GB-London: Collections management and web publishing systems for our photographic collections

NOTE: This notice was updated on 31 August 2020 for the following reason: Please note the following amendments and clarifications, as of 26 August:

1. We have re-considered the allocation of 3 months for phase one of the project and, on reflection, will extend this phase to 6 months.

2. We have re-considered the requirement for hosting from the commencement of the project to the conclusion of digitisation activities (end of 2022) to be included within the project budget, given that this requirement is already being met internally by the Courtauld (and will continue to be met into the future). We therefore confirm tenderers should omit from their tender submissions any costs associated with hosting for this period. The overall budget for the project of £130,000 inc VAT to £150,000 inc VAT remains the same.

3. As a consequence of these changes, the timetable for submission has been extended by another two weeks, to midnight on 28 September 2020(The Software Supplier must deliver to the Courtauld a one stop, fully integrated, centrally managed, expandable and supported Software Solution. In addition to supplying a programme of work detailing the way the solution will be implemented, the solution itself must be capable of meeting internationally recognised standards for:

Cloud storage either supplied by contractor, or using the Courtauld's own systems supplied under contract by a 3rd party Digital asset management and rights management - primarily for images but also for video, audio and 3D files. Cataloguing - free text, controlled text and thesauri within the Collections Management System Metadata structure, management and search within the Collections Management System Data import Web publishing Presentation of interpretative content, essays, blogs, events Visualisation of metadata Sharing User enrichment / crowdsourced cataloguing with associated user forums for membership discussion, support and tutorials and the capability to feed crowdsourced metadata back into the CMS and then to the website Accessibility Rights managed licensing and download on demand (to be delivered through the software solution, principally to support distributing, wherever possible, images under a CC BY NC 4.0 license for non-commercial use, but also commercial rights managed licensing) Print on demand - not a requirement of the software solution but it is anticipated that the software solution will be required to export selections of images and their metadata to a third-party solution to be developed to cover all the Courtauld's image collections, including the Courtauld Gallery Audit and reporting capabilities

In addition, the Software Solution must fulfil the Courtauld's requirements for:

Technical infrastructure Availability Security and privacy Audit and reporting capabilities Analytics Support, maintenance and service management Product development Roadmap

The system procured as a result of this tender will support the digitisation projects currently being undertaken by the Department of Digital Media under the Courtauld Connects programme for 

The Conway Library
, The Witt Library
, The De Laszlo Collection of Paul Laib Negatives
, The Anthony Kersting Archive, and
 The Photographic Survey
.)

Additional information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.