Digital preservation systems dynamic purchasing system (DPS)
Save time and effort with an easy, fast and compliant route to acquiring a digital preservation system to suit your organisation’s needs.
About the digital preservation DPS
Our service enables you to purchase a digital preservation solution from pre-qualified vendors who conform to sector standards around the long-term access and preservation of your digital assets.
Our stringent processes comply with EU procurement rules so you can also rest assured that the vendors chosen will provide you with the best value and quality of service.
Benefits
OJEU compliant
The service is an OJEU-compliant1 route to market (Official Journal of the European Union. Contact preservation-dps@jisc.ac.uk to see the OJEU contract notice.)
Save procurement time
We pre-qualify all vendors on the dynamic purchasing system (DPS) to ensure they can meet your requirements and free up your time in the process. Depending on the requirements, your procurement could be completed in around four weeks.
Access expert advice and guidance
By purchasing through our service, you gain access to our in-house technical experts who will provide impartial advice and guidance on digital preservation requirements and digital preservation procurement.
Get the best value
We can help you identify your specific digital preservation needs, and to identify any superfluous requirements.
A dynamic purchasing system
We ensure that you have access to the latest technology, vendors and competitive pricing.
Eligibility
The scope of the digital preservation DPS covers purchases by JSL, Jisc and its members and customers, including purchases by higher education institutions, further education and specialist colleges and research council establishments in the UK, and also by any other organisations connected to the Janet network, including local authorities, regional broadband consortia, or other bodies whose core purpose is the support or advancement of further or higher education or of research.
The services are also available for use by:
- any National Research and Education Network (NREN) and the community it serves where the NREN has either a direct connection to Janet or the NREN is a member at any time during the period of this framework of the consortium that operates GÉANT.
- GÉANT is the pan-European research and education network that interconnects Europe’s NRENs. A list of members of the GÉANT consortium (GÉANT Partners) may be found at the URL below. GÉANT may also use this framework.
- As HEAnet, the NREN of the Republic of Ireland, is connected both to Janet and is a member of the GÉANT consortium, the framework is available for use by HEAnet, its subsidiaries, member institutions and customers to include schools serviced by the HEAnet school’s network.
Many of the above organisations are members of higher and further education purchasing consortia. These consortia are independent organisations that provide a wide range of collaborative purchase agreements to their member institutions.
Any member of one of these consortia will be eligible to purchase from this DPS by virtue of its membership, as will members of any other similar purchasing consortium in higher or further education that might be formed during the lifetime of the DPS.
Membership lists for existing higher and further education purchasing consortia is available in the buyers guide (pdf).
Get started
Whether you know your requirements or are just starting out, get in touch and we'll help you with next steps. Watch a recording of our webinar introducing the digital preservation dynamic purchasing scheme.
Procurement process
Starting out
When you're ready to begin your procurement, you'll need to complete an invitation to tender (ITT) by populating the mini-competition template, then send it to preservation-dps@jisc.ac.uk.
We’ve created a mini-competition template (Word docx), which you can download and then customise for your own use.
Publication
We publish the competition through our e-tendering platform, ensuring that all vendors on the DPS are informed. Vendors communicate and submit their response to the mini competition through the platform.
A mini-competition must be live for at least ten days. If the requirements are complex, we would advise allowing three to four weeks. If you intend to ask for demonstrations from vendors, you will need to allow time for all the vendors to demonstrate their product. Any questions from vendors are passed onto to you to respond to. We share relevant answers with all vendors.
Making a decision
Once the deadline passes, we'll download all the bids and return them to you for evaluation.
On reaching a decision you'll need to advise us of the outcome and provide feedback for unsuccessful bidders, who we will notify via the portal. Once the contract is signed you confirm the contract value and we report quarterly to OJEU.
Remember to let us know if the procurement is terminated with no award.
Starting out
When you're ready to begin your procurement, you'll need to complete an invitation to tender (ITT) by populating the mini-competition template, then send it to preservation-dps@jisc.ac.uk.
We’ve created a mini-competition template (Word docx), which you can download and then customise for your own use.
Publication
We publish the competition through our e-tendering platform, ensuring that all vendors on the DPS are informed. Vendors communicate and submit their response to the mini competition through the platform.
A mini-competition must be live for at least ten days. If the requirements are complex, we would advise allowing three to four weeks. If you intend to ask for demonstrations from vendors, you will need to allow time for all the vendors to demonstrate their product. Any questions from vendors are passed onto to you to respond to. We share relevant answers with all vendors.
Making a decision
Once the deadline passes, we'll download all the bids and return them to you for evaluation.
On reaching a decision you'll need to advise us of the outcome and provide feedback for unsuccessful bidders, who we will notify via the portal. Once the contract is signed you confirm the contract value and we report quarterly to OJEU.
Remember to let us know if the procurement is terminated with no award.
Vendors
Vendors can apply to join the service at any point during its lifetime.
If you're interested in finding out more about the requirement criteria for joining the service, download the request to participate documents.
Vendors will need to meet all of the criteria to be accepted on to the service.
The vendors who are currently accepted on to the service are:
Vendor name: Arkivum Limited
Contact: Rebecca Kan (rebecca.kan@arkivum.com)
Vendor name: Artefactual Systems Inc.
Contact: Kelly Stewart (info@artefactual.com)
Vendor name: Docbyte NV
Contact: Frederik Rosseel (Frederik.Rosseel@docbyte.com)
Vendor name: ITHAKA Harbors
Contact: Benjamin White (benjamin.white@ithaka.org)
Vendor name: Libnova S.L.U
Contact: Lia Radovic (lia.radovic@libnova.com)
Vendor name: Max Communications Ltd
Contact: David Cordery (david@maxcommunications.co.uk)
Vendor name: Preservica Limited
Contact: Tracy Broadhurst (tracy.broadhurst@preservica.com)
Vendor name: Sword Ping Network Solutions
Contact: David Inglis (dinglis@ping-ns.com)
Vendors can apply to join the service at any point during its lifetime.
If you're interested in finding out more about the requirement criteria for joining the service, download the request to participate documents.
Vendors will need to meet all of the criteria to be accepted on to the service.
The vendors who are currently accepted on to the service are:
Vendor name: Arkivum Limited
Contact: Rebecca Kan (rebecca.kan@arkivum.com)
Vendor name: Artefactual Systems Inc.
Contact: Kelly Stewart (info@artefactual.com)
Vendor name: Docbyte NV
Contact: Frederik Rosseel (Frederik.Rosseel@docbyte.com)
Vendor name: ITHAKA Harbors
Contact: Benjamin White (benjamin.white@ithaka.org)
Vendor name: Libnova S.L.U
Contact: Lia Radovic (lia.radovic@libnova.com)
Vendor name: Max Communications Ltd
Contact: David Cordery (david@maxcommunications.co.uk)
Vendor name: Preservica Limited
Contact: Tracy Broadhurst (tracy.broadhurst@preservica.com)
Vendor name: Sword Ping Network Solutions
Contact: David Inglis (dinglis@ping-ns.com)