Supplies - 364593-2014

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This notice has been cancelled by:  369710-2014
25/10/2014    S206

United Kingdom-Egham: Library services

2014/S 206-364593

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Official name: Royal Holloway & Bedford New College
Postal address: Egham Hill
Town: Egham
Postal code: TW20 0EX
Country: United Kingdom
Contact person: https://www.royalholloway.ac.uk/finance/purchasing/intend/opportunities.aspx

Internet address(es):

General address of the contracting authority: www.royalholloway.ac.uk

Address of the buyer profile: https://www.royalholloway.ac.uk/finance/purchasing/intend/opportunities.aspx

Electronic access to information: https://www.royalholloway.ac.uk/finance/purchasing/intend/opportunities.aspx

Electronic submission of tenders and requests to participate: https://www.royalholloway.ac.uk/finance/purchasing/intend/opportunities.aspx

Further information can be obtained from:
The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:
The above mentioned contact point(s)

Tenders or requests to participate must be sent to:
The above mentioned contact point(s)

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Education
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Supply & Implementation of a New Library Management System.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
Purchase

NUTS code UKJ23 Surrey

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
The College is seeking a robust and integrated Library Management System (LMS) which will enable the Library to continue to deliver the resources required for learning, teaching and research. The LMS should also allow the Library to respond to the changing information provision environment.
The LMS will replace both the current Library Management System (Aleph by Ex Libris) and the current Link Resolver system (SFX by Ex Libris), and add the capability to manage electronic resources.
The LMS will operate using the ‘software as a service' (SaaS) model.
The LMS will have a set of ‘out-of-the-box' definitions and configurations that can be used with only minor changes to the default settings to support all of the functionality required by the Library.
The LMS must support integrated management of print, online and digital resources. Resource management tools must use the same basic workflows and processes to manage all types of material, regardless of format.
The LMS will support robust and transparent integration with a range of external applications, specifically including the College's resource discovery system, Primo (Ex Libris).
The LMS will have streamlined functionality so that Library staff resources are used as efficiently as possible.
A solution is sought that has been demonstrated to work at other institutions, and can be implemented with minimum disruption.
There will be an implementation period during which the Vendor will implement the functionality of the new system and transition the services from the Library's existing systems to the Vendor's system.
The Vendor will provide detailed project management which will aim to achieve a full implementation by our preferred ‘go live' date of 21.12.2015.
The Vendor will provide a suitably qualified Project Manager and Project Team.
The Vendor will provide timely expert advice, consultancy, support and appropriate upgrades, over the life of the contract.
The Contract will be awarded for an initial period of five years, with the possibility of extension for up to a further three years, subject to mutual agreement.
The College's budget for the procurement for a Library Management System is £504,000 (excluding VAT) for the initial 5 year contract period. Bids in excess of this budget will not be considered further.
The estimated budget should the contract run for its full potential of 5 years plus up to 3 extended years, maximum of 8 years is estimated at GBP 765 000
II.1.6)Common procurement vocabulary (CPV)

92511000 Library services, 48161000 Library management system

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The College is seeking a robust and integrated Library Management System (LMS) which will enable the Library to continue to deliver the resources required for learning, teaching and research. The LMS should also allow the Library to respond to the changing information provision environment.
The LMS will replace both the current Library Management System (Aleph by Ex Libris) and the current Link Resolver system (SFX by Ex Libris), and add the capability to manage electronic resources.
The LMS will operate using the ‘software as a service' (SaaS) model.
The LMS will have a set of ‘out-of-the-box' definitions and configurations that can be used with only minor changes to the default settings to support all of the functionality required by the Library.
The LMS must support integrated management of print, online and digital resources. Resource management tools must use the same basic workflows and processes to manage all types of material, regardless of format.
The LMS will support robust and transparent integration with a range of external applications, specifically including the College's resource discovery system, Primo (Ex Libris).
The LMS will have streamlined functionality so that Library staff resources are used as efficiently as possible.
A solution is sought that has been demonstrated to work at other institutions, and can be implemented with minimum disruption.
There will be an implementation period during which the Vendor will implement the functionality of the new system and transition the services from the Library's existing systems to the Vendor's system.
The Vendor will provide detailed project management which will aim to achieve a full implementation by our preferred ‘go live' date of December 21st 2015.
The Vendor will provide a suitably qualified Project Manager and Project Team.
The Vendor will provide timely expert advice, consultancy, support and appropriate upgrades, over the life of the contract.
The Contract will be awarded for an initial period of five years, with the possibility of extension for up to a further three years, subject to mutual agreement.
The College's budget for the procurement for a Library Management System is £504,000 (excluding VAT) for the initial 5 year contract period. Bids in excess of this budget will not be considered further.
The estimated budget should the contract run for its full potential of 5 years plus up to 3 extended years, maximum of 8 years is estimated at GBP 765 000.
Estimated value excluding VAT: 765 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: 5 years fixed term contract with an option to extend for up to 3 years by mutual agreement
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: 3
II.3)Duration of the contract or time limit for completion
Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
The Contracting Authority reserves the right to require indemnities, parent company guarantees, performance bonds or other forms of security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
To be set out in the Invitation to Tender and accompanying contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
The contracting authority reserves the right to require groupings of economic operators to take a particular legal form or require a single economic operator to take primary liability for a contract to be performed by a group of economic operators to to require each party to undertake joint and several liability in respect of the entire contract irrespective of the form the grouping takes.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Contract performance conditions may include requirements to comply with specified environmental, social and employment considerations. Further details of these conditions will be set out in the Invitation to Tender and accompanying contract documents.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 45 and 46 of Directive 2004/18/EC and Regulation 23 of the Public Contracts Regulations 2006 (as amended) and as set out in the pre-qualification questionnaire which is available at the address detailed in Section 1.1 under the heading — further information can be obtained from.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 (as amended) and as set out in the pre-qualification questionnaire which is available from the address detailed in Section 1.1 under the heading- further information can be obtained from.
Minimum level(s) of standards possibly required: See PQQ section of the ITT.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
In accordance with Article 48 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the pre-qualification questionnaire which is available from the address detailed in Section 1.1 under the heading- further information can be obtained from.
Minimum level(s) of standards possibly required:
See PQQ section of the ITT.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Objective criteria for choosing the limited number of candidates: Selection criteria as detailed in the PQQ section.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
RHUL/LIB-233
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 2.12.2014 - 11:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
2.12.2014 - 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
23.10.2014
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
until: 1.4.2015
IV.3.8)Conditions for opening of tenders
Date: 2.12.2014 - 14:00

Place:

Central Procurement Unit, Royal Holloway, University of London.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Central Procurement Unit representative.
Library representative.
Finance Representative.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: 5 years.
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Official name: Royal Holloway & Bedford New College
Internet address: https://www.royalholloway.ac.uk/finance/purchasing/intend/opportunities.aspx

Body responsible for mediation procedures

Official name: Royal Holloway & Bedford New College
Internet address: https://www.royalholloway.ac.uk/finance/purchasing/intend/opportunities.aspx

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

Official name: Royal Holloway & Bedford New College
Internet address: https://www.royalholloway.ac.uk/finance/purchasing/intend/opportunities.aspx

VI.5)Date of dispatch of this notice:
22.10.2014