Invitation to Tender for the Supply and Servicing of Library Materials

Invitation to Tender for the Supply and Servicing of Library Materials

Public library authorities in the North West and Yorkshire regions have joined together for the purpose of procuring the supply and servicing of library materials.

Trafford Council
Invitation to Tender for the Contract for the Supply and Servicing of Materials to Public Library Authorities
None
Public library authorities in the North West and Yorkshire regions have joined together for the purpose of procuring the supply and servicing of library materials.

 

The Participating Authorities are currently members of two separate consortia:

•           North West Libraries Consortium (NWLC)

•           Yorkshire Book Consortium (YBC)

 

The Participating Authorities serve a population in excess of 9.8 million and issue nearly 36 million items per annum.

 

The tender will consist of 6 Lots (or Categories) as follows:

 

Lot 1    Adult Non Fiction (ANF)

Lot 2    Adult Fiction (AF)

Lot 3    Children’s Materials (CHILD)

Lot 4    Music CDs (RECORDED MUSIC)

Lot 5    DVDs / Computer Games / Blu Ray (VISUAL)

Lot 6    Reference Standing Orders (REF SO)

 

Companies are required in their tender submission to indicate which of the Lots (or Categories) they would wish to supply.

 

Background

The key objectives of the Participating Authorities are to procure the supply and servicing of library materials in the most efficient and cost effective manner.

 

The current (joint) contract arrangements for both consortia for the supply and servicing of Adult Non Fiction, Adult Fiction, Children’s Materials, Reference Standing Orders, Academic Materials, Music CDs and DVDs will end on 31st May 2015. The Authorities believe that a joint procurement exercise is the most efficient and cost effective method for both the Participating Authorities and tenderers.

It also enables the Participating Authorities to examine current working practices in order to standardise and streamline various functions, thus improving the supply chain in a manner which is beneficial to Authorities and Contractors. We wish to achieve best value in the procurement of library materials and improve the speed and efficiency of delivery to our customers

The contract will be awarded for a period of 3 years (subject to the provisions for earlier termination or extension herein) with the option for an extension of a further 12 month period at the end of the initial 3 year period.  The extension will be entirely at the discretion of the Participating Authorities by mutual agreement.  It is anticipated that the contract will commence on 1st June 2015

Scope 

Participating Authorities

The following library authorities have participated in developing this specification and it is anticipated that they will enter into the resulting contracts.

List A:

North West authorities: Blackburn with Darwen, Blackpool, Bolton, Bury, Cumbria, Halton, Knowsley, Liverpool, Manchester, Oldham, Rochdale, St Helen’s, Salford, Sefton, Stockport, Tameside, Trafford, Warrington, Wigan and Wirral

Yorkshire authorities: Barnsley, Bradford, Calderdale, Doncaster, East Riding, Hull, Kirklees, North East Lincolnshire, North Lincolnshire, North Yorkshire, Rotherham, Sheffield, Stoke-on-Trent, Wakefield and York.

It is estimated that the Participating Authorities in List A will spend in the region of £6.6 million per annum on the specified items in this document. The Tenderer shall note that this level of expenditure during the contract period may fluctuate and is not guaranteed.

Tenderers should also be aware that although the contracting library authorities for the purposes of this procurement are those listed above in list A, the other authorities in list B below may choose to access the concluded contract, this is without creating any obligation on behalf of any of them to do so.

List B:

North West authorities: Cheshire East, Cheshire West and Chester and Lancashire

Yorkshire authorities: Leeds

If the authorities in List B join the contract then there could be an additional spend of approximately £2.8 million per annum. The Tenderer shall note that this level of expenditure during the contract period may fluctuate and is not guaranteed.

Contact:
Mr Peter Walpole
Email Address:
peter.walpole@trafford.gov.uk
Telephone:
0161 912 4141
Address:
1st Floor
Trafford Town Hall
Stretford
Greater Manchester
M32 0TH
United Kingdom
Key Dates
01/06/2015
31/05/2018
15/12/2014 16:10
29/01/2015 17:00
Other Information
36 (months)
12 (months)
1
Express an interest online

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