Library Management System Tender

Library Management System Tender

The existing core system is based on Capita’s (formerly Talis) Alto service, alongside a combination of Capita’s Prism and EBSCO’s Discovery Service for catalogue access and search.

United Kingdom-Preston: Library management system

2016/S 130-233814

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Central Lancashire
Purchasing Office, Sizer House
For the attention of: Alison Thomas
PR1 7DR Preston
United Kingdom
Telephone: +44 1772892221

Internet address(es):

General address of the contracting authority:

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


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

Library Management System.

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

Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Preston, Lancashire.
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)

The University’s Library Management System is an essential technology framework which the library depends upon to support daily operations and deliver content and services to staff, students and other library users.
The existing core system is based on Capita’s (formerly Talis) Alto service, alongside a combination of Capita’s Prism and EBSCO’s Discovery Service for catalogue access and search. We do not currently have an electronic resource management (ERM) product. The Capita/Talis system has been in place for over 10 years, with a number of customised integrations and enhancements, for example to work seamlessly with the library’s 3M machines for automated issue and return, which have been implemented over time to meet the University’s needs.
The University is seeking to adopt a Unified Library Management System to exploit new technologies being offered; to maximise potential efficiencies in work-flows and processes; to ensure rapid, seamless delivery and value for money; to enhance the student’s learning experience; and free up resources to meet new University information needs.
The Library environment has significantly changed over the past decade as the needs and expectations of its increasingly digital-native student population evolve. Although we do not expect print and hard-copy collections to disappear, there is no doubt the balance of electronic vs print will continue to shift toward the digital.
The University is therefore seeking to acquire a system which will continue to support this shift, effectively manage its e-resources including meta-data and licenses and support a high quality service provision to staff, students and other library users. In doing so the key aim is to create more efficient processes and work-flows, and by making these efficiencies ensure services are delivered in a seamless, timely and effective manner and further improve ease of use and accessibility to information.
General Requirements.
The successful contractor/s will be required to work within the University’s policies and practices and will be required to enter into a formal contract with the University for the provision of a Library Management system for a period of 36 months from the 1.8.2017, with an option for a further two 12 month extensions subject to satisfactory performance review after each 12 month period. The contract will be based on the University’s standard terms and conditions (as attached to Appendix 5 of this Invitation to Tender) but subject to final clarifications with the successful contractor. Final clarifications will be limited to advising which of the three sets of terms are most appropriate as this will depend on the solution chosen. Major amendments will not be permissible (e.g. changes to liability). This Tender Specification, the chosen terms and the University’s written acceptance thereof, will be used to form an agreement with the successful contractor.
Please also be aware that, given funding limitations, it may be possible that the University decides to only contract for part of the support outlined in this Invitation to Tender.

II.1.6)Common procurement vocabulary (CPV)


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

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


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:

II.2.2)Information about options

Options: yes
Description of these options: Option to extend for extend for a further 2 years.

II.2.3)Information about renewals

This contract is subject to renewal: yes

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

Starting 1.8.2017. Completion 31.7.2020

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
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

Information and formalities necessary for evaluating if the requirements are met: Please refer to tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to tender document.
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

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:


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


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

Time limit for receipt of requests for documents or for accessing documents: 4.8.2016 – 10:00
Payable documents: no

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

5.8.2016 – 10:00
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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of 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
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:



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