Framework Contract for Supply of Library Books in London

Framework Contract for Supply of Library Books in London

Supply of library books and acquisitions to multiple London councils.

United Kingdom-Ilford: Library books

2015/S 198-358978

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Redbridge
7th Floor, Lynton House, 255-259 High Road
For the attention of: Mr Stephen Potter
IG1 1NN Ilford
UNITED KINGDOM
Telephone: +44 2087083085
E-mail: steve.potter@redbridge.gov.uk

Internet address(es):

General address of the contracting authority: http://www.redbridge.gov.uk/

Electronic access to information: www.londontenders.org

Electronic submission of tenders and requests to participate: www.londontenders.org

Further information can be obtained from: London Borough of Redbridge
7th Floor, Lynton House, 255-259 High Road
For the attention of: Mr Stephen Potter
IG1 1NN Ilford
UNITED KINGDOM
Telephone: +44 2087083085
E-mail: steve.potter@redbridge.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: London Borough of Redbridge
7th Floor, Lynton House, 255-259 High Road
For the attention of: Mr Stephen Potter
IG1 1NN Ilford
UNITED KINGDOM
Telephone: +44 2087083085
E-mail: steve.potter@redbridge.gov.uk

Tenders or requests to participate must be sent to: London Borough of Redbridge
7th Floor, Lynton House, 255-259 High Road
For the attention of: Mr Stephen Potter
IG1 1NN Ilford
UNITED KINGDOM
Telephone: +44 2087083085
E-mail: steve.potter@redbridge.gov.uk

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

Recreation, culture and religion

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

London Borough of Barking and Dagenham
Barking Learning Centre, 2 Town Square
IG11 7NB Barking
UNITED KINGDOM

London Borough of Enfield
Enfield Town Library, 66 Church Street
EN2 6AX Enfield
UNITED KINGDOM

London Borough of Hackney
Hackney Service Centre, 1 Hillman Street
E8 8DY London
UNITED KINGDOM

London Borough of Havering
Romford Library, St Edwards Way
RM1 3AR Romford
UNITED KINGDOM

London Borough of Merton
London Road, Morden
SM4 5DX London
UNITED KINGDOM

Vision RCL
3rd Floor, Central Library, Clements Road
IG1 1EA Ilford
UNITED KINGDOM

London Borough of Tower Hamlets
John Onslow House, 1 Ewart Place
E3 5EQ London
UNITED KINGDOM

London Borough of Newham
Town Hall Annexe, 330-354 Barking Road
E6 2RT London
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Framework Contract for the Supply and Servicing of Library Acquisitions in the London Borough of Redbridge.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase

NUTS code UKI21

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 3

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 6 045 772 GBP
Frequency and value of the contracts to be awarded: — Lot A Adult Books 2 949 400 GBP.
— Lot B Children’s Books 2 551 152 GBP.
— Lot C Reference Standing Orders 183 720 GBP.
— Lot D 362 500 GBP.

II.1.5)Short description of the contract or purchase(s)

The London Borough of Redbridge acting on behalf of Vision-Redbridge Culture and Leisure (either acting independently or on behalf of the Authority) and the London Boroughs of Barking and Dagenham, Enfield, Hackney, Havering, Newham, Tower Hamlets, and any London Borough Council (Participating Members) invites Tenders for each of the following Lots forming the Framework Agreement for the Supply and Servicing of Library Acquisitions in the London Borough of Redbridge (the Framework):
— Lot A: Adult Books;
— Lot B: Children’s Books;
— Lot C: Reference Standing Orders, and
— Lot D: Audio / Visual.

II.1.6)Common procurement vocabulary (CPV)

22113000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

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 London Borough of Redbridge (‘the Authority’) acting as lead authority on behalf of Vision-Redbridge Culture and Leisure (either acting independently or acting on behalf of the Authority) and the London Boroughs of Barking and Dagenham, Enfield, Hackney, Havering, Merton, Newham and Tower Hamlets, (the ‘Participating Authorities’) invites Tenders for appointment of a single supplier to each of the following Lots forming the Framework Agreement for the Supply and Servicing of Library Acquisitions (‘the Framework’):
— Lot A: Adult Books;
— Lot B: Children’s Books;
— Lot C: Reference Standing Orders, and
— Lot D: Audio/Visual.
The Framework will commence on 1.4.2016 and, subject to satisfactory performance, shall continue up to and including 31.3.2019 (the ‘Framework Period’). At the discretion of the Authority (in consultation with the other Participating Authorities) the Framework Period may be extended for up to 12 months, providing a possible Framework Period to 31.3.2020.

The Participating Authorities will participate in the Framework from its commencement and for the entire Framework Period, including any extension as detailed above. The Framework is also open to be joined (in respect of any one or more of the Lots) by any member of the London Contracts and Supplies Group (‘LCSG’) who is listed as such at http://lcsg.org/site/memorg.htm and who has entered into an Access Agreement (a ‘New Participant’). If a New Participant joins the Framework they will become a Participating Authority on the same basis as the other Participating Authorities and will be bound to participate in the Framework from the date of their joining until such time as the Framework expires or is terminated.

Organisations are advised that whilst it is the intention of the Participating Authorities to utilise the Framework as the primary source of the services covered by each Lot of the Framework, each Participating Authority is entitled to obtain those services from alternative sources should this represent best value. Further appointment of an organisation to any Lot of the Framework does not guarantee the organisation any minimum level of income and all details provided regarding potential values under the Framework are intended as guidance only and should not be considered as actual values that will apply to the Framework.
Organisations may submit a Tender for any one or more of the above listed Lots. The Authority intends to appoint one organisation to each Lot of the Framework and will consider appointing the same organisation to more than one Lot if that organisation submits the most economically advantageous Tender for more than one Lot. However, organisations shall be advised that Tenders for each Lot will be evaluated independently. Consequently, appointment to one Lot will not automatically result in appointment to any other Lot, irrespective of whether a Tender has been submitted for other Lots.
The anticipated total value of the services required by the Participating Authorities (excluding any New Participant) under each Lot for the entire Framework Period (including if the Framework continues until 31.3.2020) is detailed below:
Lot, Estimated Overall Value:
A. Adult Books 2 949 400 GBP;
B. Children’s Books 2 551 152 GBP;
C. Reference Standing Orders 183 720 GBP;
D. Audio / Visual 362 500 GBP.
As stated above, these values are estimates and provided as guidance only. The values are subject to increase or decrease during the Framework Period.
As part of their Tender organisations are required to complete a Qualifying Questionnaire containing grounds for mandatory and discretionary exclusion of the organisation from consideration for the Framework, together with information about their economic and financial standing, technical and professional ability, insurance, and policies relating to Equalities, Environmental Management and Health and Safety. This information will be assessed by the Authority to establish that organisations are financially viable and technically capable of performing the services required under the relevant Lot of the Framework.
The Evaluation Criteria for appointment to each Lot of the Framework will be based on the most economically advantageous Tender received for each Lot having regard to:
A. Price 50 %
B. Quality 50 % comprised of:
— Provision of Service 30 %
— Value for Money and Efficient Working 10 % and
— Innovation 10 %.
A full breakdown of the Evaluation Criteria is contained in the Tender Documents (Volume C).
Estimated value excluding VAT: 6 044 272 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 001 Lot title: Lot A Adult Books

1)Short description

The supply and servicing of adult fiction and non-fiction books.

2)Common procurement vocabulary (CPV)

22110000

3)Quantity or scope

Estimated value excluding VAT: 2 949 400 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 002 Lot title: Lot B Children’s Books

1)Short description

The supply and servicing of children’s fiction and non-fiction books.

2)Common procurement vocabulary (CPV)

22110000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 003 Lot title: Lot C Reference Standing Orders

1)Short description

The supply and servicing of Reference Standing Order books.

2)Common procurement vocabulary (CPV)

22110000

3)Quantity or scope

Estimated value excluding VAT: 183 720 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 004 Lot title: Lot D Audio / Visual

1)Short description

The supply and servicing of audio/visual items including compact discs and DVD’s.

2)Common procurement vocabulary (CPV)

92510000

3)Quantity or scope

Estimated value excluding VAT: 362 500 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: See tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See tender documents.
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

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:

0320
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

12.11.2015 – 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

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

in days: 105 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

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

London Borough of Redbridge
Lynton House, 255-259 High Road
IG1 INY Ilford
UNITED KINGDOM
E-mail: procurement@redbridge.gov.uk
Telephone: +44 2087083085

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum 10 day calendar day standstill period at the point of information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Additional information should be requested from the contact in Section 1.1. If an appeal regarding the award of contract has not been successfully resolved the Public Contracts Regulations 2015 (S1 2015 No 102) provides for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England and Wales).

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

London Borough of Redbridge
Lynton House, 255-259 High Road
IG1 1NY Ilford
UNITED KINGDOM
E-mail: procurement@redbridge.gov.uk
Telephone: +44 2087083085

VI.5)Date of dispatch of this notice:

8.10.2015

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