Library Software Tender

Library Software Tender

The Natural History Museum: Virtual Library System.

UK-London: Library software package

2013/S 103-175724

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Natural History Museum
Cromwell Road
Contact point(s): Procurement manager
For the attention of: J. Baker
SW7 5BD London
Telephone: +44 2079425416

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

Other: National Museum
I.3)Main activity

Recreation, culture and religion
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:

The Natural History Museum: Virtual Library System.
II.1.2)Type of contract and location of works, place of delivery or of performance

NUTS code UKI1

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)

Library software package. Library management system. Library software development services. The Museum’s Library & Archives function intends to implement an integrated suite of software to deliver core collection and service management functions and enable a change in capability at the front end/resource discovery level that match the rapidly changing and expanding digital content environment and meet current and future end user requirements.
The objectives of the project are to: –
— Provide a single, simplified search interface (Discovery Service) to library users encompassing all library and archive materials, electronic resources and open access materials outside the museum, and with the potential to search across other museum resources, such as the institutional repository, digital asset management system or specimens collections systems.
— Provide a fully integrated solution for managing the various collections seamlessly incorporating print, digital, e-resource and special collection records.
— Provide improved library services to users through better systems and processes; particularly in the areas of enquiry and request management; e.g. creating an easy path for the user from locating the resource via the Discovery service to requesting it to acquiring access to the resource, whatever its form and however delivered.
— Improve enquiry management processes through the implementation of software to capture and manage enquiries, including automated workflows and enabling a knowledgebase to be built from the research undertaken to answer enquiries.
— Streamline, harmonise and automate processes to enable faster access to resources, services and information.
— Implement improvements to the Library Management System to reduce the number of manual processes and workarounds to enable library staff to spend less time on administration and more time on providing research support services.
— Deliver significantly improved Management Information to support strategic decision making in the Library functions.
— Deliver a sound technology foundation to support the changes to the physical storage.
Whilst the Library does have some very specific requirements, these will be covered in detail in the Invitation to Tender.
Submission of Completed Pre-Qualification Questionnaires. This tender will be managed via the e-tendering service of Delta-e-sourcing. Potential suppliers are required to register at: where they may submit their completed pre-qualification questionnaire (PQQ) using the following access code: 52K53DV9M7

Before returning this PQQ, please ensure that you have:
— Answered all questions in Sections A-F appropriate to your application,
— Responded to the ability to meet key functional requirements,
— Enclosed all relevant supplementary documents,
— Completed the Declaration in Section G.
Suitable candidates will be short listed from PQQ’s received and invited to tender.
The deadline for submitting your response(s) is 01/07/2013 17:30. Please ensure that you allow yourself plenty of time to upload your PQQ to the Delta e-sourcing site prior to the closing time. We suggest at least 90 minutes. If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email

II.1.6)Common procurement vocabulary (CPV)

48160000, 48161000, 72212160

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: yes
Tenders may be submitted for one or more lots
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
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1

1)Short description
2)Common procurement vocabulary (CPV)

48160000, 48161000, 72212160

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

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
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years.
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

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

Envisaged minimum number 3: and maximum number 5
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: 30.6.2013 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

1.7.2013 – 17:30
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

This is a recurrent procurement: no
VI.2)Information about European Union funds
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.Suppliers must read through this set of instructions and follow the process to respond to this opportunity. The information and/or documents for this opportunity are available on You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminderlink on the homepage. Suppliers must log in, go to Response Manager and add the following Access Code: 52K53DV9M7

To view this notice, please click here:

GO Reference: GO-2013528-PRO-4835193

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

Natural History Museum
Cromwell Road
SW7 5BD London
Telephone: +44 2079425416

Body responsible for mediation procedures

Natural History Museum
Cromwell Road
SW7 5BD London
Telephone: +44 2079425416

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:28.5.2013