EU Tenders and lowest price selection
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European archives organizations have used large EU tenders to digitize and preserve collections at unprecedented scales. Sound and Vision, the EYE, and the National Archives of the Netherlands have collectively awarded over $14 million in tenders between 2007-2012. Principles for the tenders include being highly specific in project specifications, combining similar materials into large batches to reduce costs, and preparing materials in advance so contractors don't factor preparation work into their bids. Lessons learned are that specificity and transparency in the selection process reduces legal claims, and focusing on repeatable, standard processes offers the best value for the money spent.
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EU Tenders and lowest price selection
- 1. European Tenders Using tender procedures as tools and their influence on the work process
- 3. Public procurement: a necessity or a blessing The volumes in the Images for the Future project are so large that public procurement (EU tenders) was inevitable.The awarded volume for preservation and digitization was unprecedented and set Dutch archives ahead of any other archive worldwide.
- 4. European Tenders 2007-2012 Sound and Vision: 9 EYE: 3 National Archives: 2 One combined tender regarding photo digitization with different lots
- 5. Sound and Vision Video Digibeta Film Preservation Perfo-Acetate Film Preservation Acetate Film Preservation Nitrate Film Digitization SD Film Digitization HD Digitization of Photographic Materials* Photo Digitisation Color Education Media Platform EYE Film Preservation Film Digitizing & Encoding Digitization of Photographic Materials* National Archives Digitization of Photographic Materials* *Combined Tender
- 7. 1. Be as specific as possible 1. Deal with as much as possible ｀headache¨ in the project upfront, write down as much as possible specifications 2. This forces you to think through the whole project and define risks on beforehand
- 8. 2. Combine work 1. Combine audiovisual carriers and create large batches of similar material, this drives down the costs. The larger the lots, the better
- 9. 3. Prepare work 1. The more specific a contractor can offer it¨s services, the better. Prepare as much work as possible on beforehand, so the contractor won¨t include this in the offering (e.g. describe the internal process until delivery, quality control, preparation work such as packaging)
- 10. Lessons learned
- 11. 1. Lowest price forces detailed specification & transparency 1. The necessity of being as specific as possible forces the organization to describe the process as detailed as possible before even starting. But somewhere in the project you¨ll have to write these plans anyway. 2. The selection process is very transparent and less prone to legal claims 3. There are enough selection criteria to arrive at the preferred vendor
- 12. 2. Lowest price offers more value for money - Lowest price works best with repeatable and more standard processes. But it forces you think out your process in more generic and standard ways. The less ｀typical¨ you are with your specifications, the less you pay. - The amount of work on beforehand is considerable, and you need to take the time to finetune the process after the bid has taken place and to confirm the checklists