Services - 201656-2017

27/05/2017    S101

United Kingdom-Bracknell: Library automation equipment

2017/S 101-201656

Contract notice


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Bracknell Forest Borough Council
Postal address: Easthampstead House, Town Square
Town: Bracknell
NUTS code: UKJ11 Berkshire
Postal code: RG12 1AQ
Country: United Kingdom
Contact person: Derek Fitz-Gibbon

Internet address(es):

Main address:

I.2)Information about joint procurement
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

Library Self Service and Technology Assisted Opening.

II.1.2)Main CPV code
30238000 Library automation equipment
II.1.3)Type of contract
II.1.4)Short description:

The Council is looking to procure self service kiosks with associated security gates, staff pads, handheld RFID scanners and RFID tagging of all stock in the 9 libraries. The Council wishes to procure technology to enable libraries to open without staff present, termed as technology assisted opening (TAO). TAO will be installed in 7 of the libraries with an option to install in the remaining 2 libraries if physical constraints can be overcome.

See also Additional Information.

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)
30238000 Library automation equipment
II.2.3)Place of performance
NUTS code: UKJ11 Berkshire
Main site or place of performance:

Bracknell Forest.

II.2.4)Description of the procurement:

Overall the tender covers the following areas as well as the requirements detailed in the specification:

a) Self service kiosks that are able to handle payment by cash and debit card including contactless payment and read the Council's multi-application e+ smart card that acts as the library membership card.

Note — The bidder will determine the number and type of security gates for each library based on requirements in specification and site survey. All of the existing security gates will be replaced.

b) RFID tagging of all stock in the 9 libraries.

c) Technology assisted opening (TAO) to be provided at seven libraries with an option on the 2 remaining libraries. TAO must be able to read the Council's multi-application e+ smart card for door entry, control lighting, self service kiosks, intruder alarms, fire alarms, monitor security events in the building via CCTV, close all external or internal doors as required and make appropriate public announcements.

Note — CCTV to be replaced in all libraries where currently present.

Self service kiosks and TAO need to be installed and signed off by June 2018. Binfield library will be the first library in the programme and there will be a period of lessons learnt and sign off of the stock tagging, kiosks and TAO before install in the remaining libraries begins. In the remaining libraries, stock will be tagged and self service kiosks installed for immediate go live. TAO will be installed at the same time (except in possibly two libraries) and tested so libraries only need to close once. However it is planned not to go live with TAO until the public are use to self service kiosks, including the initial install in Binfield Library.

Because of the uncertainly around Bracknell library, the installation and implementation in this library will be last. However it is not expected that there will be any additional costs beyond what has been included in the tender to provide self service kiosks and TAO in the current Bracknell library building.

Necessary building works will be undertaken by the Council as well as power cabling. Some of these works will occur at the same time as the installation of the self service kiosks and TAO. An option for the bidder to undertake the data cabling has been included in the tender. The bidder is required to provide detailed cabling diagrams for both power and data as part of this tender.

Floor plans for the 9 libraries have been provided showing proposed location of self service kiosks, and the location of the counter and public PCs. Site surveys to enable the tender to be completed are by prior arrangement and should take place between 25.5.2017 and 9.6.2017.

The bidder needs to provide a high level programme plan covering all libraries to achieve the proposal in the time-scales detailed above .This plan needs to take into account building work such as cabling that will need to be done when the library is closed.

Total Contract Value is estimated between 500 000 GBP and 1 000 000 GBP depending on options and contract length.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Up to 3 years extension to a maximum of 7 years.

II.2.10)Information about variants
Variants will be accepted: yes
II.2.11)Information about options
Options: yes
Description of options:

Data cabling may, or may not, be included in the final contract.

II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Organisations must register their interest on the South East Business Portal in order to receive any changes or notifications issued by the Council during this tender process. The Council will not be held responsible for lack of communication to any organisation who does not register their interest.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

See procurement documents.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 23/06/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders
Date: 23/06/2017
Local time: 13:00

Bracknell Forest Borough Council Offices.

Information about authorised persons and opening procedure:

Authorised officers of the Council.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic payment will be used
VI.3)Additional information:

The authority will incorporate a minimum 10 calendar day standstill period (or 15 days if non electronic methods used) at the point that information on the award of the contract is communicated to tenderers. If an appeal regarding the award of contract has not been successfully resolved then the Public Contract Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court. Any such action must be brought promptly (generally within 3 months).

VI.4)Procedures for review
VI.4.1)Review body
Official name: Bracknell Forest Borough Council
Postal address: Easthampstead House, Town Square
Town: Bracknell
Postal code: RG12 1AQ
Country: United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice: