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National Library of Wales Supply of Film Transfer Units Invitation to Tender

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National Library of Wales Supply of Film Transfer Units Invitation to Tender National Library of Wales Supply of Film Transfer Units Invitation to Tender Common Procurement Vocabulary (CPV) 32333000 Video recording or reproducing apparatus 32321100 Film equipment 1 Introduction 3 2 Key requirements and process 4 3 Requirements 6 4 Additional information required 8 5 What is required from suppliers 9 6 Evaluation criteria 10 7 Conditions of contract 13 8 Tender response form 25 9 Label and posting instructions 26 2 1 INTRODUCTION 1.1 Introduction The National Library of Wales is seeking, subject to funding, to enhance its technical facilities in relation to the transfer and digitisation of 16mm and 35mm film and magnetic audio materials. At present the NSSAW equipment comprises one unit MWA 16mm/35mm Vario Flashscan and one MWA MB-51 16mm/35mm magnetic sound follower. Our current requirement is for One film transfer unit and One Magnetic Sound follower, with associated equipment and software, from a single supplier, capable of scanning and sound reproducing from the following formats: 16mm, 35mm. Due to the terms of the funding it is critical that the units are delivered and installed prior to January 13th 2012. NLW is not bound to accept any tender received. 1.2 National Screen & Sound Archive of Wales NSSAW was formed in 2001 with the merging of the Sound and Moving Image department of the National Library of Wales and the Wales Film & Television Archive and is now a fully integrated part of the National Library of Wales. Situated in Aberystwyth, the National Library of Wales was founded by Royal Charter in 1907 and is internationally recognised as one of the World‟s major national libraries. Primarily funded by the Welsh Assembly Government, NLW is a legal deposit library for material published in the UK and Ireland as well as maintaining a broad variety of collections devoted to Wales and its people in a wide range of diverse media, part of which is the NSSAW film collection currently exceeding 6 million feet of film. Full information about NLW and NSSAW can be found on the websites http://www.llgc.org.uk and http://www.archif.com 1.3 Digitisation Programme The National Library of Wales is seeking funding from the Welsh Assembly Government to modify its current facilities for NSSAW and install new equipment on a single floor within the National Library building for the digitisation of its audiovisual holdings. The digitisation programme will be a long-term exercise, and the equipment will be required to be of a robust, reliable and professional standard, capable of producing consistently high performance in all aspects over the lifetime of the project. 3 2. Requirements and process 2.1 Key requirements Supply and installation of one 16mm/35mm film transfer unit delivered installed and fully commissioned. Supply and installation of one 16mm magnetic sound follower with bi- phase control Supply and delivery, installation and licensing of operating software. Training and documentation. Workstations and signal capture units will be supplied by NSSAW to meet the specification of the supplier of the film transfer units. 2.2 Tender process Suppliers intending to submit a proposal are asked to email [email protected] to ensure that they receive any supplementary information the Library may issue. The closing date for submission of tenders is 11am, 10th October 2011. Late submissions will be excluded. Details of submission are presented in Section 9 below. This document is intended to provide all information necessary for suppliers to prepare a tender. If there are any queries they should be submitted by email to [email protected]. Queries of general interest will be collated and anonymised, with responses, and circulated to all tenderers. No site visits are envisaged. The tenders will be opened by the Director of Corporate Services in the presence of a member of the Library‟s Board of Trustees. 2.3 Conditions for exclusion Suppliers may be excluded if any of the following apply to them:1 (a) is bankrupt or is being wound up, whose affairs are being administered by the courts, who has entered into an arrangement with creditors or who is in any analogous situation arising from a similar procedure under national laws and regulations; (b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding-up or administration by the courts or for an arrangement with creditors or is the subject of any other similar proceeding under national laws or regulations; 1 Lettered in accordance with the Contract Notice. Clause c has been omitted intentionally. 4 (d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify; (e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority; (f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority; (g) is guilty of serious misrepresentation in supplying the information required under the provisions of the Directive on the criteria for qualitative selection; (h) is not considered financially viable by the National Library of Wales based on analysis of the financial statements provided (see Section 4). Tenderers should note that the National Library of Wales is a Welsh Government Sponsored Body which is subject to the information disclosure rules of the Freedom of Information Act and the related Code of the National Assembly for Wales. 2.4 Timescale Date Milestone 26 August 2011 Issue contract notice 10 October 2011 11.00am Closing date for submission of tenders Evaluate tenders, select Preferred Bidder and notify bidders of result 20 October 2011 Award contract 07 December 2011 Publish Contract Award Notice (latest date) 13 January 2012 Completed delivery and installation Note that delivery and installation by 13th January 2012 is a fixed requirement and suppliers unable to meet this timescale should not submit a tender. 5 3 Requirements 3.1 Unit One (16mm/35mm) 3.1.1 Hardware Formats 16mm, Super 16mm and all 35mm format ratio including 1.33, 1.37, 1.66, 1,85, 2.1 Anamorphic, 3 or 4 perf‟. Ratio adjustable between 16:9 and 4:3 Material Suitability Film base types tri-acetate, di-acetate, polyester and nitrate. Motion Continuous motion sprocket-less capstan drive on both 16mm & 35mm formats with adjustable tension Transfer speeds Selectable transfer speeds up to 25fps. Shuttle Variable shuttle speed preferably with stable image between approximately 5 to 800fps Audio Optical and Magnetic sound readers for 16mm and Stereo optical reader for 35mm with interface to separate sound follower Shrinkage Shrinkage compensation on both picture and sound. Preferably up to 4% shrinkage Output HD-SDI & SDI with embedded audio Output Resolution Standard Definition (768 Vertical x 576 Horizontal) High Definition (full 1920 vertical x 1080 Horizontal) Image Sensing 3 x CCD image sensor minimum 2 Mega pixels or agreed equivalent, with optional upgrading to 2K or 4K scanning. Reel Capacity Up to 3000ft Light Source Preferably high intensity flashing RGB LED Film Cleaning Optional fitting of particle roller cleaning Machine control RS 422 remote controller Imaging Zoom, Focus and Pan control Metadata Metadata output Power consumption in The NLW is conscious of conserving energy and the unit operation supplied should be designed to function using a minimum of electrical energy Ergonomics The unit should be designed and constructed to occupy minimum workspace and provide a satisfactory ergonomic relationship between operator and machine. 3.1.2 Software Signal Processing & Machine control Primary Colour Correction Six Vector Colour Correction Support for remote control Programmable Event Notification Settings Memory Automated cue point setting Automatic White and Colour balance 6 Image Enhancement functions Transport control Colour Bars Frame Counting Blanking and Aspect ratio conversion B/W scanning Shrinkage correction Adjustable Film Tension Audio Control 3.2 Unit Two (16mm Magnetic Sound Follower) 3.2.1 Hardware Formats 16mm, 35mm Perforated magnetic sound Material Base Tri-acetate and Polyester Motion Continuous motion capstan drive on all formats ________________ __________________________________________________ Interface Bi-phase control from film transfer _________________ __________________________________________________ Output Line output to interface with film transfer unit _________________________________________________ Shrinkage Detection Shrinkage detection for shrunken materials Shuttle Variable shuttle speeds Frame Rates Selectable frame rates up to and including 24, 25 and 50fps Replay 16mm 3 Channel Power consumption The NLW is conscious of conserving energy and the unit supplied should be designed to function using a minimum of electrical energy. Ergonomics The unit should be designed and constructed to occupy minimum workspace and provide a satisfactory ergonomic relationship between operator and machine. 3.3 Training and documentation On-site training to be provided by the supplier for all functions of the scanner and software operation for multiple users. Training will need to be arranged on a single day at a mutually convenient time, during January 2011. Comprehensive operating manuals for hardware and software, in printed and/or electronic format should be provided. 3.4 Delivery and timescale The equipment will be delivered, installed and fully operational on or before 13th January 2012. 7 4 ADDITIONAL INFORMATION REQUIRED Suppliers are requested to supply information on the following matters as outlined in the Contract Notice: Confirmation that none of the issues a – g listed in 2.3 above apply. Audited financial statements covering the two most recent accounting periods Description and photographs of products Service contract terms and cost Confirmation that the supplier complies with the Conditions of Contract in Section 7 of this document The tender should be submitted on the attached Tender Response Form (p.
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