files, or acceptable alternative image formats of RAW, DNG, and
potentially JPEG 2000.
A3.10 Support
R270 [VHD] Successful Tenderers, if any, are to provide timely services under acceptable
maintenance agreements for equipment and software components.
R271 [VHD] Final supplier maintenance agreements are to include Library staff training and
certification. The training is to be instructor led, classroom based and to be
delivered in Canberra for the duration of the contract term as requested by the
Library.
R272 [VHD] Initial training is expected for each solution component with expected class sizes
of 12. Successful Tenderers are to provide training for system administrators,
technical and business area Library staff, and are to also provide printed and
bound training materials.
R273 [VHD] Successful Tenderers are to provide up-to-date technical and user documentation
in both print and electronic formats. The documentation is to be revised with
system updates, and is to be provided before the systems or updates are installed in
production environments.
R274 [VHD] Service Rebates will apply to failures to achieve the response and resolution times
as outlined in the attached draft Contract.
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PART B Term of Contract (Period of Contract)
B1 The Term of the Contract is expected to be 5 years with the option to extend for an
additional 5 years.
PART C Reports and Meetings
C1 Oral progress reports are expected throughout the delivery of the Services.
C2 The Library expects written progress reports to be provided monthly, and where
deliverables involve software development, at stage boundaries. The Library also
expects exception reports to be raised when agreed tolerances are likely to be
exceeded.
C3 Meetings are to take place as requested by the Library or the successful Tenderer.
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SCHEDULE 2 – FORM OF OFFER
This Deed of Undertaking is made the 2012
by
(Tenderer)
(Insert name and ACN/ABN of Tenderer)
in favour of
The NATIONAL LIBRARY OF AUSTRALIA ABN 28 346 858 075 (The Library)
RECITALS
A. The Library has issued a Request for Tender (RFT) in relation to the provision of Services.
B. The Library requires this Deed of Undertaking to be provided by the Tenderer with the
Tender.
INTERPRETATION
In this Deed, terms not otherwise defined have the meanings given in the RFT.
OPERATIVE PROVISIONS
THE TENDERER UNDERTAKES AS FOLLOWS:
1. The Tenderer offers to provide the Services in accordance with the RFT and on the basis of:
(a) this completed Schedule 2; and
(b) the Tender to which this Deed of Undertaking relates.
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2. Where the organisation that a Tender proposes the Library enter into a Contract with is a
partnership, each person or organisation forming that partnership is jointly and severally
liable to the Library for any offer made in the Tender.
Tender validity period
3. The Tenderer:
(a) warrants that the information provided by the Tenderer in the Tenderer Schedules is
true; and
(b) confirms that its Tender remains valid for acceptance for a period of 6 months after
the Tender Closing Time.
[Tenderers may replace 6 months with a longer period.]
Improper assistance and false or misleading information
4. The Tenderer warrants that the Tender to which this Deed of Undertaking relates has not
been prepared with the benefit of:
(a) information obtained from a current or former officer or employee of the
Commonwealth of Australia (Commonwealth) or the Library in circumstances that
constitute a breach of confidentiality or fidelity on the part of that person or a
breach of sections 70 or 79 of the Crimes Act 1914 (Cth) or the Public Service
Regulations; or
(b) information otherwise improperly obtained from the Library or any department or
agency of the Commonwealth.
5. The Tenderer acknowledges that:
(a) the Library will be relying on all of the information contained in and all of the
representations made in its Tender and any subsequent written and/or verbal
clarifications of the Tender for the purposes of evaluating the Tender against
Tenders received from other persons; and
(b) it is a serious offence under Division 137 of the Criminal Code Act 1995 (Cth) to
give false and misleading information to the Commonwealth and its officers.
6. The Tenderer warrants that the Tenderer, and to the best of the Tenderer's knowledge after
all reasonable enquiries, any Subcontractors [and [name any consortium members]],
through its or their officers, employees or agents, [has/have] not attempted and will not
attempt to influence improperly or obtain any special advantage from any officer,
employee or contractor, or ex-officer, ex-employee or ex-contractor of the Commonwealth
or Library in connection with the preparation of or assessment of any Tender.
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Equal opportunity for women
7. Neither the Tenderer, nor any party proposed by the Tenderer to deliver any Services to the
Library, has been named as non compliant under the Equal Opportunity for Women in the
Workplace Act 1999 (Cth).
Compliance with the RFT
8. Subject to the Tenderer's response to Schedule 3.7 of the RFT (Tenderer's Compliance
with Draft Contract), the Tenderer warrants that it has read, understands and agrees to all
conditions, including without limitation obligations and acknowledgments included in the
RFT, under which this Deed of Undertaking is provided.
Solvency
9. The Tenderer warrants that:
(a) it and each of its related bodies corporate (as defined in the Corporations Act),
principal share and equity holders and any partners are solvent; and
(b) it is not aware of any process to place the Tenderer or any of its related bodies
corporate, principal share and equity holders or partners in liquidation,
administration or the equivalent.
Further information in relation to financial and corporate capability
10. The Tenderer hereby:
(a) consents to and authorises the Library, its officers, employees, agents or advisers to:
(i) undertake any confidential references, probity, credit, security and financial
checks as the Library in its sole and absolute discretion requires; and
(ii) seek any financial information required for the purpose of establishing the
financial viability of the Tenderer;
(b) undertakes to provide at the Tenderer's expense reasonable assistance to the Library,
its officers, employees, agents or advisers to assist it in any checking it wishes to
have undertaken under or in respect of its Tender; and
(c) undertakes to obtain the consents and authorisations of any Subcontractor
nominated by the Tenderer in the RFT necessary to facilitate the Library, its
officers, employees, agents or advisers to:
(i) undertake any confidential references, probity, credit, security and financial
checks as the Library in its sole and absolute discretion requires; and
(ii) seek any financial information required for the purpose of establishing the
financial viability of the Tenderer; and
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(d) undertakes to provide access to and authorisation for the Library to inspect relevant
financial records of the Tenderer, as considered necessary by the Library for the
assessment of corporate capability.
11. The Tenderer hereby consents to and authorises the Auditor-General or its nominee to
access its premises and inspect any documents, records or other information, however
stored, in connection with the RFT. The Tenderer will cooperate as reasonably required
with any request for access.
12. The Tenderer undertakes to obtain the consents, authorisations and cooperation of any
Subcontractor nominated by the Tenderer in its Tender necessary to permit the Auditor-
General or its nominee to access the Subcontractor's premises and inspect any documents,
records or other information, however stored, in connection with the RFT.
Conflict of interest
13. The Tenderer declares the following conflict of interest or potential conflict of interest that
may apply to its responding to the RFT or providing the Services involving itself, any
member of its consortium or a proposed Subcontractor:
[Insert details or write "Nil".]
14. The Tenderer also declares the following circumstances that may give rise to either an
actual conflict or a perception of conflict of interest involving itself, any member of its
consortium or a proposed Subcontractor:
[Insert details or write "Nil".]
15. The Tenderer's proposed method of managing the issues referred to in paragraphs 13 and
14 and any known or potential conflicts of interest that may arise in the course of
providing the Services described in this RFT is:
[Insert details or write "Not applicable".]
16. The Tenderer warrants and undertakes that:
(a) at the date of submitting the Tender, no conflict of interest, other than a conflict of
interest identified above, exists or is likely to arise concerning itself or a related
entity affecting the provision of Services should it be successful with its Tender;
(b) if, before finalisation of the RFT process, a conflict of interest arises concerning
itself or a related entity, the Tenderer will notify the Library immediately in writing
of that conflict or risk of conflict;
(c) it has the resources, or will be able to obtain the resources, likely to be required to
properly provide the Services;
(d) all necessary authorities and approvals have been obtained in order for it to lodge
its Tender; and
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(e) it will comply with all relevant State/Territory laws and, where applicable or
desirable, Commonwealth Occupational Health and Safety Acts or regulations.
Collusive tendering
17. The Tenderer has not engaged in any collusive bidding, anti-competitive or any other
similar unlawful conduct with any other Tenderer or any other person in relation to the
preparation or lodgement of its Tender.
18. Without limiting paragraph 17, to the best of its knowledge, the Tenderer has not
proposed any Subcontractor for a significant part of the delivery of the Services that is
involved in a Tender being lodged in relation to this RFT by any other organisation.
Acknowledgements
19. The Tenderer acknowledges that:
(a) the requirements and obligations detailed in Schedule 1 (Statement of Requirement)
are based on projected future requirements that may vary significantly from current
and historical requirements;
(b) it has conducted its own inquiries, investigations and appraisal of the RFT,
including the Services to be provided and any assumptions, uncertainties and
contingencies which may have an affect on its Tender;
(c) it has obtained its own advice on the impact of all relevant legislation on its
participation in this RFT process;
(d) in lodging its Tender it has not relied on any express or implied statement, warranty
or representation, whether oral, written or otherwise made by or on behalf of the
Library, its officers, employees, agents or advisers, other than any statement,
warranty or representation contained in this RFT;
(e) the Library makes no representation that any other Government Agency will
necessarily take up any offer made by the successful tenderer to provide Services to
those Government Agencies on the same terms as the Services provided to the
Library;
(f) the Library may, in its sole and absolute discretion, at any time exercise any rights
it has under the RFT or otherwise; and
(g) the Tenderer is responsible for all costs and expenses related to:
(i) the preparation and lodgement of its Tender;
(ii) any subsequent negotiation; and
(iii) any other action or response in relation to this RFT.
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Judicial decisions in relation to employee entitlements
20. The Tenderer warrants that neither it nor its proposed Subcontractors have any unpaid
claims against them in respect of judicial decisions relating to employee entitlements, other
than those for which the Tenderer or Subcontractor has lodged a formal appeal that has not
yet been determined.
Declaration in relation to employment practices
21. The Tenderer declares the following:
[Choose one paragraph (a) and delete the other two.]
(a) The Tenderer has had no adverse court or tribunal decision for a breach of
workplace relations law, occupational health and safety law, or workers’
compensation law in the two years preceding the date this RFT is released.
(a) The Tenderer has had [insert number] adverse court or tribunal decision for a
breach of workplace relations law, occupational health and safety law, or workers’
compensation law in the two years preceding the date this RFT is released.
However, the Tenderer has fully complied or is fully complying with all penalties
or orders arising from the court or tribunal decisions.
(a) The Tenderer has had [insert number] adverse court or tribunal decision for a
breach of workplace relations law, occupational health and safety law, or workers’
compensation law in the two years preceding the date this RFT is released. The
Tenderer has not fully complied with, or is currently not fully complying with
[insert number] of the penalties or orders arising from the court or tribunal
decisions declared above, because in each case:
(i) the decision is currently under appeal or the period allowed for commencing
an appeal has yet to expire; or
(ii) the period allowed for paying the penalty and complying with the order has
yet to expire.
(b) The Tenderer understands its obligations under all applicable workplace relations
laws, occupational health and safety laws, and workers’ compensation laws. The
Tenderer undertakes that it complies with all of these obligations.
(c) The Tenderer agrees that the Library may provide any information collected, or
provided to it by the Tenderer during the course of this Tender process (including
regarding breaches of the Fair Work Principles) to other Commonwealth agencies
or regulatory bodies including the Department of Education, Employment and
Workplace Relations, Australian National Audit Office, Fair Work Ombudsman
and Fair Work Australia.
(d) If at any time prior to entry into contact with the preferred Tenderer, any
information provided in this declaration changes, the Tenderer agrees to advise the
Library of that change within 7 days.
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Tenderer's contact details
Name of Tenderer [Tenderer name to be inserted]
Tenderer's ABN/ACN [Tenderer ABN/ACN to be inserted]
Tenderer's Address [Tenderer name to be inserted]
Tenderer's Representative:
Name [Representative name to be inserted]
Telephone [Representative's telephone to be inserted]
Facsimile [Representative's facsimile to be inserted]
Email [Representative's email to be inserted]
EXECUTED as a deed poll.
SIGNED, SEALED and DELIVERED by the
[Tenderer] ABN [insert]
Signature of director Signature of director/secretary
Name Name
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216518240_2 NLA RFT 63
SCHEDULE 3 – TENDER SCHEDULES
Tenderers are to ensure that they provide sufficient information to evaluate their Tenders against
all the evaluation criteria in this RFT. The following Tender Schedules, which Tenderers should
complete as part of their Tender, are intended to mirror the Evaluation Criteria set out in this RFT.
Tenderers' compliance with the Conditions for Participation set out in clause 6.1 of this RFT will
be evaluated by reference to their Tenders and in particular:
Form of Offer (Schedule 2); and
Tender Schedules (Schedules 3.1 and 3.2).
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216518240_2 NLA RFT 64
SCHEDULE 3.1 – NOT USED
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SCHEDULE 3.2 – NOT USED
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SCHEDULE 3.3 – UNDERSTANDING OF AND APPROACH TO THE SERVICES REQUIRED
This Schedule is to be completed by the Tenderer and lodged with its Tender.
1. Service solution
1.1 Tenderers are to provide detailed information on their proposed solution to the Library's
Schedule 1 (Statement of Requirement), including an indication of how the Tenderer will
meet the prescribed performance standards and service levels. Tenderers should provide a
response indicating how the proposed solution meets the requirement for each requirement
numbered in the following format in the Statement of Requirement: R[#].
1.2 The Library is also interested in Tenderers' flexibility to adapt to possible changes over the
Term of the proposed Contract. Tenderers should highlight where they consider that they
can provide innovation and continuous improvement as part of their solution.
1.3 Tenderers should provide the following details for their proposed solution:
(a) solution overview;
(b) solution architecture;
(c) logical data model;
(d) APIs: and
(e) system requirements and constraints.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
1.4 In addition to the above and for ease of completion by Tenderers, the following templates
are provided for responses to the functional and general technical requirements.
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
A2.1.2 Digital Library Core System Scope - General - Functional Requirements
A2.1.2.1 Relationship to other systems
R1 The solution is either capable of integrating
with solutions for the Preservation System or
may reside separately but be capable of
interoperating with or provide services to
solutions for the Preservation System.
VHD [Tenderer to
complete]
[Tenderer to complete]
R2 The solution enables interoperation with other
systems via APIs (Application Programming
Interfaces), or equivalent.
VHD [Tenderer to
complete]
[Tenderer to complete]
R3 The solution enables interoperation with a direct
deposit workflow system, digitisation systems
and digital collections delivery systems.
HD [Tenderer to
complete]
[Tenderer to complete]
R4 The solution supports interfaces with the
following Library systems and their future
replacements:
Archival management system for manuscript materials - Archivists' Toolkit;
Equipment and services in the Library's audio conversion facility, for audio preservation, capture,
HD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
analysis and processing - QUADRIGA AudioCube,
DOBBIN;
Integrated Library Management System (ILMS) -
Voyager;
Interlibrary loan management and document delivery system - Relais;
Issue tracking system - Atlassian JIRA;
Records Management System - TRIM;
Rights Management System - Sprightly (in-house system);
Search and discovery service - Trove (in-house system);
Storage system - Digital Object Storage System (DOSS) (in-house system);
User Management System - in-house system;
Authentication services - Active Directory;
Digital Collections Manager (DCM) – to be replaced as
part of digital infrastructure replacement – workflow, management and delivery for digitised and born-digital
pictorial and audio materials;
Newspapers Content Manager (NCM) – to be replaced
as part of digital infrastructure replacement – workflow and management system supporting mass digitisation of
Australian newspapers and journals;
PANDAS/PANDORA – to be replaced as part of digital
infrastructure replacement – harvest, management and delivery system for selective web archiving;
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
Prometheus – to be replaced as part of digital infrastructure replacement – workflow and management
system for capture of digital content from physical
carriers; and
Whole Australian Web Domain Harvest service - outsourced harvest, returned content stored and managed
by the Library.
R5 The solution enables components to be changed
by the Library in a modular way over time.
HD [Tenderer to
complete]
[Tenderer to complete]
A2.1.3 Digital Library Core System Scope - Collect - Functional Requirements
A2.1.3.1 Configure
R6 The solution extensibly supports collection and
management of additional formats.
VHD [Tenderer to
complete]
[Tenderer to complete]
R7 The solution enables Library staff to configure
different ingest workflows for different groups
of material - for example, configurable
validation rules (including no validation);
configurable generation of access copies
(including no generation).
VHD [Tenderer to
complete]
[Tenderer to complete]
R8 The solution supports integration and
configuration of additional or alternative tools
to enhance ingest workflows, processing and
VHD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
analysis, quality assurance and preparation for
discovery, access or delivery.
R9 The solution enables Library staff to define and
approve acceptance criteria for deposited
content - including format, compliance with
standards and format specifications, and quality
of content and metadata.
HD [Tenderer to
complete]
[Tenderer to complete]
R10 The solution enables Library staff to define and
approve metadata sets to be supplied or
extracted for defined sets of digital items,
processes or workflows.
HD [Tenderer to
complete]
[Tenderer to complete]
R11 The solution enables Library staff to define and
approve system policies and default values – for
example collection groups, functional roles,
preservation intent, access policies, and risk
profiles.
HD [Tenderer to
complete]
[Tenderer to complete]
R12 The solution enables Library staff to associate
pre-defined system policies, acceptance criteria,
or metadata sets with a set of digital objects.
HD [Tenderer to
complete]
[Tenderer to complete]
A2.1.3.2 Ingest
R13 The solution ingests digital content submitted in VHD [Tenderer to [Tenderer to complete]
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
standardised ways, including large and complex
objects that consist of one or more files in
known or unknown formats.
complete]
R14 The solution supports efficient ingest of large
numbers of files, including sets of unrelated
files.
VHD [Tenderer to
complete]
[Tenderer to complete]
R15 The solution ingests, into permanent storage,
records or sets of existing descriptive,
administrative, structural, technical or
provenance metadata with accompanying digital
content.
VHD [Tenderer to
complete]
[Tenderer to complete]
A2.1.3.3 Quality Assurance and Remediation
R16 The solution enables Library staff to assess
quality of content and metadata submitted for
ingest and take remedial action as required.
HD [Tenderer to
complete]
[Tenderer to complete]
A2.1.3.4 Identify format, Transform
R17 The solution automatically identifies known file
formats, as well as enables Library staff to do so
manually.
VHD [Tenderer to
complete]
[Tenderer to complete]
R18 The solution automatically transforms content HD [Tenderer to [Tenderer to complete]
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
to standard preservation formats on submission
for ingest according to defined system policies,
including policy of no transformation.
complete]
A2.1.3.5 Validate
R19 The solution validates content files and
metadata against acceptance criteria on
submission, as configured by Library staff,
including no validation.
VHD [Tenderer to
complete]
[Tenderer to complete]
A2.1.3.6 Access copies and derivatives
R20 The solution supports ingest of access copies
derived from original or master copies, and
alternative or parallel representations of content
(e.g. transcripts, Optical Character Recognition
(OCR) text) created via external processes.
VHD [Tenderer to
complete]
[Tenderer to complete]
R21 The solution enables Library staff to ingest
access copies and other representations with
masters, or without masters if masters are
already in the repository, and to describe the
types of representations.
VHD [Tenderer to
complete]
[Tenderer to complete]
R22 The solution automatically creates access copies
from preservation master copies where Library
HD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
staff have configured a workflow to do this.
A2.1.3.7 Track
R23 The solution enables Library staff to track status
of digital objects and verify successful storage
of files.
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R24 The solution provides facilities to recover from
error states and restart workflows from
appropriate stages.
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A2.1.3.8 Storage location
R25 The solution, if required, assigns appropriate
storage locations for content and metadata that
is ingested or generated by system processes.
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R26 The solution manages file locations and
maintains associations between storage
locations and item identifiers if files are
relocated.
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A2.1.4 Digital Library Core Systems Scope – Manage – Functional Requirements
A2.1.4.1 Library staff access, internal identifiers
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R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
R27 The solution automatically provides a persistent
identifier for internal use and indexes metadata
so that objects can be found quickly.
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R28 The solution enables Library staff to search
content and metadata within the system by a
wide range of criteria (including advanced
search with multiple criteria), covering
descriptive, technical, preservation,
administrative, access rights and structural
metadata.
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R29 The solution enables Library staff to quickly
access copies of digital objects (images,
documents, audio and video) for various
purposes, including quality assurance and
preservation processes and selecting appropriate
items to download for exhibition and
publication purposes.
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A2.1.4.2 Manage
R30 The solution enables authorised Library staff to
manage content files individually or in batches.
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R31 The solution records version history and process VHD [Tenderer to [Tenderer to complete]
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R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
history for preservation master copies. complete]
R32 The solution enables Library staff to selectively
revert to previous versions of content and
metadata.
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R33 The solution enables Library staff to run data
integrity checks and to inspect digital content or
metadata which has failed data integrity checks.
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R34 The solution enables Library staff to manage
physical inventory for those collections
requiring it, for example by storing metadata
objects that represent physical objects or
carriers.
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A2.1.4.3 Masters, access copies
R35 The solution supports a wide range of formats
for preservation master copies and access
copies.
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R36 The solution supports multiple master copies
and multiple access copies for a digital object.
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A2.1.4.4 Update, version, delete
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R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
R37 The solution enables Library staff to upload
new versions of master copies and access
copies, or generate new versions of access
copies from masters, individually or in batches.
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R38 The solution enables Library staff to view
version history and manage which versions are
available for access.
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R39 The solution versions digital items after an
action which updates or changes the item, and
updates associated metadata and relationships.
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R40 The solution keeps and manages previous as
well as current versions of content and
metadata.
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R41 The solution enables authorised Library staff to
deaccession managed content, including items,
parts of items or access copies.
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R42 The solution enables Library staff to quality
assure and approve updates to digital items or
metadata.
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A2.1.4.5 Report
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R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
R43 The solution enables Library staff to generate
regular pre-set and custom one-off reports on
digital collections based on a range of criteria.
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R44 The solution enables Library staff to schedule or
run ad hoc analyses on content and metadata.
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R45 The solution monitors and reports on storage
usage and growth, and monitors and reports on
system performance.
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A2.1.4.6 Links to other systems
R46 The solution makes metadata available for use
by other systems and provides services to
import metadata from other systems.
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R47 The solution enables Library staff to link
records about digital objects to records in other
systems, for example the library management
system or rights management system.
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R48 The solution supports linking of digital objects
at any level of aggregation to a record in
another system.
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R49 The solution supports linking of multiple items VHD [Tenderer to [Tenderer to complete]
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R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
to a single record in another system. complete]
R50 The solution supports linking a single digital
object record to records in multiple systems.
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R51 The solution supports linking a single digital
object record to multiple records in an external
system.
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A2.1.4.7 Metadata
R52 The solution supports a range of descriptive,
technical, administrative, rights, structural and
provenance metadata needs for different
materials or collections.
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R53 The solution automatically extracts or creates
descriptive, administrative, rights, structural,
technical or provenance metadata from files and
from system processes, including from external
systems, where Library staff have configured a
workflow to do this.
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R54 The solution enables authorised Library staff to
inspect and update automatically created
metadata.
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
R55 The solution enables Library staff to create,
update or import descriptive, technical,
preservation, access rights and structural
metadata for digital objects, individually or in
batches, including after the objects are
permanently stored.
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A2.1.4.8 Relationships
R56 The solution provides facilities to record file
structures and file relationships.
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R57 The solution enables Library staff to arrange
and describe digital content, including creating
or supplementing metadata or creating an
alternative structure for a complex object or
series of objects. Library staff are able to do this
after content is permanently stored, without
having to re-ingest the content.
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R58 The solution enables Library staff to manage
relationships between objects that belong to an
ordered or unordered set - for example, a
sequence of pages in a book.
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R59 The solution supports creation or collection of
digital content representing only part of an item,
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R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
part of a set of items or part of a collection, and
defining the part’s context within the whole.
complete]
R60 The solution enables Library staff to manage
relationships between different representations
of the same content - for example, the audio
recording, summary and transcript of an
interview.
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R61 The solution supports relationships between
different editions of an item – for example,
edited and unedited versions of transcript, map
with and without contour markings.
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R62 The solution enables Library staff to manage
logical as well as ‘physical’ structure of digital
objects, and associate a digital item with more
than one set of structural or logical relationships
(that is, an item can have more than one
'parent').
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R63 The solution supports alternative arrangements
of digital content, including content from
multiple items.
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R64 The solution enables Library staff to manage
relationships between digital objects for
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
delivery purposes and make choices about how
they will be delivered in context.
R65 The solution supports integration and
association of content from mixed media,
including born-digital, digitised and physical
content.
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R66 The solution supports arrangement and
description of content, including:
a. Support content guides, finding aids or
other descriptive lists providing access
points to collection content;
b. Support description of and references to
content at various aggregation levels
from multiple descriptive sources or
contexts; and
c. Support description of and references to
content at various aggregation levels
across multiple items, sets of items or
collections.
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A2.1.4.9 Group
R67 The solution enables Library staff to define sets
and assign digital items to any number of sets
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R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
for managing them according to various criteria.
R68 The solution enables Library staff to create and
configure collection ‘views’ of content and
metadata.
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R69 The solution supports creation and delivery of
themed collections, finding aids and additional
descriptive lists at different aggregate levels to
aid discovery and use of content.
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A2.1.4.10 External Identifiers
R70 The solution enables use of persistent published
identifiers in delivery systems to support
external references to specific objects at various
levels from series to tiles on a page.
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R71 The solution makes automatically assigned
internal identifiers independent of any
alternative identifiers for an item or set of items.
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R72 The solution supports pre-existing published
identifiers.
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
R73 The solution enables Library staff to optionally
assign one or more persistent alternative
identifiers for external referencing down to file
level for items or parts of items, or for sets of
items.
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A2.1.4.11 Access control
R74 The solution enables Library staff to manage
users and user permissions.
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R75 The solution supports access restrictions on
content down to file level for external users.
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R76 The solution supports access control policies for
content and metadata which were assigned at
the time of collection.
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R77 The solution enables authorised Library staff to
easily see what access restrictions apply to
digital objects, and to quickly update, modify or
delete access restrictions when required.
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R78 The solution enables authorised Library staff to
update, modify or delete access restrictions at
multiple levels – for example, series, item, part,
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
and to specific copies, versions or editions.
R79 The solution supports complex user permissions
and access restrictions to content and metadata
based on multiple criteria. The solution applies
access control policies for access and delivery
of content and metadata at multiple levels, and
supports restrictions based on time, location,
number of concurrent users, or authorisation.
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R80 The solution enforces access restrictions
immediately upon their creation or update.
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R81 The solution supports enforcement of access
control policies internally, limiting Library staff
access to content being managed – for example,
for sensitive or secret/sacred material.
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R82 The solution supports e-lending models for
controlled temporary distribution of content in
accordance with rights conditions to both
libraries and individuals.
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A2.1.5 Digital Library Core Systems Scope – Deliver – Functional Requirements
A2.1.5.1 Discovery systems
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
R83 The solution makes a range of metadata
available to discovery systems.
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R84 The solution makes textual versions of digital
objects available to discovery systems (for
example, full-text transcripts and summaries of
oral history interviews and OCR transcripts of
published documents).
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R85 The solution enables authorised Library staff to
approve release of metadata and content for
public discovery, access and display, or
alternatively suppress or defer public access.
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R86 The solution enables authorised Library staff to
configure availability of metadata for discovery,
including specifying individual metadata fields.
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R87 The solution makes metadata available which
enables search by free text, URL (for web
material), geographic co-ordinate, place name
and bounded area searching.
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A2.1.5.2 Download, Delivery Systems, Export
R88 The solution enables Library staff to download
master copies of digital objects quickly, if on
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
disk storage, individually or in arbitrary batches
– for example, for use in publications and
exhibitions, for generating new derivative
versions, and for fulfilling copy requests from
library clients.
complete]
R89 The solution makes content and metadata,
including relationship metadata, available to
systems which will deliver digital objects to
library users. These systems will deliver
through web based interfaces and enable library
users to print copies and download copies for
offline use, subject to access and use conditions.
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R90 The solution supports export of managed
content and metadata in standardised ways from
the system, both individually and in batches.
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R91 The solution supports export of all data for
simple migration to other systems.
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R92 The solution provides an alternate pathway for
access to content – that is, direct access as an
alternative to managed access. The solution
allows direct access to content through
persistent URLs, unmediated by software APIs,
for delivery or management purposes, for
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
appropriately authorised Library staff or
systems.
R93 The solution supports delivery of packaged
content and metadata for viewing offline – for
example: viewing at a standalone PC within a
reading room; supply to a client at a remote
location; supply to a donor; supply to a valuer;
or supply of an entire web content harvest or
content instance for transfer to another agency.
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R94 The solution enables delivery systems to include
descriptive and access rights metadata in
content files when they are downloaded.
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A2.1.5.3 Delivery of complex content
R95 The solution makes metadata available to
delivery systems which would enable them to
deliver complex objects and enable library users
to navigate within various contexts for content –
for example: within parts of an item; within
hierarchical arrangements of content; within
themed collections to which an item belongs; or
to related content.
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R96 The solution makes content and metadata VHD [Tenderer to [Tenderer to complete]
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
available to delivery systems which would
enable them to provide features such as:
a. Delivery of parallel versions or related
content – for example, text transcripts
linked to images or audio;
b. Delivery of synchronised content – for
example, musical scores and sound,
sound or video recordings and
transcripts; and
c. Clear navigation within complex objects
or series of objects – for example, ‘page
flipping’ in series, folders and items, or
‘stitching’ of adjacent maps images.
complete]
A2.1.5.4 Delivery copies
R97 The solution enables access to unrestricted
preview and view/listen copies through a web
based delivery system.
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R98 The solution enables Library staff to select
which of multiple versions or editions of a
digital object is the preferred copy for delivery.
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R99 The solution enables access to master copies for HD [Tenderer to [Tenderer to complete]
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Tenderer's Response : Digital Library Core Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
items that have no access restrictions. complete]
R100 The solution enables choice of alternative
delivery or download formats for content, where
available.
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A2.1.5.5 User contributed content
R101 The solution enables enrichment of content,
including text corrections and annotations
contributed by library users, to be collected and
maintained with the content.
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90
Tenderer's Response : Preservation Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
A2.2.2 Preservation Systems Scope - Functional Requirements
A2.2.2.4 Relationship Digital Library Core and other systems
R102 The solution is either capable of being
integrated with solutions for the Digital Library
Core or may reside separately but be capable of
interoperating with or provide services to
solutions for the Digital Library Core.
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R103 The solution enables interoperation with other
systems via APIs (Application Programming
Interfaces), or equivalent.
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R104 The solution supports interfaces with the
following Library systems and their
replacements:
Rights Management System – Sprightly
(in-house system) – for managing rights
information and rights holders to contact
for permission to take preservation
action;
User Management System – in-house
system – for authorisation levels, if
necessary
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Tenderer's Response : Preservation Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
Authentication services – Active
Directory – for authentication with
single sign-on.
R105 The solution enables components to be changed
in a modular way over time.
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R106 The solution provides services to other Library
systems, including ingest workflows.
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A2.2.2.5 Collection and maintenance of preservation metadata for collection content
R107 The solution automatically performs file format
identification on content files and records
results in metadata, including an indicator of the
level of confidence in file format identification,
and explicit recording of an unidentified file
format status for files unable to be identified.
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R108 The solution automatically performs file format
validation on content files, to verify that content
files are well-formed and valid with respect to
their format specification and records results in
metadata.
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R109 The solution automatically performs virus scans
on content files and records results in metadata.
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Tenderer's Response : Preservation Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
R110 The solution automatically establishes and
verifies integrity data for content files – for
example, generating checksums (or equivalent
integrity data) for content and verifying these
where already established – and records results
in metadata.
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R111 The solution automatically extracts or creates
descriptive, administrative, rights, structural,
technical and provenance metadata from content
files and from system processes, and records
results.
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R112 The solution enables Library staff to configure
metadata sets to be extracted and recorded for
defined sets of digital items or processes.
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R113 The solution enables Library staff to request or
schedule re-run of analysis tools on defined sets
of content for file format identification, file
format validation, virus scans, file integrity
checks and file analysis and metadata
extraction, with subsequent update of metadata.
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R114 The solution enables Library staff to manually
update metadata, including batch update – for
example, to update file format identification
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R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
manually for known file formats where
automated file format identification is not
possible.
R115 The solution enables Library staff to request ad
hoc file analysis and metadata extraction with
reporting of detailed results for review – for
example, as part of issue investigation or
preservation planning.
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R116 The solution enables Library staff to request
analysis of content for evaluation of
preservation risks not determinable from
metadata – for example, the capability to scan
the content for presence of deprecated HTML
tags.
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A2.2.2.6 Reference knowledgebases
A2.2.2.6.1 The Library is seeking a solution that enables Library staff to maintain knowledgebases – human readable and machine actionable
sources of information for reference and consultation – to support preservation assessment, monitoring and planning.
R117 The solution enables Library staff to create,
update and maintain reference information
knowledgebases on:
a. File formats and versions
b. Software and hardware components that
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Tenderer's Response : Preservation Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
support access to file formats and
versions, for maintaining access to
managed content; and
c. The level of support available for
particular file formats and versions:
i. sets of software or hardware
components available to support
access to formats;
ii. functions supported, both for
providing access to content and
for use in preservation action –
for example, presentation,
modification, batch processing;
iii. fidelity of support – how well
functions are supported; and
iv. known risks, including potential
inhibitors to preservation,
associated with formats or
supporting software or hardware.
R118 The solution enables creation and maintenance
of associations between file formats and
versions, software, hardware and levels of
support.
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R119 The solution enables Library staff to create,
update and maintain resource inventory
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Tenderer's Response : Preservation Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
knowledgebases of software and hardware
components available to the Library and which
may be used to support access to managed
content or to take preservation action.
R120 The solution enables Library staff to manage
preservation intent descriptions and parameters
for sets of content.
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R121 The solution supports knowledgebases
combining both human readable textual
information and machine actionable controlled
value lists (or equivalent).
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R122 The solution supports import and update of
reference information knowledgebases and
resource inventory knowledgebases through:
a. exchange with external services,
including external third party services,
via automated or manual processes; and
b. manual creation and update of reference
and resource information.
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R123 The solution provides options for export or
transfer of reference information and resource
inventory information to other systems,
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Tenderer's Response : Preservation Systems Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
including future replacement systems.
R124 The solution enables consultation of reference
information and resource inventory
knowledgebases as part of workflows other than
preservation – for example, enables consultation
of reference information regarding level of
support for file formats as part of acquisition
workflows, yet to be determined.
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A2.2.2.7 Preservation assessment and reporting
A2.2.2.7.1 The Library is seeking a solution that enables Library staff to review the composition and characteristics of its digital collections to
assess trends that may affect preservation management, to aid setup of preservation monitoring, planning and action, and to report
on specific aspects of content when necessary.
R125 The solution enables Library staff to define and
request, on both an ad hoc and scheduled basis:
a. summary reports of content, metadata
characteristics and risks across
collections or defined sets of managed
content
b. detailed metadata reports for individual
items or sets of items; and
c. audit trail history reports for individual
items or sets of items.
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A2.2.2.8 Configuration of preservation monitoring
A2.2.2.8.1 The Library is seeking a solution that enables Library staff to record preservation intentions for sets of digital content, and define
risk conditions to be monitored which affect those intentions for content.
R126 The solution enables Library staff to define and
approve sets of managed content for
preservation monitoring, based on content
characteristics, recorded metadata or system
policies, including preservation intent and
significance.
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R127 The solution enables Library staff to update
metadata for preservation intent and
significance indicators for sets of managed
content.
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R128 The solution enables Library staff to define and
approve risk conditions to be monitored for
defined sets of managed content, including, but
not limited to:
a. ‘parameter-based’ risks: a match against
a criterion defined by Library staff to
indicate a preservation risk – for
example, video encoded with a codec
considered to be problematic;
b. ‘exception’ risks: the value of a
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monitored parameter is outside a set of
acceptable values;
c. ‘change’ risks: there has been a change
in status for a monitored parameter for
content – for example, the confidence in
format identification for a particular file
has changed;
d. ‘conflict’ risks: conflicting values for the
parameter are reported by one or more
tools – for example, file format
identification returns conflicting values;
e. ‘unknown value’ risks: undetermined
values for defined parameters – for
example, undetermined values for file
format and version; and
f. ‘access support’ risks: changes in level
of support which affect the Library’s
ability to access to content in accordance
with preservation intent and significance
– for example, reduction below an
acceptable threshold in the availability
of supporting software for a particular
file format.
g. ‘content-based’ risks: characteristics of
content that may not be identifiable from
metadata – for example, presence of
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R129 The solution enables Library staff to define and
approve actions, including, but not limited to,
notification or reporting, to be performed on
detection of conditions which:
a. affect content;
b. affect the ability to monitor content or
evaluate conditions; and
c. meet other system policy criteria – for
example, file formats to be converted on
ingest.
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R130 The solution enables Library staff to define and
approve general system risk conditions that
affect content generally or the management of
content – for example, to define integrity check
failures or unavailability of services for integrity
checking as general risk conditions to be
monitored and reported.
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A2.2.2.9 Preservation monitoring, reporting and prioritisation
R131 The solution performs monitoring and analysis
tasks, on both a scheduled and ad hoc basis,
with reporting of outcomes, including:
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a. verifying and reporting on data integrity
checks for managed content and
metadata; and
b. monitoring for the occurrence of other
conditions defined through system
policies.
R132 The solution supports comparison of metadata,
preservation intent and defined risks for
managed content, in conjunction with reference
information and resource inventory
knowledgebases, where necessary, to detect
occurrence of risk conditions or other defined
system policy criteria requiring action.
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R133 The solution enables Library staff to monitor
both digital content under management and
content being ingested in the Digital Library
Core.
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R134 The solution enables Library staff to define and
view summary reports of digital collection
monitoring via a reporting interface.
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R135 The solution triggers approved actions,
including, but not limited to, notification or
reporting, on detection of risk conditions or
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other defined system policy criteria.
R136 The solution enables Library staff to adjust and
assign priorities for preservation planning for
sets of managed content.
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R137 The solution supports comparison of metadata,
preservation intent, significance and defined
risks for managed content, in conjunction with
reference information and resource inventory
knowledgebases, where necessary, to enable
Library staff to evaluate relative degrees of risk,
significance and frequency of occurrence within
sets of managed content, to determine priorities
for preservation planning.
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R138 The solution enables Library staff to view
digital collection monitoring via a ‘dashboard’
view.
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R139 The solution enables Library staff to inspect
digital content or metadata for which risk
conditions or other system policy conditions
have been met.
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A2.2.2.10 Preservation options and preservation action planning
A2.2.2.10.1 The Library is seeking a solution that enables Library staff to maintain reference information on options for preservation actions,
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and must be able to define candidate preservation action plans.
R140 The solution enables Library staff to create,
update and delete reference information on
options for preservation action, both in general
and for particular formats or format types.
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R141 The solution enables Library staff to define,
approve and prioritise candidate preservation
action plans for sets of managed content
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R142 The solution supports preservation action plans
which include multiple steps.
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R143 The solution supports preservation action plans
combining manual and automated workflows.
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R144 The solution enables Library staff to define
types of preservation action for use within
preservation planning and evaluation.
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R145 The solution enables Library staff to perform
'what if' simulations to determine impact of
changes to availability of support for access,
including:
a. removal of software or hardware sets
supporting access, to assess risks or
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impacts on access; and
b. addition or revision of software or
hardware sets supporting access, to
assess proposed remedial preservation
action plans.
R146 The solution enables Library staff to estimate
performance, capacity and resource
requirements, including indicative and
comparative cost estimates, for executing
preservation action plans.
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R147 The solution enables approval of preservation
action plans by authorised Library staff – for
example, by supervisors or collection managers.
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A2.2.2.11 Supported preservation actions
R148 The solution supports preservation actions
which involve performing actions on discrete
files or sets of files – for example, format
migration.
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R149 The solution supports preservation actions
which involve performing actions on part of a
complex object or content contained in
container files, including replacement of content
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within containers, or equivalent, and updating of
metadata and relationships – for example,
format migration on content within WARC
container files.
R150 The solution supports preservation actions
which involve updating information on support
for access – for example, recording the
acquisition of additional software components
that can be used to access a particular format.
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R151 The solution supports preservation actions
which involve revising or removing the
preservation intent to support individual items
or sets of managed content, or deaccessioning
content from collections.
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R152 The solution supports preservation actions
which involve actioning changes to access
mechanisms – for example, supporting insertion
of alternative viewing software components into
a delivery system, or supporting emulation
environments.
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A2.2.2.12 Preservation action plan testing and evaluation
A2.2.2.12.1 The Library is seeking a solution that enables Library staff to test and evaluate preservation action plans to determine if they
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satisfactorily achieve the preservation intent for managed content.
R153 The solution enables Library staff to define
quality assurance criteria for preservation action
plan outcomes.
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R154 The solution enables Library staff to develop,
test and quality assure and approve executable
preservation action plans for sets of managed
content.
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R155 The solution supports simulations or testing of
preservation actions against a content testbed.
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A2.2.2.13 Preservation action scheduling
A2.2.2.13.1 The Library is seeking a solution that enables Library staff to schedule performance of approved preservation actions.
R156 The solution enables Library staff to define sets
of managed content to which preservation
actions will be applied.
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R157 The solution enables Library staff to elect to
perform preservation actions on any existing
version of content – for example, to perform a
format migration on a preceding version of a
master if this is found to produce a superior
result to performing the migration on the current
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master for particular content.
R158 The solution supports export of content for
preservation action via external processes, with
subsequent import of treated content.
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R159 The solution enables Library staff to schedule
and execute approved preservation action plans
against individual items or sets of managed
content in the production environment.
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R160 The solution supports execution of preservation
action plans within the repository.
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R161 The solution enables Library staff to schedule
and approve computing resources to support
preservation actions.
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A2.2.2.14 Preservation action evaluation
R162 The solution supports import and integration of
preservation-treated content and metadata, from
either internal or external processes, including:
a. Verifying that preservation-treated
digital content conforms to acceptance
criteria for preservation outcomes for
designated sets of digital content;
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b. Enabling Library staff to quality assure
and approve preservation-treated digital
content for incorporation into the
collection; and
c. After approval, updating versions of
content, metadata and associated
relationships.
R163 The solution supports ‘rollback’ of updated
versions of content, metadata and associated
relationships to restore previous versions, if
necessary.
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R164 The solution enables Library staff to define and
approve acceptance criteria for preservation
action outcomes for sets of managed content.
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A2.2.2.15 Tool configuration and update
R165 The solution enables Library staff to add or
replace and configure tools, including mapping
of data interfaces, for use in analysis,
preservation action and quality assurance.
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R166 The solution enables Library staff to update
configuration for tools used in analysis,
preservation and quality assurance – for
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example, to update virus signature files.
R167 The solution supports reporting on tools and
tool configurations, including versions.
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A2.2.2.16 Preservation audit reporting
A2.2.2.16.1 The Library is seeking a solution that enables Library staff to audit and review its processes, policies and plans for preservation
management of digital content.
R168 The solution supports comprehensive reporting
for auditing purposes of content and metadata
composition, conditions, system policies,
associated rights, tools and configurations, risks
and monitoring, events, actions and outcomes.
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A2.2.2.17 Export
R169 The solution supports export of all content and
metadata for simple migration to other systems.
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R# Requirement Description Tender is compliant/
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A2.3.2 Digitisation Systems for Printed Materials Scope - Functional Requirements
A2.3.2.1 Relationship to other systems
R170 The solution enables interoperation with the
Digital Library Core systems.
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R171 The solution enables interoperation with other
systems via APIs (Application Programming
Interfaces), or equivalent.
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R172 The solution enables components to be changed
in a modular way over time.
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A2.3.2.2 Scanning of print and microfilm materials
A2.3.2.2.1 The Library is primarily looking for capabilities for in-house conversion of image to text; however, solutions integrating the
scanning workflow with the content analysis and OCR workflow may be of interest.
R173 The solution enables items to be selected and
scheduled for digitisation as a scan job.
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R174 The solution supports assignment of items and
jobs against projects for statistical reporting.
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R175 The solution scans text based collection material
to produce digital page images from microfilm
reels, original hard copy newspaper, books,
journals and other printed materials, including
maps and ephemera with both text and pictorial
content.
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R176 The solution generates high quality greyscale
and/or bi-tonal and/or colour TIFF images
according to digitisation and preservation quality
standards established by the Library.
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R177 The solution supports recording of page image
sequence based on the order of appearance in the
source material.
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R178 The solution supports capture of targets
occurring in microfilm as per normal pages.
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R179 The solution supports image manipulation - for
example, auto-frame split, crop, de-skew, de-
speckle, rotation to reading view and
enhancement for OCR.
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R180 The solution supports splitting of microfilm
frames to ensure that one source page is one
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image.
R181 The solution supports correction for variations in
film density for capture from microfilm.
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R182 The solution automatically generates technical
metadata and includes this in the header of each
file.
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R183 The solution supports both automated and
manual quality acceptance checks.
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R184 The solution supports quality assurance
inspection of scanned images and supports
generation of image derivatives for viewing for
quality assurance inspection purposes if
necessary.
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R185 The solution supports re-scanning / re-
processing of pages or entire publications that do
not meet quality requirements.
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R186 The solution supports generation of unique
identifiers for each image.
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A2.3.2.3 Content analysis and OCR
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A2.3.2.3.1 Source images
R187 The solution enables Library staff to manually
or automatically load source images for content
analysis and OCR processing. Regardless of
whether an integrated scanning and OCR
solution is offered as a result of this Request for
Tender, the solution is able to load images,
suitable for OCR processing, from any source.
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R188 The solution enables scanned content and
metadata to be imported for processing, for
individual items and for batches of content.
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R189 The solution creates records for content entering
the processing workflow.
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R190 The solution supports image manipulation if
required e.g. auto-frame split, crop, de-skew, de-
speckle, rotation to reading view and
enhancement for OCR.
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R191 The solution supports colour, greyscale and bi-
tonal images.
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R192 The solution supports content containing a
mixture of colour, greyscale and bi-tonal images
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A2.3.2.3.2 Content analysis
R193 The solution automatically identifies and/or
enables Library staff to identify document
sections - that is, recognises components that
form meaningful entities - for example: chapters
in a book; articles in a journal; or sections in a
newspaper.
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R194 The solution automatically identifies and/or
enables Library staff to identify zones within
documents and sections - for example, chapter or
article title; illustrations; columns of text.
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R195 The solution automatically identifies and/or
enables Library staff to identify target images.
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R196 The solution supports manual adjustment of
zoning.
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R197 The solution supports allocation of categories to
articles.
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R198 The solution supports different editions of
works.
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R199 The solution supports association of continuation
articles in reading order where article zones are
spread across multiple zones on the same page.
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R200 The solution supports zoning boundary
definitions as polygons.
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R201 The solution supports aggregation of identified
zones into a single zone - for example, grouping
of all recognised advertisement zones on a page
into a single zone.
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R202 The solution supports association of continuation
articles in reading order where article zones are
spread across multiple pages.
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R203 The solution supports provision of structural
metadata for book pages which contain the end
of one chapter and the start of another chapter.
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R204 The solution supports association of illustrations
with article zones.
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R205 The solution supports association of captions
with illustrations.
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R206 The solution automatically suppresses and/or HD [Tenderer to [Tenderer to complete]
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enables Library staff to suppress processing of
target images if required.
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A2.3.2.3.3 OCR
R207 The solution OCRs the text. The solution
supports OCR with zoning (for example, articles
of newspapers) and without zoning (for example,
whole pages of books).
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R208 The solution supports non-English language
texts (Unicode) and non-Roman script.
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R209 The solution supports conversion of non-
recognised font – for example, converting ‘■’ to
‘?’.
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R210 The solution supports OCR of text following the
column and reading order structure - that is, not
left to right across the page ignoring a column
structure.
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R211 The solution supports application of user defined
dictionaries, e.g. dictionary of Australian place
names, to improve the quality of OCR output.
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A2.3.2.3.4 Output
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R212 The solution outputs results of content analysis
and OCR in a manner that enables a content
management system to compile the text in
reading order to produce a complete transcript of
the text.
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R213 The solution outputs results of content analysis
and OCR in a manner that enables text to be
indexed for searching and for search terms to be
highlighted in the images returned as a result of
searching.
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R214 The solution outputs results for each page
containing page layout metadata - zones,
paragraphs, lines, words and fonts recognised by
the OCR process, and their coordinates on the
page; full text of the page; OCR confidence
levels at the character and word level.
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R215 The solution outputs results for each issue or set
of pages comprising a publication, containing:
descriptive metadata; administrative metadata;
file metadata including a manifest of source
images and ALTO (Analysed Layout and Text
Object) files (or equivalent) referenced;
structural metadata. Structural metadata should
include a physical structural map containing the
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order of pages and the corresponding image and
ALTO files (or equivalent), and a logical
structural map if required to contain image
coordinates and ALTO file ID references (or
equivalent) for the identified zones and their
reading order.
R216 The solution outputs the results for each page in
a valid ALTO (Analysed Layout and Text
Object format) XML file (or equivalent).
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R217 The solution outputs the results for each issue or
set of pages comprising a publication, in a valid
METS file.
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R218 The solution prevents duplication of word
coordinates.
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A2.3.2.3.5 Descriptive metadata
R219 The solution automatically creates and/or
enables Library staff to create descriptive
metadata - for example, journal issue date, page
numbers.
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R220 The solution supports bulk ingest of metadata
given specific formatting rules.
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R221 The solution supports configurability of
metadata sets to be recorded for different types
of text-based printed material or workflows.
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R222 The solution supports manual user addition or
update of metadata.
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R223 The solution automatically applies and/or
enables Library staff to apply page sequence
numbers.
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R224 The solution supports manual addition of
categories to articles and illustrations.
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A2.3.2.3.6 Rekey or correct data
R225 The solution enables Library staff to rekey or
correct titles and certain other fields as required -
for example, subtitles, authors, abstracts.
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A2.3.2.3.7 Quality assurance
R226 The solution automatically assesses and/or
enables Library staff to assess quality of
generated text and metadata at various points in
the workflow and take remedial action as
required.
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R227 The solution enables Library staff to manage set
up of requirements and acceptance criteria for
output of processing.
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[Tenderer to complete]
R228 The solution provides facilities to validate output
against acceptance criteria.
VHD [Tenderer to
complete]
[Tenderer to complete]
R229 The solution supports generation of image
derivatives for quality assurance inspection
purposes if necessary.
VHD [Tenderer to
complete]
[Tenderer to complete]
R230 The solution alerts Library staff to validation
failures and enables resubmission.
VHD [Tenderer to
complete]
[Tenderer to complete]
R231 The solution supports both automated and
manual quality acceptance checks.
VHD [Tenderer to
complete]
[Tenderer to complete]
R232 The solution enables Library staff to approve or
reject content based on quality acceptance
checks.
VHD [Tenderer to
complete]
[Tenderer to complete]
R233 The solution supports both complete and sample-
based quality assurance.
VHD [Tenderer to
complete]
[Tenderer to complete]
R234 The solution supports automated comparison of
sample output against quality assurance profiles
for different content types.
HD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : Digitisation Systems for Printed Materials Scope
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
R235 The solution enables Library staff to tentatively
approve or reject content or submit to other
Library staff for review.
HD [Tenderer to
complete]
[Tenderer to complete]
A2.3.2.3.8 Tracking
R236 The solution provides facilities to track status of
content and processes throughout the workflow.
VHD [Tenderer to
complete]
[Tenderer to complete]
R237 The solution provides facilities for monitoring of
workflow statuses and reporting.
VHD [Tenderer to
complete]
[Tenderer to complete]
R238 The solution enables Library staff to suspend or
abort import of source images or other processes
in the workflow.
VHD [Tenderer to
complete]
[Tenderer to complete]
R239 The solution enables items or jobs to be re-
processed or re-submitted for processing.
VHD [Tenderer to
complete]
[Tenderer to complete]
R240 The solution provides facilities to transfer and
assign processes to users.
HD [Tenderer to
complete]
[Tenderer to complete]
A2.3.2.3.9 Create derivatives
R241 The solution provides facilities to generate
derivative copies for viewing and/or for delivery,
if required.
HD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
A3 General Technical Requirements
A3.1 The following general requirements apply to all scopes, unless otherwise specified.
A3.2 Interface Requirements
R242 Solutions enable all data to be exposed or
accessed.
VHD [Tenderer to
complete]
[Tenderer to complete]
R243 Solution components interoperate only through
published interfaces – for example, APIs
(Application Programming Interfaces), or
equivalent.
HD [Tenderer to
complete]
[Tenderer to complete]
R244 Solution components support integration with
single sign-on authentication, via Active
Directory.
HD [Tenderer to
complete]
[Tenderer to complete]
A3.3 Design Constraints
R245 Software components are Unicode compliant. VHD [Tenderer to
complete]
[Tenderer to complete]
R246 Software components support activity and event
logging and reporting.
VHD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
R247 Software components support exception
handling.
VHD [Tenderer to
complete]
[Tenderer to complete]
R248 Software components support recovery from
error conditions.
VHD [Tenderer to
complete]
[Tenderer to complete]
R249 Software components support graceful failure or
degradation of service under error conditions.
VHD [Tenderer to
complete]
[Tenderer to complete]
R250 Solutions support programmatic access to data
to allow integration with other systems and
development of additional software tools or
plugins.
VHD [Tenderer to
complete]
[Tenderer to complete]
R251 Software components support low level access
to content for administrative purposes via a
resolver, API, service or equivalent.
VHD [Tenderer to
complete]
[Tenderer to complete]
R252 Solutions have web-based user and
administrative interfaces.
VHD [Tenderer to
complete]
[Tenderer to complete]
R253 Server-side software components run on
Unix/Linux operating systems.
HD [Tenderer to
complete]
[Tenderer to complete]
A3.4 Performance Requirements
R254 As indicated in the following table, solution VHD [Tenderer to [Tenderer to complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
components support the following baseline
estimates for material throughput, and are
scalable to support increased activity:
System components
supporting:
Processing throughput
capacity
Digitisation workflows 3-6 million images per
year through mass
digitisation processes.
50,000 to 100,000 images
per year through curated
digitisation processes.
150,000 images per year
of on-demand digitisation
for client requests.
Up to 2500 hours of
publication quality audio per year.
Up to 2500 hours of
publication quality video
per year.
Web archiving 1 billion files per year
(approximately 40 TB)
Deposit on physical
format carriers
3000 carriers per year.
May include large
complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
collections, for example a
collection from a
photographer containing
900 GB of images.
Online deposit 3000 submissions per
year.
R255 As indicated in the following table, solution
components support the following numbers of
concurrent users, and are scalable to support
increased user demand:
System components
supporting:
Concurrent users
supported
Digitisation workflows 50 Library staff users.
Web archiving 30 Library staff and
partner agency users.
Deposit on physical
format carriers
20 Library staff users.
Online deposit 15 external depositors and Library staff users.
Preservation 20 Library staff users.
Delivery 50 record accesses per
HD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
second.
R256 Solutions are to support at least 1 gigabit per
second network interface speed between
infrastructure components.
HD [Tenderer to
complete]
[Tenderer to complete]
A3.5 Interoperability
R257 As indicated in the following table, solution
components provide facilities to interoperate via
the following standards and protocols, where
appropriate:
a. Hypertext Transfer Protocol - HTTP 1.1 - RFC
2616;
b. HTTP Extensions for Web Distributed
Authoring and Versioning - WebDAV - RFC
4918;
c. File Transfer Protocol - FTP - RFC 959;
d. Web Services technologies as described in Web
Services Architecture: W3C Working Group
Note 11 February 2004;
e. WARC File Format - ISO 28500:2009;
f. Extensible Markup Language - XML 1.0;
g. Metadata Encoding and Transmission Standard -
METS;
h. Metadata Object Description Schema – MODS;
i. PREMIS Preservation Metadata Schema;
j. MARC 21 / MARC XML;
VHD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
k. Dublin Core metadata standard;
l. Encoded Archival Description 2002- EAD 2002;
m. Encoded Archival Context – Corporate Bodies,
Persons, and Families - EAC-CPF;
n. Analysed Layout and Text Object format – for
description of layout and content of page objects
– ALTO;
o. Text Encoding Initiative schemas – TEI;
p. AES standard for audio metadata – Audio object
structures for preservation and restoration – AES
57-2011;
q. Library of Congress – Technical metadata for
audio – AudioMD;
r. Library of Congress – Technical metadata for
video – VideoMD;
s. Lightweight Directory Access Protocol – LDAP
- RFC 4510; and
t. Web Content Accessibility Guidelines - WCAG
2.0
A3.6 Usability
R258 Software components provide appropriate
feedback on user actions, prevent users from
error and allow recovery from error.
HD [Tenderer to
complete]
[Tenderer to complete]
R259 Software components support accessibility
requirements and provide alternative means to
interact with system components, data and
HD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
processes, where necessary.
A3.7 Maintainability
R260 Solutions provide mechanisms and
documentation for installation, upgrade,
configuration and quality assurance of
installation, upgrade and configuration.
VHD [Tenderer to
complete]
[Tenderer to complete]
R261 Solutions provide facilities to troubleshoot
problems during operation.
VHD [Tenderer to
complete]
[Tenderer to complete]
R262 Equipment and software components are to
remain under a maintenance agreement or
warranty for the life of the equipment and
software components.
VHD [Tenderer to
complete]
[Tenderer to complete]
R263 Successful Tenderers are to provide services
under maintenance agreements for equipment
and software components.
VHD [Tenderer to
complete]
[Tenderer to complete]
R264 Software components are maintainable such that
a competent programmer with the appropriate
skills and tools is able to:
a. Diagnose and correct a complex defect
without resorting to reverse engineering,
inserting debugging code or running
HD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
long or repetitive test routines;
b. Add functionality without breaking the
architectural model, or introducing new
defects; and
c. Redeploy the software without complex
manual procedures.
A3.8 Integrity
R265 Solutions to validate and preserve data integrity
for data transfer and storage.
VHD [Tenderer to
complete]
[Tenderer to complete]
R266 Solutions log data integrity check results. VHD [Tenderer to
complete]
[Tenderer to complete]
R267 Solutions detect and report data integrity
failures.
VHD [Tenderer to
complete]
[Tenderer to complete]
A3.9 Quality
R268 For digitisation of image and textual materials,
equipment and system components are capable
of producing International Colour Consortium
(ICC) colour managed bi-tonal, greyscale and
colour images at a minimum of 400 dpi
resolution without interpolation, with de-
skewing of page images to within plus or minus
VHD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
1 degree from parallel.
R269 For digitisation of image and textual materials,
equipment and system components are capable
of producing uncompressed or lossless
compressed Lempel Ziv Welch (LZW) TIFF
files, or acceptable alternative image formats of
RAW, DNG, and potentially JPEG 2000.
VHD [Tenderer to
complete]
[Tenderer to complete]
A3.10 Support
R270 Successful Tenderers, if any, are to provide
timely services under acceptable maintenance
agreements for equipment and software
components.
VHD [Tenderer to
complete]
[Tenderer to complete]
R271 Final supplier maintenance agreements are to
include Library staff training and certification.
The training is to be instructor led, classroom
based and to be delivered in Canberra for the
duration of the contract term as requested by the
Library.
VHD [Tenderer to
complete]
[Tenderer to complete]
R272 Initial training is expected for each solution
component with expected class sizes of 12.
Successful Tenderers are to provide training for
system administrators, technical and business
VHD [Tenderer to
complete]
[Tenderer to complete]
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Tenderer's Response : General Technical Requirements
R# Requirement Description Tender is compliant/
non-compliant/
partially compliant
Description of how the proposed solution
meets the requirement
area Library staff, and are to also provide
printed and bound training materials.
R273 Successful Tenderers are to provide up-to-date
technical and user documentation in both print
and electronic formats. The documentation is to
be revised with system updates, and is to be
provided before the systems or updates are
installed in production environments.
VHD [Tenderer to
complete]
[Tenderer to complete]
R274 Service Rebates will apply to failures to achieve
the response and resolution times as outlined in
the attached draft Contract
VHD [Tenderer to
complete]
[Tenderer to complete]
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2. Risk management
2.1 The Library is seeking to ensure that adequate and appropriate risk management strategies
are incorporated into procedures for the day-to-day management and delivery of Services.
2.2 Tenderers are to provide a risk management plan which at least includes:
(a) a preliminary risk assessment which identifies the nature and severity of:
(i) the risks that will be the responsibility of the contractor;
(ii) the risks that will remain the responsibility of the Library;
(iii) the strategies that will be applied to manage all of the risks identified;
(iv) any procedures that the Tenderer will have in place in the event that the
Tenderer is unable to perform the Services; and
(v) any other risks considered by Tenderers to be relevant to the management
and delivery of the Services; and
(b) a risk management plan which complies with AS/NZS ISO 31000:2009.
2.3 The Library may require the preferred Tenderer(s) to provide, as a precondition to entry
into a Contract, a performance guarantee from a related body corporate (as defined in the
Corporations Act) in a form and substance that is acceptable to the Library.
2.4 The Library may also require, as an additional form of security, an unconditional financial
undertaking from an Australian bank on terms that are acceptable to the Library. The
Tenderer must confirm it will provide such guarantees and undertakings, if any, specified
in the Contract. The cost of any unconditional financial undertaking (if required) should be
addressed separately and should not be included in the price.
3 Implementation Plan
3.1 Successful Tenderer(s) must deliver initial system version(s) by December 2012 and their
final system version(s) by December 2015. The initial system version(s) are to be
deployable into the Library’s production environment and are to include functionality to be
agreed between the Library and the selected supplier(s), prior to contract signing.
3.2 Tenderers are to provide a draft Implementation Plan which includes details of:
(a) key milestones;
(b) the implementation team proposed by the Tenderer;
(c) the extent of the Library's involvement;
(d) stakeholder consultative arrangements, including in relation to the Library's senior
executives;
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(e) the establishment of IT, project management, reporting, or other relevant systems,
including links to existing systems; and
(f) the collection and migration of data (if applicable).
3.3 Information on key milestones (in sufficient detail to enable the Library to ascertain the
key steps and procedures to be undertaken by the contractor) and curricula vitae of the key
manager(s) responsible for implementation must be provided in a separate annex. The
Library reserves the right to interview key managers as part of this RFT evaluation.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
4. Subcontractors
4.1 If it is proposed that any work is to be performed under Subcontracts, the names and ABNs
of the proposed Subcontractors and details of the work proposed to be undertaken by them
must be set out in the Tender. Tenderers should note that the Contract requires that:
(a) Subcontractors be approved in writing by the Library before being allotted any part
of the work, and the Contract gives the Library the right to not permit the use of
Subcontractors; and
(b) the Tenderer ensures that:
(i) the work performed by any Subcontractor meets the requirements of the
Contract in full; and
(ii) the subcontract contain certain minimum Library requirements, such as
audit rights, privacy, intellectual property, Equal Opportunity for Women in
the Workplace and security.
4.2 As part of the audit rights contained in the Contract, copies of all orders placed on
Subcontractors must be supplied to the Library if requested.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
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5. Environmental considerations
5.1 The Tenderer is to confirm that it is aware of the following Australian Government
environmental policies and that it will comply with them (to the extent applicable) when
delivering the Services:
(a) Green Office Guide – A guide to help you buy and use environmentally friendly
office equipment, Department of Sustainability, Environment, Water Population
and Communities, 2001;
(b) Environmental Purchasing Guide – Department of Sustainability, Environment,
Water Population and Communities, 2003;
(c) Model Environmental Management System for Australian Government Agencies –
Department of Sustainability, Environment, Water Population and Communities;
(d) Water Efficiency Guide: Office and Public Buildings – Department of Sustainability,
Environment, Water Population and Communities, 2006;
(e) Energy Efficiency in Government Operations Policy – Department of Sustainability,
Environment, Water Population and Communities, 2009; and
(f) Australian Packaging Covenant – Australian Packaging Covenant Secretariat, 2010.
5.2 Tenderers are to provide details as to how they will use sound environmental management
practices in relation to the conduct of the Services, including:
(a) where possible, the use of energy-efficient technologies;
(b) the use of energy management technologies;
(c) the minimisation of hazardous substances derived from or related to the provision
of the Services;
(d) the use of environmentally friendly disposal methods; and
(e) the adoption of environmentally friendly packaging materials.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
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6. Acceptance testing
6.1 The acceptance test plan will consist of functional, performance, integration and usability
tests derived from the business requirements. The proposed test plan regime and
information about the tools used for testing are to be provided to the Library as part of the
Tender submission. Please also refer to the Statement of Work within the draft Contract at
Schedule 5.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
Tenderer's Name:
Tenderer's Signature: Date:
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SCHEDULE 3.4 – KNOWLEDGE, EXPERTISE, RESPONSIVENESS, RELIABILITY AND PAST EXPERIENCE
This Schedule is to be completed by the Tenderer and lodged with its Tender.
1. Past performance
1.1 Each Tenderer is to provide details of at least three similar projects or engagements of
similar size or complexity to the stated requirement. The following information must be
provided at a minimum for each project:
(a) project description;
(b) client organisation;
(c) referee contact;
(d) date of commencement and period of association;
(e) whether the services were delivered within the required timeframe;
(f) the lead time for the delivery of the services; and
(g) brief description, including services provided, number of personnel involved in the
delivery of the services, geographical location, skills that were required, lessons
learnt and how these experiences will be applied to the Library.
1.2 All relevant experience will be considered, whether or not that experience is with the
Australian Government.
1.3 Each Tenderer is to also provide evidence of consistency of performance in similar projects
or engagements of similar size or complexity to the stated requirement.
2. Newly formed companies
2.1 If the Tenderer does not have an established track record of service delivery (eg if the
Tenderer has been recently created to represent a consortium), the Tenderer must provide
sufficient information and assurances in the categories requested in paragraph 1 above in
order to satisfy the Library that the Tenderer has access to the necessary skills and
resources to provide the Services as required by this RFT and the Contract.
National Library of Australia
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Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED
ELECTRONICALLY]
Tenderer's Name:
Tenderer's Signature: Date:
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SCHEDULE 3.5 – EXPERIENCE AND QUALIFICATIONS OF THE TENDERER'S KEY PERSONNEL
This Schedule is to be completed by the Tenderer and lodged with its Tender.
Tenderers must provide personal referees for key personnel proposed in the Tender and
information about their expertise in relation to the Services.
Tenderer's Response
List Personnel:
Personnel Referees:
Tenderer's Name:
Tenderer's Signature: Date:
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SCHEDULE 3.6 – NOT USED
This Schedule is NOT USED.
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SCHEDULE 3.7 – TENDERER'S COMPLIANCE WITH THE DRAFT CONTRACT
1. Statement of Compliance with Draft Contract
1.1 Tenderers are to state in their Tenders their compliance with each clause, Annexure,
Schedule or Attachment to or of the draft Contract. Tenderers can simply respond by
stating that they comply with every clause, Annexure, Schedule or Attachment to or of the
draft Contract.
1.2 If a Tenderer does not comply with particular clauses in the draft Contract, it must identify
precisely their extent of non-compliance. Tenderers must also provide reasons for such
non-compliance, providing details of any alternative proposal (eg actual drafting of an
alternative clause). Where there will be a price advantage to the Library of accepting the
non-compliance or partial compliance proposed by the Tenderer, the Tenderer is to state
this in their Statement of Compliance.
1.3. One shaded box and one table are provided overleaf for Tenderers to indicate either:
(a) that they comply entirely with the Contract; or
(b) if they do not comply entirely with the Contract, precise details of such non-
compliance or partial compliance (including clause references), the reasons for and
extent of such non-compliance, and any alternative proposals.
1.4 The expressions used have the following meaning:
(a) "complies" means:
(i) in the case of a clause which imposes a contractual condition, that the
condition is agreed to;
(ii) in the case of a clause which specifies a characteristic or performance to be
met by the Services provided, that the Tender must provide the requirement
as specified;
(iii) in the case of a clause which is of an informative nature only, that the clause
has been read and understood and is agreed; or
(iv) in the case of a clause where information has been requested, that the
information has been provided in the required level of detail and in the
required format;
(b) "does not comply" means that the contractual obligation, characteristic or
performance requirement of the clause cannot be met by the Tenderer; and
(c) "partially complies" means that the contractual condition, characteristic or
performance requirement by the clause can be substantially met by the offer,
subject to certain specified qualifications.
1.5 The Library will consider the Tenderer's Statement of Compliance in its assessment of
Tenders under this RFT.
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1.6 After the Tender Closing Time, the Tenderer must not seek to alter a clause that it has
complied with. The Library does not intend to negotiate in relation to any clause,
Annexure, Schedule or Attachment to or of the draft Contract if the Tenderer's Statement of
Compliance concerning the clause, Annexure, Schedule or Attachment contains a response
of "complies".
Delete as appropriate:
We fully comply with the terms of the draft Contract We do not fully comply with the terms of the draft
Contract (proceed to next table)
Areas of non-compliance or partial compliance with the draft Contract:
Section Partially
Comply Do Not Comply
Reason Alternative Proposals (If Any)
Price reduction if the Library accepts the alternative proposal
2. Confidential information
2.1 The Library will agree to keep confidential any specific information provided under, or in
connection with, any resultant Contract where it is appropriate to do so having regard to the
matters covered by the guidance on Confidentiality throughout the Procurement Cycle
available on the Department of Finance and Deregulation's website at
http://www.finance.gov.au/procurement/procurement-policy-and-
guidance/buying/contract-issues/confidentiality-procurement-cycle/principles.html (the
Guidelines). Tenderers should note that the Guidelines only allow confidentiality to be
maintained in limited circumstances. It is also Library practice to report the total price of
each Contract on AusTender.
2.2 If Tenderers want information to be treated as confidential following the award of a
Contract they need to list in below. If the Library agrees to the request, this information
will be listed in the Contract as confidential.
Description of information Period of confidentiality Reason for confidentiality
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Description of information Period of confidentiality Reason for confidentiality
Tenderer's Name:
Tenderer's Signature: Date:
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SCHEDULE 3.8 – VALUE ADDED SERVICES
This Schedule is to be completed by the Tenderer and lodged with its Tender.
1. Additional Services
1.1 The Library is interested in any value added Services that the Tenderer is able to offer to
the Library beyond the service levels and the standards of performance within the
Statement of Requirement (Value Added Service).
1.2 Where a Value Added Service is proposed, a Tenderer must:
(a) separately identify, in detail, the proposed Value Added Service, alternative
approach or solution;
(b) justify the Value Added Service with explicit reasons; and
(c) explain the financial impact (including both the impact on the Tenderer's pricing
proposal and the impact on the Library's own resource costs) and any other
consequences of the Value Added Service.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED
ELECTRONICALLY]
2. Alternative approaches
2.1 The Library is prepared to consider, in its sole and absolute discretion, alternative
approaches to those requested in this RFT where the Tenderer demonstrates that such
alternative approaches may be more beneficial to the Library than the approaches specified
in this RFT. However, the Library will consider an alternative approach only if the
Tenderer also provides in its Tender a response that conforms to the approach specified in,
and the requirements of, this RFT.
2.2 Where an alternative approach or solution is proposed, a Tenderer must:
(a) separately identify, in detail, the proposed alternative approach or solution;
(b) justify the proposed alternative approach or solution with explicit reasons; and
(c) explain the financial impact (including both the impact on the Tenderer's pricing
proposal and the impact on the Library's own resource costs) and any other
consequences of the proposed alternative approach or solution relative to the
conforming approach.
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Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
Tenderer's Name:
Tenderer's Signature: Date:
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SCHEDULE 3.9 – DUE DILIGENCE – CORPORATE CAPABILITY
This Schedule is to be completed by the Tenderer and lodged with its Tender.
1. Corporate information
1.1 The Library will examine the corporate capability of the Tenderer to perform the Services
to enable this evaluation. Tenderers are to provide the following information:
(a) details of its corporate and ownership structure, including identification of any
related bodies corporate (as defined in the Corporations Act). If the Tenderer is a
subsidiary, it must provide full details of the legal and financial relationship
between itself and its related bodies corporate;
(b) business profiles and corporate objectives and priorities of its company and any
related bodies corporate;
(c) the names of all directors and officers of the Tenderer's company and:
(i) of any related bodies corporate; or
(ii) if the Tenderer has been formed to represent a consortium, of each of its
principal share or equity holders;
(d) a full description of the Tenderer's current operations; and
(e) a copy of the Tenderer company's Certificate of Incorporation.
1.2 Tenderers are to disclose any civil or criminal prosecutions within the past five years of the
Tenderer and known Subcontractors, any related bodies corporate, or any director or officer
of the foregoing concerning any of the following, or any allegation of the following:
(a) failure to pay any taxes, levies, fees, duties, or other similar payments to the
Commonwealth of Australia, to any State or local taxing authority within Australia
or to any foreign taxing authority;
(b) any breaches of any duties imposed by law in Australia or any foreign jurisdiction
relating to provision of services similar to the Services; or
(c) participation in, or acquiescence to, any practices in the dealing with any
government in Australia or any foreign jurisdiction that are unlawful under the law
of Australia or the foreign jurisdiction concerned, or (if relating to a related body
corporate or director or officer thereof) under the law of any jurisdiction that such
related body corporate is subject to.
1.3 Tenderers are to disclose any pending investigation of a similar nature of any of the entities
or persons indicated in paragraph 1.1 of this Schedule of which such entity or person has
actual notice.
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1.4 Tenders are to disclose details of any significant events, including litigation, matters or
circumstances which have arisen which may significantly affect the performance of the
Services or which may impact on the financial standing of the Tenderer.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
2. Insurance
2.1 Tenderers are to provide details of insurance cover held and/or proposed in respect of the
Services. Such details must include, but need not be limited to:
(a) types of insurance coverage currently held by the Tenderer;
(b) the amount of cover provided for by each policy; and
(c) the expiry date of each policy.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
3. Changes to corporate structure ownership and support
3.1 Each Tenderer is to confirm that if, after submission of its Tender, there is a change to:
(a) its corporate structure;
(b) its ownership structure;
(c) the basis upon which it will have access to the necessary skills, resources or
corporate or financial backing to provide the Services; or
(d) its insurance coverage;
that may alter any of the information or assurances that the Tenderer has given in its
Tender, the Tenderer will promptly notify the Library as to:
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(e) which parts of its Tender (ie relevant pages, sections, clauses, schedules, exhibits
and other like references to its Tender, and any other material and information
provided to the Library) are to be altered; and
(f) how they are to be altered.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
4. Newly formed companies
4.1 If the Tenderer does not have an established track record (eg if the Tenderer has been
recently created to represent a consortium), the Tenderer must provide sufficient
information and assurances in order to satisfy the Library that the Tenderer will have an
appropriate level of corporate and financial backing to provide the Services as required by
this RFT.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
Tenderer's Name:
Tenderer's Signature: Date:
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SCHEDULE 4 – PRICE SCHEDULE
1. Tenderers are to include a proposed Price Schedule in their Tender.
2. Tendered prices for the Services are to include:
(a) GST (Tenders must indicate separately the amount of GST included in the Charges);
(b) all Charges necessary and incidental to the proper delivery of the Services; and
(c) any Pass Through Expenses, such as travel and accommodation.
3. Tenderers are to include details of any assumptions or other caveats on which Tenders are
based, the price effect of the assumptions, and information or events required to remove
caveats.
4. The Tenderer are to stipulate whether Tendered prices are firm over the whole of the
Contract or are to be subject to rise/fall conditions, which should be described. It is
generally assumed, however, that prices will be fixed for the Term of the Contract.
5. Tenderers should specify any discount arrangements offered and the requirements for
obtaining discounts.
6. Tenderers should address, where appropriate, cost savings made by possible use of Library
equipment.
7. When determining their proposed pricing, Tenderers should be aware of the functions of
the Library and the fact that the successful Tenderer will be required to seek to minimise
any disruption to the Library's performance of its functions when performing the Services.
8. Tenderers should note the Library reserves the right to reduce the scope of works during
the negotiations phase. This may be required, for example, in order to ensure a value for
money outcome and/or to ensure that the Services can be delivered within the Library’s
budget. Where possible, Tenderers should indicate what the impact on their costs would be
if the Library removes any of the Services from scope.
9. Competitive neutrality requires that Government business activities should not enjoy net
competitive advantages over their private sector competitors simply by virtue of public
sector ownership. Accordingly Tenderers from the public sector must demonstrate in the
pricing of their Tender that the requirements of competitive neutrality have been met,
including payment of relevant taxes and charges, rates of return and cost of funds.
Compliance with the requirements of competitive neutrality may be verified by the Library.
10. Tenderers are to provide in Australian dollars:
(a) The costs for the delivery and deployment of the software systems into the
Library’s development, test, and production environments;
(b) The costs for perpetual licences, for the following licence structures:
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(i) enterprise;
(ii) named user;
(iii) concurrent user; and
(iv) server or processor based;
(c) The costs for support and maintenance for 10 years, itemised and for each year; and
(d) Hourly, daily and bulk rates for training (where a charge applies); value-added
services; the implementation of additional functionality; and for ad hoc consulting.
Tenderer's Response
[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED ELECTRONICALLY]
Tenderer's Name:
Tenderer's Signature: Date:
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SCHEDULE 5 – DRAFT CONTRACT
The proposed draft Contract appears as an attachment to this Schedule.