Supply of Library Management System for Public Libraries in Wales

Supply of Library Management System for Public Libraries in Wales

The system will provide a single library management system for all public libraries in Wales, with a staged transition.

United Kingdom-Caerphilly: Library software package

2015/S 012-017448

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

National Procurement Service (Welsh Government)
T’yr Afon, Bedwas Road
Contact point(s): ICT Category
For the attention of: Carole Hixson
CF83 8WT Caerphilly
UNITED KINGDOM
Telephone: +44 3007900170
E-mail: npsictcategoryteam@wales.gsi.gov.uk

Internet address(es):

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

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA27760

Electronic access to information: http://www.etenderwales.bravosolution.co.uk/

Electronic submission of tenders and requests to participate: http://www.etenderwales.bravosolution.co.uk/

Further information can be obtained from: National Procurement Service (Welsh Government)
T’yr Afon, Bedwas Road
Contact point(s): ICT Category
For the attention of: Carole Hixson
CF83 8WT Caerphilly
UNITED KINGDOM
Telephone: +44 3007900170
E-mail: npsictcategoryteam@wales.gsi.gov.uk
Internet address: http://npswales.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: National Procurement Service (Welsh Government)
T’yr Afon, Bedwas Road
Contact point(s): ICT Category
For the attention of: Carole Hixson
CF83 8WT Caerphilly
UNITED KINGDOM
Telephone: +44 3007900170
E-mail: npsictcategoryteam@wales.gsi.gov.uk
Internet address: http://npswales.gov.uk

Tenders or requests to participate must be sent to: National Procurement Service (Welsh Government)
T’yr Afon, Bedwas Road
Contact point(s): ICT Category
For the attention of: Carole Hixson
CF83 8WT Caerphilly
UNITED KINGDOM
Telephone: +44 3007900170
E-mail: npsictcategoryteam@wales.gsi.gov.uk
Internet address: http://npswales.gov.uk

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

Other: Public Procurement

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

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

Blaenau Gwent County Borough Council

Bridgend County Borough Council

Caerphilly County Borough Council

Cardiff Council

Carmarthenshire County Council

Ceredigion County Council

City and County of Swansea

Conwy County Borough Council

Denbighshire County Council

Flintshire County Council

Gwynedd County Council

Isle of Anglesey County Council

Merthyr Tydfil County Borough Council

Monmouthshire County Council

Neath Port Talbot County Borough Council

Newport City Council

Pembrokeshire County Council

Powys County Council

Rhondda Cynon Taff County Borough Council

Torfaen County Borough Council

Vale of Glamorgan Council

Wrexham County Borough Council

Grwp Llandrillo Menai

Section II: Object of the contract

II.1)Description

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

Supply and Implementation of Library Management System for Public Library Authorities in Wales.

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
Main site or location of works, place of delivery or of performance: Across Wales.

NUTS code UKL

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 months: 48

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

Estimated value excluding VAT:
Range: between 1 000 000 and 3 000 000 GBP

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

National Procurement Service as the Contracting Authority is putting in place a single-supplier Framework Agreement for use by Local Authorities in Wales identified at VI.3) (and any future successors to these organisations). The system will provide a single library management system for all public libraries in Wales, with a staged transition.

Note: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales athttp://www.sell2wales.gov.uk/search/search_switch.aspx?ID=21087

II.1.6)Common procurement vocabulary (CPV)

48160000, 48161000

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:

For the purpose of this contract notice and any subsequent contracts arising from it, the contracting authority will act as a central purchasing body. It is anticipated that Local Authorities s in Wales, may, if they wish to do so, utilise the Framework Agreement.
Estimated value excluding VAT:
Range: between 1 000 000 and 3 000 000 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)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Participants will be advised if this is necessary during the procurement if considered appropriate.
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:

No special legal form is required but if a contract is awarded to a consortium, the Contracting Authority may require the consortium to form a legal entity before entering into the Framework Agreement.

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
III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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
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:

NPS – ICT – 0014 – 15
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

23.2.2015 – 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.
Other: English or English and Welsh.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

until: 11.4.2016

IV.3.8)Conditions for opening of tenders

Date: 23.2.2015 – 12:00

Place:

Electronically, via etender Wales portal.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

Potential suppliers should note that, in accordance with the UK Government’s policies on transparency, National Procurement Service intends to publish the Invitation to Tender (ITT) document and the text of any Framework Agreement awarded, subject to possible redactions at the discretion of National; Procurement Service. The terms of the proposed Framework Agreement will also permit a public sector contracting authority, awarding a contract under this Framework Agreement, to publish the text of that contract, subject to possible redactions at the discretion of the contracting authority.
The Contracting Authority expressly reserves the right:
(i) not to award any contract as a result of the procurement process commenced by publication of this notice; and
(ii) to make whatever changes it may see fit to the content and structure of the tendering competition; and in no circumstances will the Contracting Authority be liable for any costs incurred by the candidates.
If the Contracting Authority decides to enter into a Framework Agreement with the successful supplier, this does not mean that there is any guarantee of subsequent contracts being awarded. Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of potential suppliers. Any orders placed under this Framework Agreement will form a separate contract under the scope of this Framework between the supplier and the specific requesting other contracting body. The Contracting Authority and other contracting bodies utilising the Framework reserve the right to use any electronic portal during the life of the agreement.
The value provided in Section II.1.4) is only an estimate. We cannot guarantee to suppliers any business through this framework agreement.
— Welsh Local Authorities:
— Isle of Anglesey,
— Gwynedd,
— Conwy,
— Denbighshire,
— Flintshire,
— Wrexham,
— Powys,
— Ceredigion,
— Pembrokeshire,
— Carmarthenshire,
— Swansea,
— Neath Port Talbot,
— Bridgend,
— The Vale of Glamorgan,
— Cardiff,
— Rhondda Cynon Taf,
— Merthyr Tydfil,
— Caerphilly,
— Blaenau Gwent,
— Torfaen,
— Monmouthshire,
— Newport.

If you have any queries regarding the requirements please message using the extender wales message portal. If you are seeking help on using the etenderwales system please e-mail the bravo solutions help desk at help@bravosolution.co.uk

If you require the documentation in an alternative format, please use the ‘Messages’ area to contact the buyer directly, who will be able to provide a more suitable format. For example, Braille, Large Print, Word Document or Audio format.

https://etenderwales.bravosolution.co.uk

— The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.
— Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing the Registration.
— The User who performs the Registration becomes the Super User for the Organisation.
— On registering on the Platform the Super User will select a Username and will receive a password.
— The Password will be sent by e-mail to the e-mail address that was specified in the User Details section of the Registration page.
— In order to log-in to the Platform please enter your Username and Password.
— Note: If you forget your Password then visit the homepage and click ‘Forgot your password?’.
— Registration should only be performed once for each Organisation.
— If you think that someone in your Organisation may have already registered on this Platform then you must not register again.
— Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.
— Contact the Help desk immediately if you are unable to contact the Super User (for example if they have left your Organisation).
— Note: If your Organisation is already registered on the Platform then you must not make any additional registration. Please contact the Helpdesk to gain access to the Platform.
— Tenders must be uploaded to the BravoSolution portal by 12:00 on 23.2.2015. Clarification requests should be sent through the eTenderWales Portal by 12:00 on 9.2.2015.
How to find the Invitation to Tender:

All tender documentation can be found at https://etenderwales.bravosolution.co.uk

Once logged in you must click on ‘ITT’S Open to all Suppliers’.
The etender references for this framework is itt_45341 (Library Management System).
Click on the title to access summary details of the framework. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.
You will then see the full details of the ITT in the qualification and technical envelopes along with any documents in the ‘Attachments’ area.
Should you have any questions on the ITT’s please use the ‘Messages’ area to contact us directly.
(WA Ref: 21087)
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Under the terms of this contract the successful supplier(s) may be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

12.1.2015

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