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.

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

6. Principles & approach

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