Supply Panel for Digitisation of Heritage Materials

  • Recommended
Date: 1 Oct 2016 - 30 Sep 2021
Updated: 20 Jan 2021
Managed: State Library NSW Contact owner
Type: Agency specific
Scheme Number: SLNSW16-001
The State Library of NSW has created the panel to cater for the digitisation of cultural and heritage materials.

The panel is not a whole-of-government arrangement and NSW Government agencies are not mandated to use the scheme.

This panel has been created for the benefit of the State Library of NSW but is open to other eligible agencies, consistent with NSW Government policy.

Services on this panel are tailored to digitisation of heritage and cultural material. Other digital and ICT services are available on the ICT Services Scheme within the category G02 Digitisation including delivery “as a service”.

The State Library of NSW may conduct further procurement processes to add new members to the panel.

Service categories

Currently there are panels for 3 categories of heritage materials.

Category 1: printed materials

Caters for digitisation of printed materials (books, magazines, periodicals, pamphlets, trade catalogues) that may require specialist cradles and digitisation equipment to avoid damage to tightly bound or fragile printed items.

Examples of formats/items digitised in this category include:


Bound printed books ranging in physical sizes from 15cm to 60cm (height) and up to 500+ pages. Examples include:

  • bound books consisting of pages in standard book formats in hardcover and softcover
  • books that (primarily or solely) consist of pages of printed text
  • bound books that contain photographic plates, colour illustrations and line diagrams
  • bound books that contain foldouts, such as maps, illustrations, diagrams, tables etc.

Pamphlets and catalogues

Hard or soft cover booklets in a variety of physical sizes ranging from 15cm to 30cm and up to 250+ pages. Examples include:

  • stitched or stapled pamphlets and catalogues consisting of pages in standard booklet formats in softcover
  • pamphlets and catalogues that (primarily or solely) consist of pages of printed text
  • pamphlets books and catalogues books that contain photographic plates, colour illustrations and line diagrams
  • pamphlets and catalogues that contain foldouts, such as maps, illustrations, diagrams, tables etc.


Bound serials, journals, magazines ranging in physical sizes from 15cm to 60cm (height) and up to 500+ pages. Examples include:

  • serials consisting of pages in standard magazine or journal formats in hardcover and softcover
  • serials that (primarily or solely) consist of pages of printed text
  • bound serials that contain photographic plates, colour illustrations and line diagrams
  • bound serials that contain foldouts, such as maps, illustrations, diagrams, tables etc.


Bound or loose collections of ephemera (for example greeting cards, single sheet pamphlets, flyers, invitations, menus, handouts) ranging in physical sizes from 15cm to 60cm (height) and up to 500+ pages. Examples include:

  • menus, flyers, mini posters, advertising material, handouts, bills etc consisting of loose pages or sheets
  • ephemera consisting of pages in standard magazine or journal formats in hardcover and softcover
  • ephemera that (primarily or solely) consist of pages of printed text
  • bound or loose sheets of ephemera that contain photographic plates, colour illustrations and line diagrams
  • large size loose sheets of ephemera that are folded, such as maps, illustrations, diagrams, tables etc.

Category 2: negatives and transparencies

Caters for digitisation of film-based negatives, transparencies and slides both in black and white and colour and from a wide range of film types and sizes. Examples include:

  • a large range of film stocks and formats that include glass, cellulose acetate, cellulose nitrate, polyester negatives and positives (transparencies and slides), in black and white and colour
  • rolls of 35mm and 120 film with cellulose nitrate, cellulose acetate or polyester bases
  • a variety of sizes and shapes of sheet film and single negative and positive formats including lantern slides and 35mm slides with cellulose nitrate, cellulose acetate or polyester bases.

Category 3: optical character recognition and related services

Caters for optical character recognition processing of printed textual materials and production of searchable and machine readable text in XML (METS, ALTO) formats and searchable PDF outputs.

This supplier panel has been set up to provide OCR and related services from printed materials that have already been digitised. This panel only supplies the OCR services -  not digitisation of the physical books, newspapers, magazines etc as these services are offered by suppliers on the category 1 panel. Examples include:

  • cropping, deskewing of digital source images
  • a range of OCR outputs including METS, ALTO, PDF
  • rekeying of important text
  • zoning of articles/illustrations etc on pages.

Panel members

Panel members have been evaluated and prequalified as being capable and experienced.

As such, suppliers selected to provide quotes need to respond only around:

  • their availability to meet the nominated schedule at the time
  • provide assurances around any additional specification requirements above the standard
  • price reflecting the specified volume and complexity outlined in the request for quote (RFQ).

Each contractor has entered into it based on the Master Digitisation Services Agreement (MDSA) that is specific to each category:

  • categories 1 and 2 use the MDSA category 1 and 2 PDF, 320.81 KB
  • category 3 - Optical Character Recognition (OCR) and related services has its own specific MDSA category 3 PDF, 296.16 KB. This is substantially the same as the MDSA for categories 1 and 2 but has a variation to the contractor liability to delays caused by the customer – see section 7.6(d).

Tools and templates

Categories 1 and 2

Category 3

Key benefits

Key benefits of the panel include:

  • improved efficiency and effectiveness of the procurement process for digitisation of heritage materials
  • access to suppliers assessed by SLNSW and tested for capability to handle and digitise a range of heritage, archival and fragile cultural materials
  • templates for short form purchase order and detailed statement of requirements that agencies can use or change for their own collection requirements.


Under clause 19 of the Master Digitisation Services Agreement, the contractor must hold:

  1. all insurances required by law, including worker’s compensation insurance in accordance with relevant state or territory legislation
  2. public liability insurance for an amount of not less than $10 million per claim
  3. professional indemnity insurance for an amount of not less than $1 million per claim
  4. insurance to cover loss of or damage to property (which insurance must cover any property including the deliverables to be supplied to the customer until the customer takes physical possession of that property) for an amount per claim of not less than the full replacement value of any property to be supplied under this agreement from time to time or such other amount as is nominated by the principal in writing
  5. such other insurance specified in a purchase order or as is reasonably required by the customer from time to time in respect of any liability of the contractor that may arise from the performance of its obligations under a purchase order [note: additional insurances provisions related to collections’ materials have been included in schedule 1 of the Master digitisation services agreement established with contractors].

If requested by the principal or a customer, provide the principal or the customer with a copy of these insurance policies and evidence of currency of the policies.

Category 1 - printed materials

Clifford Sells Limited

Address: Bedford Business Centre, 61-63 St Peters Street  Bedford, MK40 2PR, United Kingdom
Contact: Mark Clifford (Managing Director)
Phone: +44 1234 355522
Mobile: +44 7866 694083


Address: Level 12, Plaza Building Australia Square, 95 Pitt Street, Sydney NSW 2000
Contact: Eamonn Donohoe (Business Development Manager)
Phone: 1300 887 507 or 02 9636 9026
Mobile: 0419 877 877

Government Records Repository (GRR)

Address: 143 O'Connell Street, Kingswood NSW 2747
Contact: Sally Irvine-Smith (Manager, Systems and Development)
Phone: 02 8805 5325

Microsystems Pty Ltd

Address: Unit 1, 2 Parramatta Road, Granville NSW 2142
Contact: Russell Townley (Company Director)
Mobile: 0418 249 459

Picturae B.V.

Address: De Droogmakerij 12, 1851 LX, Heiloo the Netherlands
Contact: Mark Lindeman (CEO)
Phone: +31 (0)72 53 20 444


Address: Unit 3, 20 Smallwood Place, Murarrie QLD 4172
Contact: Duncan Lord (CEO)
Phone: 1300 119 939

W&F Pascoe Pty Ltd

Address: 7 Hayes Street, Balgowlah NSW 2093
Contact: Alan Clarke (Business Development Manager)
Phone: 02 9949 1133
Mobile: 0408 257 454

Category 2 - negatives and transparencies

Datacom IT Pty Ltd

Address: Level 12 Plaza Building Australia Square, 95 Pitt St Sydney, 2000,NSW G.601 St Kilda Rd, Melbourne, VIC,3004
Contact: David Lindell or Eamonn Donohoe
Phone: 0419 877 877 or 1300 887 507

JFL Imaging Pty Ltd

Address: 24 Rabbett Street, Frenchs Forest,NSW 2086
Contact: Jean-Francois Lanzarone
Phone: 0401 134 488

Picturae B V

Address: De Droogmarkerij 12, 1851 LX, Heiloo - the Netherlands
Contact: Rob Jacobs or Mark Lindeman
Phone: +31 0 72 53 20 444

Government Records Repository (GRR)

Address: 143 O’Connell Street, Kingswood NSW 2747
Contact: Sally Irvine-Smith 
Phone: 02 8805 5325

Vision Image Lab Pty Ltd

Address: 45 George St.,Redfern, NSW 2016
Contact: Haroon Shariff

Category 3 - OCR and related services


Address: No 72, Greams Road, Thousand Lights, Chennai – 600 006
Contact: Mr Varadarajan  
Phone: +91 9 880597937

EIL Global

Address: Level 30 & 24, Westpac House, 91 King William Street, Adelaide, SA 5000
Contact: Abilash Nair, Director – Enterprise Business
Phone: +61 8 7088 4865 or  mobile: +61 450315643

Apex CoVantage

Address: Tower 1 Level 2 495 Victoria Avenue Chatswood NSW 2067
Contact: Joel Mills
Phone:+1 703 7093446

Data NZ

Address: PO Box 19007, Avondale, Auckland, New Zealand
Contact: Nasser Kukkady
Phone:+64 9 8292492 mobile: +64 21 1239065

NZ Micrographics

Address: 32B Jamaica Drive, Grenada North, Wellington 5028, New Zealand
Contact: Simon Gottlieb
Phone:+64 4 232 9396 extn 220

Contentra Technologies

Address: Okhla Industrial Area Phase I,New Delhi, India, Pin – 110020
Contact: Naveen Chamoli - President

Zenit Solutions

Address: 4 Doulton Drive, Cherrybrook NSW 2126    
Contact: Ajay Dhingra - Director

Datacom IT

Address: Level 12 Plaza Building, Australia Square 95 Pitt Street Sydney, 2000, NSW
Contact: Eamonn Donohoe
Phone:+61 419 877 877

W & F Pascoe Pty Ltd

Address: 7 Hayes St, Balgowlah NSW 2093
Contact: Alan Clarke - Business Development  Manager    
Mobile: 0408 257 454

To use the supply panel, an eligible agency must issue a request for a quote to 1 or more panel members.


Populate the appropriate template to allow the contractors to quote for the services:

At the completion of an engagement, agencies are requested to provide feedback to the State Library of NSW.

Master Digitisation Services Agreement (MDSA)

The MDSA is a multi-agency access contract under the NSW Procurement Policy Framework. The State Library of NSW is the principal and eligible agencies may procure services under separate contracts established under this agreement.

There are 2 versions of the agreement:

The MDSAs are included here as information for buyers only.  The State Library of NSW has already established these panels and buyers do not need to use the MDSA when requesting quotations for specific services from panel members.

References to sections and clauses in MDSAs must be maintained or, if changed, must be clearly identified as variations.

Rate cards

There is no set rate card associated with this supply panel.

The panel was established to ensure that suppliers have the capability of carrying out the desired work to the specification required, whilst making sure that the original collection materials was not damaged during the process.

Different collection types require different approaches, equipment and skillsets in order to be digitised safely and to standards set out int the statement of requirements.

Agencies should submit a request for quote and statement of requirements that suit that individual collection/format type being offered to the panel. Quotes can be submitted to any number of panel members, in line with value of procurement guidelines that agencies are bound by.

Panel members are required to take specific collection requirements into account when proposing their equipment choices, schedule and price.

Fee comparison at the quote stage lets agencies achieve value for money.

How to apply

Any supplier wishing to be added to this supply panel should email the State Library on for details on the process.

This is a panel contract established by the State Library of NSW which may be accessed by other eligible agencies in accordance with NSW Government policy for multi-access arrangements.

Eligible agencies include:

  • any government sector agency as defined in the Government Sector Employment Act 2013
  • a public body as defined in clause 6 of the Public Works and Procurement Regulation 2014 that is eligible to become a registered buyer under NSW Government contracts or other supply arrangements which may include a:
    • private hospital
    • local council or other local authority
    • charity or other community non-profit organisation
    • private school or college
    • university
    • public authority of the Commonwealth, any other State or Territory
    • public authority of any other jurisdiction (but only if it carries on activities in NSW)
    • contractor to a public authority (but only in respect of things done as such a contractor).

A community, non-profit organisation does not include an industry association or similar body, the activities of which are intended to promote the interests of a particular industry or sector of an industry.

How to manage scheme requests

To provide a quote for services, suppliers must:

  1. complete the purchase order provided by the eligible agency, including any attachments, and specify the fees offered.The purchase order may be the one associated with either:
  2. sign the completed purchase order
  3. return the completed purchase order to the eligible agency as applicable within the time specified by the relevant agency in its request for quote.

The supplier must clearly demonstrate in each quote how the fees offered by the supplier in that quote have been calculated.

By submitting a quote, the supplier offers to perform the services described in the quote in accordance with the terms of the appropriate MDSA:

These should include any project-specific terms and conditions included by the eligible agency pursuant to clause 4.2(f) of the agreement.

Each purchase order established under the MDSA will constitute a separate contract between the customer and the supplier under clause 4.5 Separate contracts of the MDSA.

As provided in clause 4.2(f) of the signed agreement, a purchase order may contain terms and conditions in addition to those in the MDSA.

The terms of the MDSA will prevail over any terms and conditions in a purchase order that directly conflict with the MDSA, unless the purchase order expressly provides that the conflicting term or condition supersedes the MDSA.

Additional or different terms or conditions apply to the purchase order in which they are contained only.