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.
Benefits
Compliant route to market
The service was procured under Public Contracts Regulations 2015 and remains compliant under the Procurement Act 2023. Contact preservation-dps@jisc.ac.uk to see the contract notice.
Save procurement time
We pre-qualify all vendors on the dynamic purchasing system (DPS) to ensure they they meet top-level requirements and free up your time in the process. Depending on the requirements, your procurement could be completed in around six to eight weeks from the mini-competition being published to contracts being placed.
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
Open to new applications meaning new vendors and technology can join the service at any time helping to keep prices competitive.
Eligibility
The scope of the DPS covers purchases by Jisc Services Limited (JSL), Jisc and its members. It also covers purchases by higher education institutions, further education and specialist colleges and research council establishments in the UK, and 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 connection to Janet or the NREN is a member at any time during the period of this DPS 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 DPS.
- As HEAnet, the NREN of the Republic of Ireland, is connected both to Janet and is a member of the GÉANT consortium, the DPS 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).
This is your procurement and it is your decision as to whether you are eligible to use the service. If you are unsure speak with your procurement team or contact us at preservation-dps@jisc.ac.uk and we can help guide you.
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 a mini competition invitation to tender (ITT) and then send it to preservation-dps@jisc.ac.uk.
We’ve created a mini-competition template (Word docx), which you can download and customise for your own use. You can use your own templates for the process.
Please refer to the buyer’s guide for more information on preparing tender documents. We’re happy to help you prepare your draft.
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 deadline passes, we'll download all the bids and return them to you for review. 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 period covered by the contract and we publish the contract award notice.
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 a mini competition invitation to tender (ITT) and then send it to preservation-dps@jisc.ac.uk.
We’ve created a mini-competition template (Word docx), which you can download and customise for your own use. You can use your own templates for the process.
Please refer to the buyer’s guide for more information on preparing tender documents. We’re happy to help you prepare your draft.
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 deadline passes, we'll download all the bids and return them to you for review. 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 period covered by the contract and we publish the contract award notice.
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: hello@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: Ex Libris (UK) Ltd
Contact: Bid Team (Softwareproposals-global@clarivate.com)
Vendor name: Infotel UK Consulting
Contact: Ana Maria Altrogge (Ana.altrogge@infotel.com)
Vendor name: ITHAKA Harbors
Contact: Benjamin White (benjamin.white@ithaka.org)
Vendor name: Libnova S.L.U
Contact: Ana Escalera (ana.escalera@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: hello@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: Ex Libris (UK) Ltd
Contact: Bid Team (Softwareproposals-global@clarivate.com)
Vendor name: Infotel UK Consulting
Contact: Ana Maria Altrogge (Ana.altrogge@infotel.com)
Vendor name: ITHAKA Harbors
Contact: Benjamin White (benjamin.white@ithaka.org)
Vendor name: Libnova S.L.U
Contact: Ana Escalera (ana.escalera@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)