Scope

Updated: 27 Apr 2020

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:

Books

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.

Serials

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.

Ephemera

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.

Insurance

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.