Collection Management System for Royal Armouries

UK-Leeds: IT services: consulting, software development, Internet and support

Collection Management System for Royal Armouries 2012/S 11-017417

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Royal Armouries
Armouries Drive
For the attention of: Zoe Robinson
LS10 1LT Leeds
UNITED KINGDOM
Telephone: +44 1132201858
E-mail: zoe.robinson@armouries.org.uk

Internet address(es):

General address of the contracting authority: http://www.royalarmouries.org/home

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

Recreation, culture and religion
Education
Other: National Museum
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:

Collection 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
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)

IT services: consulting, software development, Internet and support. Library, archives, museums and other cultural services. The Royal Armouries wishes to replace its current systems for:
a) museum collections management;
b) archival management; c) library management,
d) digital asset management.
The software should enable the management of a wide range of collection types and digital assets in a variety of formats.
II.1.6)Common procurement vocabulary (CPV)

72000000, 92500000

II.1.7)Information about Government Procurement Agreement (GPA)
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
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The Royal Armouries is looking to replace its current systems for:
— museum collections management,
— archival management,
— library management, and,
— digital asset management.
The Museum is also looking to:
— integrate data from these systems with a single search function through the Museum’s standard search mechanism,
— harvest data for use in other website applications, and,
— share data with other information providers.— and the selected system(s) must therefore meet common data and meta data standards.
The selected system(s) must be multi-user, networked solutions capable of being used across the Royal Armouries’ three sites.
The Museum collections management, Archival management and Library management systems must:
— include modules for the management and documentation of standard museum, archive and library processes,
— have a graphical user interface which is customisable and configurable, and,
— provide secure access through user IDs and passwords, which can be set for different users/user groups,
— offer a full range of options for data management, authority control, indexing and searching, report generation, and management information, and,
— include online public access catalogues with simple and advanced search facilities.
The online public access catalogues must:
— have a customisable web interface to ensure compatibility with the ‘look and feel of the Museum’s website, and,
— meet the requirements of the W3C WAI Web Content Accessibility Guidelines (WCAG) 2.0 – Level AA, the Equality Act 2010 and the Special Educational Needs & Disability Act 2011.
The processing of any personal data must meet the provisions of the:
— Data Protection Act 1998 (the Act),
— Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR).
The systems must be able to:
— support the harvesting of data using OAI-PMH, and,
— import/export data to other applications in a number of standard formats, such as Z39.50, MARC21, MARCXML, EAD.
The chosen supplier(s) will be expected to assist with the transfer of data from existing systems to the new system(s).
The Museum collections management system must be fully compliant with SPECTRUM (version 2) published by the Collections Trust.
The Archival management system must be fully compliant with ISAD(G) and ISAAR(CPF).
The Library management system must be fully compliant with the United Kingdom Core Specification (UKCS) published by CILIP.
The Digital Asset management system must include online sales and licensing, e-commerce and e-delivery.
Indicative usage:
— the museum collection amounts to 80 000 objects,
— the library collection amounts to some 60 000 records,
— the archive collection amounts to approximately 50 collections comprising an estimated some 1 million items,
— the digital assets amount to 80 000 still images and 500 films in various formats,
— the number of concurrent users of the core collections management system is twelve; the archive management system is six; the library management system is six, and the digital assets management system is six,
— the number of concurrent users of the online public access catalogues or other website applications is unlimited.
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 1.4.2012. Completion 31.3.2013

Information about lots

Lot No: 1 Lot title: Museum Collection Management System

1)Short description

The management and documentation of the receipt of objects and associated information which are part of the collections.
2)Common procurement vocabulary (CPV)

72000000

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

The Museum is also looking to:
— integrate data from these systems with a single search function through the Museum’s standard search mechanism,
— harvest data for use in other website applications, and,
— share data with other information providers. and the selected system(s) must therefore meet common data and meta data standards.
The Museum collections management system must:
— include modules for the management and documentation of standard museum, archive and library processes,
— have a graphical user interface which is customisable and configurable, and,
— provide secure access through user IDs and passwords, which can be set for different users/user groups,
— offer a full range of options for data management, authority control, indexing and searching, report generation, and management information, and,
— include online public access catalogues with simple and advanced search facilities.
Lot No: 2 Lot title: Archival Management System

1)Short description

The archival management and documentation of the receipt of objects and associated information which are part of the collections.
2)Common procurement vocabulary (CPV)

72000000

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

The Museum is also looking to:
— integrate data from these systems with a single search function through the Museum’s standard search mechanism,
— harvest data for use in other website applications, and,
— share data with other information providers.— and the selected system(s) must therefore meet common data and meta data standards.
The selected system(s) must be multi-user, networked solutions capable of being used across the Royal Armouries’ three sites.
The Museum Archival management systems must:
— include modules for the management and documentation of standard museum, archive and library processes,
— have a graphical user interface which is customisable and configurable, and,
— provide secure access through user IDs and passwords, which can be set for different users/user groups,
— offer a full range of options for data management, authority control, indexing and searching, report generation, and management information, and,
— include online public access catalogues with simple and advanced search facilities.
Lot No: 3 Lot title: Library Management System

1)Short description

The management of information and activities relating to books, journals etc in the library collections.
2)Common procurement vocabulary (CPV)

72000000

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

The Museum is also looking to:
— integrate data from these systems with a single search function through the Museum’s standard search mechanism,
— harvest data for use in other website applications, and,
— share data with other information providers.— and the selected system(s) must therefore meet common data and meta data standards.
The selected system(s) must be multi-user, networked solutions capable of being used across the Royal Armouries’ three sites.
The Library management systems must:
— include modules for the management and documentation of standard museum, archive and library processes,
— have a graphical user interface which is customisable and configurable, and,
— provide secure access through user IDs and passwords, which can be set for different users/user groups,
— offer a full range of options for data management, authority control, indexing and searching, report generation, and management information, and,
— include online public access catalogues with simple and advanced search facilities.
Lot No: 4 Lot title: Digital Asset Management System

1)Short description

The management of ALL digital assets of museum objects, library books and archive materials. The system must include online sales and licensing, e-commerce and e-delivery.
2)Common procurement vocabulary (CPV)

72000000

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

The Museum is also looking to:
— integrate data from these systems with a single search function through the Museum’s standard search mechanism,
— harvest data for use in other website applications, and,
— share data with other information providers.— and the selected system(s) must therefore meet common data and meta data standards.
The selected system(s) must be multi-user, networked solutions capable of being used across the Royal Armouries’ three sites.
Lot No: 5 Lot title: Online Public Access Catalogue

1)Short description

An integrated search function that retrieves data about museum objects, library books, archive materials, and digital assets etc. With links to the individual records in the core online catalogues.
2)Common procurement vocabulary (CPV)

72000000

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

The Museum is also looking to:
— integrate data from these systems with a single search function through the Museum’s standard search mechanism,
— harvest data for use in other website applications, and,
— share data with other information providers.— and the selected system(s) must therefore meet common data and meta data standards.
The selected system(s) must be multi-user, networked solutions capable of being used across the Royal Armouries’ three sites.
The online public access catalogues must:
— have a customisable web interface to ensure compatibility with the ‘look and feel of the Museum’s website, and,
— meet the requirements of the W3C WAI Web Content Accessibility Guidelines (WCAG) 2.0 – Level AA, the Equality Act 2010 and the Special Educational Needs & Disability Act 2011.

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:

Joint and several liability.
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html pcr.

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
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

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 7
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:

RA-0042
IV.3.2)Previous publication(s) concerning the same contract

no
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

20.2.2012 – 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

27.2.2012
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
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs).However, any selection of tenderers will be based solely on the criteria set out for the procurement,and the contract will be awarded on the basis of the most economically advantageous tender. The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs).However, any selection of tenderers will be based solely on the criteria set out for the procurement,and the contract will be awarded on the basis of the most economically advantageous tender. GO Reference: GO-2012113-PRO-3655293.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum 10 calendar day standstill period at the point 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. Applicants have 2 working days from notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before expiry of the standstill period. Such additional information should be requested from the address in section 1.1. If an appeal regarding the award of a contract has not been successfully resolved the (for Public Sector) Public Contracts Regulations 2006 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally with 3 months). Where a contract has not been entered into, the court may order the settling aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into, the court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:13.1.2012