Scanner Framework for British Library

Scanner Framework for British Library

Lot 1 — Zeutschel Scanners. Lot 2 — Microfilm and Microfiche Readers and Related Services. Lot 3 — Microbox Scanners. Lot 4 — Image Access Scanners.

United Kingdom-London: Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment

2014/S 181-319485

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The British Library
96 Euston Road
For the attention of: Vicky Platt
NW1 2DB London
UNITED KINGDOM
E-mail: vicky.platt@bl.uk

Internet address(es):

General address of the contracting authority: https://bl.bravosolution.co.uk

Address of the buyer profile: https://bl.bravosolution.co.uk

Electronic access to information: https://bl.bravosolution.co.uk

Electronic submission of tenders and requests to participate: https://bl.bravosolution.co.uk

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

Other: Library and Information Services
I.4)Contract award on behalf of other contracting authorities

Section II: Object of the contract

II.1)Description

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

OPS9102 Framework for Scanner Maintenance and Related Services.

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

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: British Library Sites in London, NW1 and Boston Spa, West Yorkshire, LS23.

NUTS code UK

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 several operators
maximum number of participants to the framework agreement envisaged: 4

Duration of the framework agreement

Duration in months: 48

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

Estimated value excluding VAT:
Range: between 100 000 and 250 000 GBP

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

The framework will be for routine, preventative and ad-hoc maintenance across the 3 sites of the British Library — St Pancras (London), Boston Spa (West Yorkshire) and the PLR (Stockton) — on a call off basis under the required service response times.
The successful suppliers chosen to operate under the framework must demonstrate an appropriate skill set, a proven track record of successful delivery and provide excellent value for money.
The framework arrangement will contain no contractual commitment on any party for the provision of any particular quantities of service, nor will it involve any commitment to purchase. The framework will be for ad-hoc tasks and will be non-exclusive. Duration of the framework is expected to be a maximum of 4 years.
The framework arrangement will be constituted in four Lots, as follows:
Lot 1 — Zeutschel Scanners
Lot 2 — Microfilm and Microfiche Readers and Related Services
Lot 3 — Microbox Scanners
Lot 4 — Image Access Scanners
The Library expects to select a single supplier for the provision of services under each Lot.
A summary of the requirement is attached in the PQQ Document.

II.1.6)Common procurement vocabulary (CPV)

50300000, 50310000

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

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

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

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

II.2.1)Total quantity or scope:

As set out in the attached PQQ Document.
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: 1Lot title: Zeutschel Scanners

1)Short description

The Library currently has approximately 34 machines serving Imaging, Retrieval and Reading Room services throughout the Library with 13 located in St Pancras, London and 21 located in Boston Spa, West Yorkshire.
The Library is looking for a Service Provider demonstrating the ability to meet the core services of providing a highly skilled and experienced team of engineers able to provide and maintain a high service level agreement for engineer availability (24 hr call out) and response (within 4 hrs) and service completion times (within 48 hrs).
To support the BL in maintaining SLA’s the Service Provider will also be required to carry out preventative maintenance on a quarterly basis, provide effective communication for both the status of ‘work in progress’ and for any applicable machine software/hardware upgrades and house a variety of stock for call outs and substitute replacements limiting the potential for repair delays.
The Zeutschel Machines will be based at both premises — in the North at our Boston Spa Site and in the South at our St Pancras site — however the Service Provider should demonstrate their ability to provide the core services across geographical sites.
The Library expects to select a single supplier for the provision of services under Lot 1.

2)Common procurement vocabulary (CPV)

50300000

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

5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.

Lot No: 2Lot title: Microfilm and Mircofiche Readers and Related Services

1)Short description

The Library currently has approximately 90 Microfilm and Microfiche Readers located across the 11 Reading Rooms in St Pancras, London, with 2 located at the Reading Room at Boston Spa, West Yorkshire. A further 4 machines service Imaging Services North and South, with 3 located at Boston Spa and 1 in St Pancras.
In addition to the above, from early 2016, a further 40 (approx.) SL1000 digital microfilm scanners will be included within this Lot.
The Library is looking for a Service Provider demonstrating the ability to meet the core services of providing a highly skilled and experienced team of engineers with specific knowledge in the operations of a broad range of Microfilm and Microfiche Readers covering a range of models — AMP, Bell and Howell, Canon, Scanpro 2000 naming a few — of various ages to include future machines and technologies, that are able to provide and maintain a high service level agreement for engineer availability (24 hr Call out) and response (within 4 hrs) and service completion times (within 48 hrs).
To support the BL in maintaining SLA’s the Service Provider will also be required to carry out preventative maintenance on a quarterly basis, provide effective communication for both the status of ‘work in progress’ and for any applicable machine software/hardware upgrades and house a variety of stock for call outs and substitute replacements limiting the potential for repair delays.
The Microfilm and Microfiche Readers will be based predominantly in the South at our St Pancras Site; however the Service Provider should demonstrate their ability to provide the core services across geographical sites.
The Library expects to select a single supplier for the provision of services under Lot 2.

2)Common procurement vocabulary (CPV)

50300000

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

5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.

Lot No: 3Lot title: Microbox Scanners

1)Short description

The Library currently has approximately 9 Book2net scanners serving Imaging Services and Reading Rooms both North and South, with 8 located in St Pancras, London and the 9th in Boston Spa, West Yorkshire.

The Library is looking for a Service Provider demonstrating the ability to meet the core services of providing a highly skilled and experienced team of engineers able to provide and maintain a high service level agreement for engineer availability (24 hr call out) and response (within 4 hrs) and service completion times (within 48 hrs).
To support the BL in maintaining SLA’s the Service Provider will also be required to carry out preventative maintenance on a quarterly basis, provide effective communication for both the status of ‘work in progress’ and for any applicable machine software/hardware upgrades and house a variety of stock for call outs and substitute replacements limiting the potential for repair delays.
The Microbox Machines will be based predominantly in the South at our St Pancras Site; however the Service Provider should demonstrate their ability to provide the core services across geographical sites.
The Library expects to select a single supplier for the provision of services under Lot 3.

2)Common procurement vocabulary (CPV)

50300000

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

5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.

Lot No: 4Lot title: Image Access Scanners

1)Short description

The Library currently has 5 Bookeye Scanners serving both Imaging Services and Reading Rooms with 4 located in St Pancras, London, and the 5thin Boston Spa, West Yorkshire.

The Library is looking for a Service Provider demonstrating the ability to meet the core services of providing a highly skilled and experienced team of engineers able to provide and maintain a high service level agreement for engineer availability (24 hr call out) and response (within 4 hrs) and service completion times (within 48 hrs).
To support the BL in maintaining SLA’s the Service Provider will also be required to carry out preventative maintenance on a quarterly basis, provide effective communication for both the status of ‘work in progress’ and for any applicable machine software/hardware upgrades and house a variety of stock for call outs and substitute replacements limiting the potential for repair delays.
The Image Access Machines will be based predominantly in the South at our St Pancras Site; however the Service Provider should demonstrate their ability to provide the core services across geographical sites.
The Library expects to select a single supplier for the provision of services under Lot 4.

2)Common procurement vocabulary (CPV)

50300000

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

5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Where applicable these requirements will be detailed in the ITT documentation.

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

Where applicable these requirements will be detailed in the ITT documentation.

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

No special legal form required but each supplier will be required to become jointly and severally responsible for the contract before acceptance.
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

Information and formalities necessary for evaluating if the requirements are met: Suppliers Instructions How to Express Interest in this Tender: 1. Register your company on the eSourcing portal (this is only required once): https://bl.bravosolution.co.uk and click the link to register — Accept the terms and conditions and click ‘I agree’ — Enter your correct business and user details — Note the user-name you chose and click ‘Save’ when complete — You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender — Login to the portal with the user-name/password — Click the ‘PQQs/ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) — Click on the relevant PQQ/ ITT to access the content. — Click the ‘Express Interest’ button at the top of the page. — This will move the PQQ /ITT into your ‘My PQQs/My ITTs’ page. (This is a secure area reserved for your projects only) — You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ITT Details’ box 3. Responding to the tender — Click ‘My Response’ under ‘PQQ/ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) — You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification — Note the deadline for completion, then follow the on-screen instructions to complete the PQQ/ITT — There may be a mixture of on-line and off-line actions for you to perform (there is detailed on-line help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the on-line help, or contact the eTendering help desk.

III.2.2)Economic and financial ability
III.2.3)Technical capacity
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

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
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

OPS9102

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

no

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: 20.10.2014 – 12:00
Payable documents: no

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

20.10.2014 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

10.11.2014

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 of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise.
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:

17.9.2014