Request for TenderNational Library of Australia 216518240_2 NLA RFT 4 Price Schedule The pricing...

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 3.3 – 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 3.7 – 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


216518240_2 NLA RFT 2

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 3.3 Understanding of and Approach to the

Services Required

Tender Schedule 3.4 Knowledge, Expertise, Responsiveness,

Reliability and Past Experience


216518240_2 NLA RFT 3

Section Contents

Tender Schedule 3.5 Experience and Qualifications of Key

Personnel


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.


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.


216518240_2 NLA RFT 5

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;


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)


216518240_2 NLA RFT 7


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


216518240_2 NLA RFT 8


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;


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:


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).


216518240_2 NLA RFT 11

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


CANBERRA ACT 2600


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.


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.


216518240_2 NLA RFT 14

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


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).


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;


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.


216518240_2 NLA RFT 18

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


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.


216518240_2 NLA RFT 20

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.


216518240_2 NLA RFT 21

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.


216518240_2 NLA RFT 22

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.


216518240_2 NLA RFT 23

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;


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.


216518240_2 NLA RFT 25

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.


216518240_2 NLA RFT 26

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.


216518240_2 NLA RFT 27

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.


216518240_2 NLA RFT 28

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.


216518240_2 NLA RFT 29

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.


216518240_2 NLA RFT 30

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.


216518240_2 NLA RFT 31

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


216518240_2 NLA RFT 32

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.


216518240_2 NLA RFT 33

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.


216518240_2 NLA RFT 34

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.


216518240_2 NLA RFT 35

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.


216518240_2 NLA RFT 36

R103 [VHD] The solution enables interoperation with other systems via APIs (Application


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.


216518240_2 NLA RFT 37

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.


216518240_2 NLA RFT 38

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.


216518240_2 NLA RFT 39

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


216518240_2 NLA RFT 40

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.


216518240_2 NLA RFT 41

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


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.


216518240_2 NLA RFT 42

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


216518240_2 NLA RFT 43

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.


216518240_2 NLA RFT 44

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


R170 [HD] The solution enables interoperation with the Digital Library Core systems.

R171 [HD] The solution enables interoperation with other systems via APIs (Application


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


216518240_2 NLA RFT 45

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.


216518240_2 NLA RFT 46

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.


216518240_2 NLA RFT 47

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.


216518240_2 NLA RFT 48

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.


216518240_2 NLA RFT 49

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.


50

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.


51

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.


52

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


53

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


54

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.


55

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.


56

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.


57

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.


58

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


59

(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


60

(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.


61

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.


62

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


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).


216518240_2 NLA RFT 64

SCHEDULE 3.1 – NOT USED


65



66

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.


67

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


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]


R3 The solution enables interoperation with a direct

deposit workflow system, digitisation systems

and digital collections delivery systems.

HD [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]



68



non-compliant/

partially compliant



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;


69



non-compliant/

partially compliant



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]


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]


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]


R8 The solution supports integration and

configuration of additional or alternative tools

to enhance ingest workflows, processing and

VHD [Tenderer to

complete]



70



non-compliant/

partially compliant



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]



approve metadata sets to be supplied or

extracted for defined sets of digital items,

processes or workflows.

HD [Tenderer to

complete]



approve system policies and default values – for

example collection groups, functional roles,

preservation intent, access policies, and risk

profiles.

HD [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]


A2.1.3.2 Ingest

R13 The solution ingests digital content submitted in VHD [Tenderer to [Tenderer to complete]


71



non-compliant/

partially compliant



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]


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]


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]


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]


R18 The solution automatically transforms content HD [Tenderer to [Tenderer to complete]


72



non-compliant/

partially compliant



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]


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]


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]


R22 The solution automatically creates access copies

from preservation master copies where Library

HD [Tenderer to

complete]



73



non-compliant/

partially compliant



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.

VHD [Tenderer to

complete]


R24 The solution provides facilities to recover from

error states and restart workflows from

appropriate stages.

VHD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


R26 The solution manages file locations and

maintains associations between storage

locations and item identifiers if files are

relocated.

HD [Tenderer to

complete]


A2.1.4 Digital Library Core Systems Scope – Manage – Functional Requirements

A2.1.4.1 Library staff access, internal identifiers


74



non-compliant/

partially compliant



R27 The solution automatically provides a persistent

identifier for internal use and indexes metadata

so that objects can be found quickly.

VHD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


A2.1.4.2 Manage

R30 The solution enables authorised Library staff to

manage content files individually or in batches.

VHD [Tenderer to

complete]


R31 The solution records version history and process VHD [Tenderer to [Tenderer to complete]


75



non-compliant/

partially compliant



history for preservation master copies. complete]

R32 The solution enables Library staff to selectively

revert to previous versions of content and

metadata.

VHD [Tenderer to

complete]


R33 The solution enables Library staff to run data

integrity checks and to inspect digital content or

metadata which has failed data integrity checks.

VHD [Tenderer to

complete]


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.

D [Tenderer to

complete]


A2.1.4.3 Masters, access copies

R35 The solution supports a wide range of formats

for preservation master copies and access

copies.

VHD [Tenderer to

complete]


R36 The solution supports multiple master copies

and multiple access copies for a digital object.

VHD [Tenderer to

complete]


A2.1.4.4 Update, version, delete


76



non-compliant/

partially compliant



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.

VHD [Tenderer to

complete]


R38 The solution enables Library staff to view

version history and manage which versions are

available for access.

VHD [Tenderer to

complete]


R39 The solution versions digital items after an

action which updates or changes the item, and

updates associated metadata and relationships.

VHD [Tenderer to

complete]


R40 The solution keeps and manages previous as

well as current versions of content and

metadata.

VHD [Tenderer to

complete]



deaccession managed content, including items,

parts of items or access copies.

VHD [Tenderer to

complete]


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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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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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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inspect and update automatically created

metadata.

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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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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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part of a set of items or part of a collection, and

defining the part’s context within the whole.

complete]


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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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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relationships between digital objects for

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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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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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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


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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easily see what access restrictions apply to

digital objects, and to quickly update, modify or

delete access restrictions when required.

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update, modify or delete access restrictions at

multiple levels – for example, series, item, part,

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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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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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approve release of metadata and content for

public discovery, access and display, or

alternatively suppress or defer public access.

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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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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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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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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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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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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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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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Authentication services – Active

Directory – for authentication with

single sign-on.


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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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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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.


update and maintain reference information

knowledgebases on:

a. File formats and versions

b. Software and hardware components that

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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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update and maintain resource inventory

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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.


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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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.


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.


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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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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deprecated HTML tags.


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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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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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.


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


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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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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.


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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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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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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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.

VHD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


A2.2.2.17 Export

R169 The solution supports export of all content and

metadata for simple migration to other systems.

VHD [Tenderer to

complete]



109

Tenderer's Response : Digitisation Systems for Printed Materials Scope


non-compliant/

partially compliant



A2.3.2 Digitisation Systems for Printed Materials Scope - Functional Requirements


R170 The solution enables interoperation with the

Digital Library Core systems.

HD [Tenderer to

complete]





HD [Tenderer to

complete]



in a modular way over time.

HD [Tenderer to

complete]


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.

HD [Tenderer to

complete]


R174 The solution supports assignment of items and

jobs against projects for statistical reporting.

HD [Tenderer to

complete]



110



non-compliant/

partially compliant



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.

HD [Tenderer to

complete]


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.

HD [Tenderer to

complete]


R177 The solution supports recording of page image

sequence based on the order of appearance in the

source material.

HD [Tenderer to

complete]


R178 The solution supports capture of targets

occurring in microfilm as per normal pages.

HD [Tenderer to

complete]


R179 The solution supports image manipulation - for

example, auto-frame split, crop, de-skew, de-

speckle, rotation to reading view and

enhancement for OCR.

HD [Tenderer to

complete]


R180 The solution supports splitting of microfilm

frames to ensure that one source page is one

HD [Tenderer to

complete]



111



non-compliant/

partially compliant



image.

R181 The solution supports correction for variations in

film density for capture from microfilm.

HD [Tenderer to

complete]


R182 The solution automatically generates technical

metadata and includes this in the header of each

file.

HD [Tenderer to

complete]


R183 The solution supports both automated and

manual quality acceptance checks.

HD [Tenderer to

complete]


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.

HD [Tenderer to

complete]


R185 The solution supports re-scanning / re-

processing of pages or entire publications that do

not meet quality requirements.

HD [Tenderer to

complete]


R186 The solution supports generation of unique

identifiers for each image.

HD [Tenderer to

complete]


A2.3.2.3 Content analysis and OCR


112



non-compliant/

partially compliant



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.

VHD [Tenderer to

complete]


R188 The solution enables scanned content and

metadata to be imported for processing, for

individual items and for batches of content.

VHD [Tenderer to

complete]


R189 The solution creates records for content entering

the processing workflow.

VHD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


R191 The solution supports colour, greyscale and bi-

tonal images.

VHD [Tenderer to

complete]


R192 The solution supports content containing a

mixture of colour, greyscale and bi-tonal images

HD [Tenderer to [Tenderer to complete]


113



non-compliant/

partially compliant



within the same publication. complete]

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.

VHD [Tenderer to

complete]



enables Library staff to identify zones within

documents and sections - for example, chapter or

article title; illustrations; columns of text.

VHD [Tenderer to

complete]



enables Library staff to identify target images.

VHD [Tenderer to

complete]


R196 The solution supports manual adjustment of

zoning.

VHD [Tenderer to

complete]


R197 The solution supports allocation of categories to

articles.

VHD [Tenderer to

complete]


R198 The solution supports different editions of

works.

VHD [Tenderer to

complete]



114



non-compliant/

partially compliant



R199 The solution supports association of continuation

articles in reading order where article zones are

spread across multiple zones on the same page.

VHD [Tenderer to

complete]


R200 The solution supports zoning boundary

definitions as polygons.

HD [Tenderer to

complete]


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.

HD [Tenderer to

complete]


R202 The solution supports association of continuation

articles in reading order where article zones are

spread across multiple pages.

HD [Tenderer to

complete]


R203 The solution supports provision of structural

metadata for book pages which contain the end

of one chapter and the start of another chapter.

HD [Tenderer to

complete]


R204 The solution supports association of illustrations

with article zones.

HD [Tenderer to

complete]


R205 The solution supports association of captions

with illustrations.

HD [Tenderer to

complete]


R206 The solution automatically suppresses and/or HD [Tenderer to [Tenderer to complete]


115



non-compliant/

partially compliant



enables Library staff to suppress processing of

target images if required.

complete]

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).

VHD [Tenderer to

complete]


R208 The solution supports non-English language

texts (Unicode) and non-Roman script.

VHD [Tenderer to

complete]


R209 The solution supports conversion of non-

recognised font – for example, converting ‘■’ to

‘?’.

VHD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


R211 The solution supports application of user defined

dictionaries, e.g. dictionary of Australian place

names, to improve the quality of OCR output.

HD [Tenderer to

complete]


A2.3.2.3.4 Output


116



non-compliant/

partially compliant



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.

VHD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


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

VHD [Tenderer to

complete]



117



non-compliant/

partially compliant



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).

HD [Tenderer to

complete]


R217 The solution outputs the results for each issue or

set of pages comprising a publication, in a valid

METS file.

HD [Tenderer to

complete]


R218 The solution prevents duplication of word

coordinates.

HD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


R220 The solution supports bulk ingest of metadata

given specific formatting rules.

VHD [Tenderer to

complete]



118



non-compliant/

partially compliant



R221 The solution supports configurability of

metadata sets to be recorded for different types

of text-based printed material or workflows.

VHD [Tenderer to

complete]


R222 The solution supports manual user addition or

update of metadata.

VHD [Tenderer to

complete]


R223 The solution automatically applies and/or

enables Library staff to apply page sequence

numbers.

VHD [Tenderer to

complete]


R224 The solution supports manual addition of

categories to articles and illustrations.

HD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]


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.

VHD [Tenderer to

complete]



119



non-compliant/

partially compliant



R227 The solution enables Library staff to manage set

up of requirements and acceptance criteria for

output of processing.

VHD [Tenderer to

complete]


R228 The solution provides facilities to validate output

against acceptance criteria.

VHD [Tenderer to

complete]


R229 The solution supports generation of image

derivatives for quality assurance inspection

purposes if necessary.

VHD [Tenderer to

complete]


R230 The solution alerts Library staff to validation

failures and enables resubmission.

VHD [Tenderer to

complete]


R231 The solution supports both automated and

manual quality acceptance checks.

VHD [Tenderer to

complete]


R232 The solution enables Library staff to approve or

reject content based on quality acceptance

checks.

VHD [Tenderer to

complete]


R233 The solution supports both complete and sample-

based quality assurance.

VHD [Tenderer to

complete]


R234 The solution supports automated comparison of

sample output against quality assurance profiles

for different content types.

HD [Tenderer to

complete]



120



non-compliant/

partially compliant



R235 The solution enables Library staff to tentatively

approve or reject content or submit to other

Library staff for review.

HD [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]


R237 The solution provides facilities for monitoring of

workflow statuses and reporting.

VHD [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]


R239 The solution enables items or jobs to be re-

processed or re-submitted for processing.

VHD [Tenderer to

complete]


R240 The solution provides facilities to transfer and

assign processes to users.

HD [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]



121

Tenderer's Response : General Technical Requirements


non-compliant/

partially compliant



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]


R243 Solution components interoperate only through

published interfaces – for example, APIs

(Application Programming Interfaces), or

equivalent.

HD [Tenderer to

complete]


R244 Solution components support integration with

single sign-on authentication, via Active

Directory.

HD [Tenderer to

complete]


A3.3 Design Constraints

R245 Software components are Unicode compliant. VHD [Tenderer to

complete]


R246 Software components support activity and event

logging and reporting.

VHD [Tenderer to

complete]



122



non-compliant/

partially compliant



R247 Software components support exception

handling.

VHD [Tenderer to

complete]


R248 Software components support recovery from

error conditions.

VHD [Tenderer to

complete]


R249 Software components support graceful failure or

degradation of service under error conditions.

VHD [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]


R251 Software components support low level access

to content for administrative purposes via a

resolver, API, service or equivalent.

VHD [Tenderer to

complete]


R252 Solutions have web-based user and

administrative interfaces.

VHD [Tenderer to

complete]


R253 Server-side software components run on

Unix/Linux operating systems.

HD [Tenderer to

complete]


A3.4 Performance Requirements

R254 As indicated in the following table, solution VHD [Tenderer to [Tenderer to complete]


123



non-compliant/

partially compliant



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


50,000 to 100,000 images

per year through curated


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]


124



non-compliant/

partially compliant



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]



125



non-compliant/

partially compliant



second.

R256 Solutions are to support at least 1 gigabit per

second network interface speed between

infrastructure components.

HD [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]



126



non-compliant/

partially compliant



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]


R259 Software components support accessibility

requirements and provide alternative means to

interact with system components, data and

HD [Tenderer to

complete]



127



non-compliant/

partially compliant



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]


R261 Solutions provide facilities to troubleshoot

problems during operation.

VHD [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]


R263 Successful Tenderers are to provide services

under maintenance agreements for equipment

and software components.

VHD [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]



128



non-compliant/

partially compliant



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]


R266 Solutions log data integrity check results. VHD [Tenderer to

complete]


R267 Solutions detect and report data integrity

failures.

VHD [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]



129



non-compliant/

partially compliant



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]


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]


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]


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]



130



non-compliant/

partially compliant



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]


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]



131

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;


132

(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


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



133

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


http://www.environment.gov.au/settlements/publications/government/purchasing/green-office-guide/pubs/green-office-guide.pdf

http://www.environment.gov.au/settlements/publications/government/purchasing/purchasing-guide/pubs/purchasing-guide.pdf

http://www.environment.gov.au/settlements/government/ems/publications/model.html

http://www.environment.gov.au/settlements/publications/government/pubs/water-efficiency-guide.pdf

http://www.climatechange.gov.au/~/media/publications/eego/eego-policy.pdf

http://www.packagingcovenant.org.au/documents/File/Aust%20Packaging%20Covenant%20-%201%20Jul%2010.pdf


134

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


Tenderer's Name:

Tenderer's Signature: Date:


135

SCHEDULE 3.4 – KNOWLEDGE, EXPERTISE, RESPONSIVENESS, RELIABILITY AND PAST EXPERIENCE


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.


136

Tenderer's Response

[NOTE TO TENDERERS: ATTACH DETAILS IF NOT CREATED

ELECTRONICALLY]

Tenderer's Name:



137

SCHEDULE 3.5 – EXPERIENCE AND QUALIFICATIONS OF THE TENDERER'S KEY PERSONNEL


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:



138


This Schedule is NOT USED.


139

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:



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SCHEDULE 3.8 – VALUE ADDED SERVICES


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


Tenderer's Name:



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SCHEDULE 3.9 – DUE DILIGENCE – CORPORATE CAPABILITY


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


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


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


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


Tenderer's Name:



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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


Tenderer's Name:



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SCHEDULE 5 – DRAFT CONTRACT

The proposed draft Contract appears as an attachment to this Schedule.

Request for TenderNational Library of Australia 216518240_2 NLA RFT 4 Price Schedule The pricing...

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