Services - 15071-2018

12/01/2018    S8

Iceland-Reykjavik: Library software package

2018/S 008-015071

Prior information notice

This notice is for prior information only


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Ríkiskaup
Postal address: Borgartun 7c
Town: Reykjavik
NUTS code: IS001 Höfuðborgarsvæði
Postal code: 105
Country: Iceland
Contact person: Anna Sóley Sveinsdóttir
Internet address(es):
Main address:
Additional information can be obtained from the abovementioned address
I.4)Type of the contracting authority
National or federal agency/office
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

Request for information - RFI - Library Management System

II.1.2)Main CPV code
48160000 Library software package
II.1.3)Type of contract
II.1.4)Short description:

Ríkiskaup on behalf of the Purchaser invites information from a prospective bidder on a Library management system as further specified in this Request For Information (RFI). This RFI is for: A Library Management System for the Purchaser and affiliated users.

The purpose of the RFI is to gather information on suitable systems for the Purchaser in order to be able to define a successful Request for Tender in the coming months.

This national library consortium serves all libraries in Iceland, including the national library, public libraries, research- and university libraries, school libraries and more. In addition, it provides services to a variety of historical-, art- and photography museums.

More about the company, and

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
48161000 Library management system
II.2.3)Place of performance
NUTS code: IS001 Höfuðborgarsvæði
Main site or place of performance:

Consortium of Icelandic Libraries (Landskerfi bókasafna hf.).

II.2.4)Description of the procurement:

The Consortium of Icelandic Libraries is looking for a library system to replace the current system in use, Aleph from Ex Libris. The system setup shall be a consortium set up with:

- A single shared metadata/bibliographic database.

- A single shared authority database.

- A shared patron database, hierarchical from national- to local library level.

- A scalability to serve approx. 300 different libraries in a consortium setup.

Admin access shall be provided at both the consortium level and a limited admin access at a library level. All configurations and daily maintenance will be carried out at the consortium but the libraries maintain notices and such themselves. Please describe the work environment provided for the consortium administration tasks.

Various requirements will be made to the vendors, the system itself, its architecture and functionality.

Specific requirements.

High emphasis will be put on requirements such as:

- Self-service options for patrons are essential.

- An open and modular system, APIs and web services are most important. Please send a list of all available services.

- Management of patron information is flexible and secure in consideration of laws and standards.

- As the new EU GDPR regulation (2016/679) comes into effect this year, compliance must be ensured in a system consortium setup.

- Maintaining and providing services for both physical as well as electronic materials.

- Flexible setup for a consortium is essential.

- The Consortium of Icelandic Libraries places considerable value on the data which it holds. Cloud-based systems are certainly an option but must comply with government policy. All user data residing in a specified hosted cloud environment should preferably be under the management of an Icelandic public sector body.

Participants are welcome to share further information if available.

Questions for prospective bidders.

1. Name of system, version number and date of latest version

2. When was your system first implemented at a library

3. System environment, architecture, programming environment, database support. Is the system designed using open standards?

4. Is your system client-server based, browser-based or a combination of both?

5. Which operating systems are supported, which browsers?

6. Number of institutions using your system and size of installations in users

7. Is the system in use in Europe? In Scandinavia? In the USA?

8. How does your system comply with known standards of the library world?

9. Describe how your system is built up with regards to main system units, scalability and flexibility? Is it necessary to acquire all system units? Can it work hand-in-hand with other library systems?

10. Does the system allow cloud-based operations and/or local installation

11. Describe the systems access control mechanism? Can user groups with different rights and access to functionality be defined and created by system management?

12. Does the system support full audit trails on each and any database field including access control database?

Prospective bidders are asked to send answers to these questions to marked “RFI Library management system” the latest on 23 January.

II.2.14)Additional information

The Consortium intends to publish the unofficial requirements list on their webpage, in the second half of February and prospective tenderers can send recommendations for adjustments regarding the system requirements. A formal invitation to tender will be advertised around the 15th to the 20th of March.

II.3)Estimated date of publication of contract notice:

Section IV: Procedure

IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no

Section VI: Complementary information

VI.3)Additional information:
VI.5)Date of dispatch of this notice: