Library Reclassification Services for University of Birmingham

Library Reclassification Services for University of Birmingham

Library Services are tendering for an external provider to handle the physical processing of the reclassified bookstock.

United Kingdom-Birmingham: Library services

2015/S 077-136480

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Birmingham
Procurement Division, Aston Webb ‘B’ Block, Edgbaston
Contact point(s):
For the attention of: Paul Markham
B15 2TT Birmingham
Telephone: +44 1214158807
Fax: +44 1214143459

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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 Reclassification Services for the University of Birmingham.

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

Service category No 26: Recreational, cultural and sporting services

NUTS code UKG31

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: 2

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

Estimated value excluding VAT:
Range: between 300 000 and 350 000 GBP

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

Library Services are carrying out a project to reclassify books destined for the open shelves of the new library, due to inconsistencies between the classification schemes used by the existing Main Library and the site libraries. It is anticipated that the future open shelf collection will consist of around 300 000 items, and this is maximum number of items which will be reclassified. The reminder of the stock will not be reclassified and, when the new building opens, will move into Research Annexe.
The classification scheme in use at all sites is Library of Congress, but without a main entry cutter (stock either does not have a suffix or cutter, or has a single letter suffix to indicate filing order). Library Services are reclassifying in order to standardise classmarks between the various University libraries, and between the University libraries and up to date Library of Congress schedules. This will include the re-introduction of the main entry cutter instead of the single letter suffix.
Currently, stock destined for the new library open shelves and the Research Annexe is mingled on the shelves of the existing library sites. After reclassification, the reclassified books destined for the open shelves will be re-shelved in a completely new sequence within the existing Library buildings, in space created by the temporary removal into storage of print journal runs. The reclassified books will not be reintegrated into the existing sequences.
Library Services are tendering for an external provider to handle the physical processing of the reclassified bookstock, using pre-printed spine labels and pre-existing data in the Library Management System.
Library Services will provide pull lists of books which require reclassification. As stated above, it is expected that this list will be a maximum of approximately 300 000 items. It can be anticipated that not all books will be on the shelf, where they are missing, mis-shelved or out on loan. Library Services expect work with the successful tenderer to develop a process for dealing with these exceptions, which may go beyond the summer vacation period when the bulk of the work is expected to take place.

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:

The indicative budget is based upon the upper limit if the entire open shelf collection is reclassified as well as moved into the new sequence. Library Services are in the process of evaluating the percentage of the open shelf collection which requires reclassification, and do not expect this to be the full 300 000 items. Costings should be based on an expected 300 000 items, but should indicate a unit rate should the number of items be less or more than expected, and also the minimum number of items.
The above budget is indicative and bids above and below the range are acceptable but bidders should ensure that where above the range, the additional quality offered is well substantiated and that where below the range that you ensure that you detail how you meet the minimum quality standards required.
Estimated value excluding VAT:
Range: between 300 000 and 350 000 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: 24 (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:

A performance bond or parent company guarantee may be required in some circumstances.

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

Payment of Invoices will be 30 days from Date of Invoice.

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

Where a number of legal entities intend to bid as a Joint Venture / Consortium, the University will require ‘joint and several liability’.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: There may be conditions relating to environmental and social requirements of the contracting authority included in this contract. Contract conditions will be detailed in the invitation to tender.
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 documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: There will be a Pass/Fail requirement and evidence of economic and financial standing will be required.
Minimum level(s) of standards possibly required: As set out in the tender documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evidence of technical capacity will be required as defined in the tender documentation.
Minimum level(s) of standards possibly required:
Evidence of technical capacity will be required as defined 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

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:


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: 18.5.2015 – 12:00
Payable documents: no

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

18.5.2015 – 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


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

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 18.5.2015 – 13:00


University of Birmingham.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised officers of the organisation.

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

All documentation is to be submitted electronically only; all Documentation is available upon registration at:

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: