Supply and Maintenance of a Library RFID System and Associated Services

Supply and Maintenance of a Library RFID System and Associated Services

Leicester City Council (“The Council”) requires an RFID (Radio Frequency Identification) system to provide fully accessible library self-service facilities at Leicester Central Library and at least three community libraries within Leicester City.

UK-Leicester: library automation equipment

2012/S 209-344107

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Leicester City Council
B Block, 4th Floor, New Walk Centre, Welford Place
LE1 6ZG Leicester
Telephone: +44 1162527697

Internet address(es):

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

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: no

Section II: Object of the contract

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

Supply and Maintenance of a Library RFID System and Associated Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

NUTS code UKF21

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

Library automation equipment. Library software package. Library equipment. Security equipment. Tags. Security fittings. Library services. Maintenance of information technology equipment. Maintenance and repair of information technology equipment. Maintenance of computer peripherals. Leicester City Council (“The Council”) requires an RFID (Radio Frequency Identification) system to provide fully accessible library self-service facilities at Leicester Central Library and at least three community libraries within Leicester City.
II.1.6)Common procurement vocabulary (CPV)

30238000, 48160000, 39155100, 35121000, 35121600, 35121300, 92511000, 50312610, 50312600, 50323100

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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The RFID system must interface with our current library management systems to deliver:
— RFID tags for all items of stock located at these libraries, including AV materials,
— Staff pads to enable members of staff to process tagged items in the back office, and also at staff points in the public library area,
— Customer self-service terminals with payment/change facility, and with the option of processing card payments which must have an interface with our income management system which is currently provided by Capita Software Services,
— Security gates for Leicester Central Library and potential consideration to include other libraries.
The RFID may optionally interface with our current library management systems to deliver:
— Hand held scanners for stock management purposes,
— Security solutions for AV self-service transactions.
The system must be capable of operating without any staff intervention during specified non-staffed opening hours to deliver extended opening hours at the community libraries located in shared buildings such as Community Centres and Leisure Centres.
The system must be capable of dealing with high volumes of transactions at the busy Leicester Central Library, providing an intuitive and efficient customer interface, and being capable of processing multiple items concurrently.
The system must be able to process existing library borrower cards which use pre-printed barcodes, and must issue printed transaction receipts.
In addition the system must allow for frequent configuration updates, preferably deliverable over the network from a central control module. Full statistical analysis must be available on a unit by unit and location by location basis.
Full installation and on-going maintenance and support will be required for the lifetime of hardware and software.
The contract is for 4 years with options to extend for +1 + 1 + 1 years at the sole discretion of the Council.
Any queries with regard to this project must be received (via the tenderbox) by 14:00hrs on Thursday 15.11.2012.
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 reminder link on the homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: BSA292NR72. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 14:00hrs on 26.11.2012. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.
If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email

Under no circumstances will tenders be accepted which arrive after the due date and time for receipt, except where the Council is satisfied that the failure is solely due to a malfunction within the BiP Tender Box System other than one caused or contributed to by the tenderer whether through failure to follow instructions or otherwise.
Estimated value excluding VAT: 500 000 GBP

II.2.2)Information about options
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:

The provision of appropriate guarantees, bonds and warranties is reserved.
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

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per the contract documentation.
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 number of operators: 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
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
IV.3.4)Time limit for receipt of tenders or requests to participate

26.11.2012 – 14:00
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 tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The value of the contract given, 500 000 GBP is for the whole contract, including the options to extend, if taken up.
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. GO Reference: GO-20121025-PRO-4342517.
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:25.10.2012