Library Management System Tender

Library Management System Tender

Wolverhampton City Council invites potential suppliers to tender for a single supplier framework agreement for a Library Management System to be used at Authorities across the Black Country.

United Kingdom-Wolverhampton: Library management system

2014/S 053-088767

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Wolverhampton City Council
Corporate Procurement, Civic Centre, St Peters Square
For the attention of: Miss Jessica Webb;
WV1 1RL Wolverhampton
Telephone: +44 1902556556
Fax: +44 1902555095

Internet address(es):

General address of the contracting authority:

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

Section II: Object of the contract

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

Library Management System (LMS) – 2014.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Dudley, Sandwell, Walsall, Wolverhampton.
NUTS code UKG3

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: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 800 000 and 1 000 000 GBP

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

Wolverhampton City Council invites potential suppliers to tender for a single supplier framework agreement for a Library Management System to be used at Authorities across the Black Country.
The framework agreement is limited to the Black Country Authorities as follows:
Dudley Metropolitan Borough Council;
Sandwell Metropolitan Borough Council;
Walsall Metropolitan Borough Council;
Wolverhampton City Council.
Each Authority listed above will enter into a separate contract with the appointed supplier by conducting a direct call off from this framework agreement.
II.1.6)Common procurement vocabulary (CPV)

48161000, 79995000

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

The contract is covered by the Government Procurement Agreement (GPA): no

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The Black Country sits at the heart of England and covers 356 sq. km. It is comprised of the Metropolitan Boroughs of Dudley, Sandwell, Walsall and the City of Wolverhampton. It is home to over 1.1 m people.
In May 2011, 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.
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 single joint Library Management System (LMS), and single library card for the Black Country.
The LMS work stream objectives are:
To procure a single LMS system for the Black Country with a staged implementation process and a single library card and links with other systems.
To provide a platform that will develop to improve the functionality of the system and meet future changes.
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.
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 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 migrate data from the four system to the single 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.
To provide interoperability with the various PC booking systems for validation, export of stock data to stock management tool such as Smartsm, and exchange of financial data with the four Council’s remote payment systems for online payments.
To provide interoperability with Axiell Calm (archives catalogue), the various Council’s finance and CRM systems as a minimum.
Estimated value excluding VAT:
Range: between 800 000 and 1 000 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As set out in the tender documentation.
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

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 advised in the tender documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As advised in the tender documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As advised in the tender documentation.
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: 23.4.2014 – 15:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

24.4.2014 – 15:00
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

in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
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 Council reserves the right to cancel the procurement and not to proceed with the contract. The Council also reserves the right not to award a contract or to award a contract for parts or part of the services only. The Council will not, under any circumstances, reimburse any expense incurred by bidders in preparing their Tender submission.
Documentation can be accessed by registering at

All communication is to be directed through the e-tendering portal:

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

See VI.4.2

Body responsible for mediation procedures

See VI.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: A standstill period of ten calendar days will be observed by the Council and provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
Aggrieved parties who have been harmed or are at risk of harm by any breach of the Councils 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: