Library Management System Framework Black Country

The LMS work stream objectives are: To procure a shared LMS for the Black Country with a staged implementation process.

United Kingdom-Wolverhampton: Library software package

2016/S 197-355914

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Wolverhampton City Council
Civic Centre, St Peters Square
For the attention of: Mrs Allison Robertson
WV1 1RL Wolverhampton
United Kingdom
Telephone: +44 1902555691
E-mail: allison.robertson@wolverhampton.gov.uk

Internet address(es):

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

Electronic access to information: www.wolverhamptontenders.com

Electronic submission of tenders and requests to participate: www.wolverhamptontenders.com

Further information can be obtained from: Wolverhampton City Council
Civic Centre, St Peters Square
For the attention of: Mrs Allison Robertson
WV1 1RL Wolverhampton
United Kingdom
Telephone: +44 1902555691
E-mail: allison.robertson@wolverhampton.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:Wolverhampton City Council
Civic Centre, St Peters Square
For the attention of: Mrs Allison Robertson
WV1 1RL Wolverhampton
United Kingdom
Telephone: +44 1902555691
E-mail: allison.robertson@wolverhampton.gov.uk

Tenders or requests to participate must be sent to: Wolverhampton City Council
Civic Centre, St Peters Square
For the attention of: Mrs Allison Robertson
WV1 1RL Wolverhampton
United Kingdom
Telephone: +44 1902555691
E-mail: allison.robertson@wolverhampton.gov.uk

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

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

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

Dudley Metropolitan Borough Council
United Kingdom

Sandwell Metropolitan Borough Council
United Kingdom

Walsall Metropolitan Borough Council
United Kingdom

Section II: Object of the contract

II.1)Description

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

PP16044 — Library Management System.

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

Services
Service category No 7: Computer and related services

NUTS code UKG

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 a single operator

Duration of the framework agreement

Duration in years: 10
Justification for a framework agreement, the duration of which exceeds four years: This Framework Agreement will have a maximum term of ten years to allow the
Authority and Other Contracting Bodies time to obtain the benefit of investment into the Services and enable the Authority and Other Contracting Bodies to purchase the Services from the Supplier separately at different stages as each contract for their current service provision expires.

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

The four Chief Executives of the Black Country agreed that a work stream relating to libraries should be developed which in broad terms will:
Reduce the cost of management and overheads in line with budgetary constraints
Redesign services to strip out duplication and unnecessary cost
Reduce the cost of services procured Improve the quality and breadth of library services
Ensure libraries are at the heart of their communities with services developed for the whole community not just those who can visit library buildings
In order to facilitate this, a number of specific work streams have been established — one of which is the procurement of a shared joint Library Management System (LMS) (and single library card) for the Black Country.
The LMS work stream objectives are: To procure a shared LMS for the Black Country with a staged implementation process
To provide a platform that will develop to improve the functionality of the system and meet future changes, including (but not limited to) a single library card and links with other systems
To ensure interoperability with key systems used across the Black Country
To enable the Black Country to deliver efficiencies in use of staff and deployment of stock
To enable the Black Country to improve service accessibility by providing self-service, automation and new access channels (e.g. e-mail, texting) for customers
To enable the Black Country to deliver the service from a wide variety of locations including non-library buildings and unstaffed sites using self-service technology
To safeguard and manage data to meet each of the authorities’ audit requirements
The scope of works will include:
To provide OPAC, cataloguing, acquisitions, circulation, cash management, and management information modules and any other modules to be agreed, to provide an efficient library service to our customers. To work with the four authorities and their Council’s I.T. strategic partners during the installation and configuration of the system. To work with the four library authorities and their partners to ensure the system meets their needs. To import data from existing systems and manipulate the data into an appropriate format for the LMS. To maintain the library system software and provide support as appropriate. To work with the Black Country to automate and re-engineer some key business processes, and train library staff to use the system efficiently. To work with the Black Country to ensure the OPAC offers more personalised services and contacts, and access to additional information and services, e.g., integration of eBooks. To provide interoperability with the various PC booking systems for validation; export of stock data to stock management tool such as Collection HQ, and exchange of financial data with the four council’s remote payment systems for online payments — please see the end of this document for a list of current linked systems. To provide interoperability with Axiell CALM (archives catalogue), the various council’s finance and CRM systems as a minimum — please see the end of this document for a list of current linked systems. To provide a system that will allow for each service/authority to keep customer, stock, OPAC and transactional data separate from the other authorities until an agreed means of sharing the system has been established. Integrating Dudley Schools Library Service into the Dudley Public Library Service as a separate branch. Integrating Walsall Schools Library Service into the Walsall Public Library Service as a separate branch. To go live in Dudley and Wolverhampton by August 2017.
This Invitation to Tender for the provision of a shared, totally managed and hosted LMS for all four Authorities is issued by Wolverhampton City Council acting on behalf of Black Country Libraries in Partnership The proposed framework Agreement is for a period of 5 years with the option to extend for 2 + 1 + 1 + 1 years up to a potential maximum period of 10 years.

II.1.6)Common procurement vocabulary (CPV)

48160000, 79995000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)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:

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 120 (from the award of the contract)

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

Duration in months: 120 (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:

As set out in the tender documents.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As set out in the tender documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Jointly and severally liable.

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: As set out in the tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the tender documents.
Minimum level(s) of standards possibly required: As set out in the tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the tender documents.
Minimum level(s) of standards possibly required:
As set out in the 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:

PP16044

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

10.11.2016 – 12:00

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: 120 (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: yes
Estimated timing for further notices to be published: 120.

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

Director of Governance
Wolverhampton City Council, Civic Centre, St Peters Square
WV1 1RL Wolverhampton
United Kingdom
E-mail: legal.support@wolverhampton.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Council will incorporate a standstill period at the point when information on the proposed award of the contract is communicated to tenderers. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. Aggrieved parties who have been harmed or at risk of harm by any breach of the Council’s obligations may take action in the High Court (England, Wales and Northern Ireland).

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

VI.5)Date of dispatch of this notice:

7.10.2016

Library Stock Supply – Derbyshire County Council

Supply of Western European Books to The British Library

Library Fit-Out Contract London

Library Services and Security Support Warwick

Library Management System Framework Black Country

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