Supply of audio visual materials

UK-Taunton: audio-visual materials

Supply of audio visual material

2012/S 4-005999

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Southwest One
Somerset County Council, County Hall
Contact point(s): Strategic Procurement Service (A315)
For the attention of: Vicky Woodland
TA1 4DY Taunton
UNITED KINGDOM
Telephone: +44 1823355118
E-mail: vwoodland@somerset.gov.uk

Internet address(es):

General address of the contracting authority: http://www.somerset.gov.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

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

Libraries West consortium members

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Supply of audio visual material.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Somerset, BANES (Bath and North East Somerset), North Somerset, Bristol and South Gloucestershire.
NUTS code UKK

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

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

Somerset County Council on behalf of Libraries West Consortium is seeking to establish a framework agreement for the supply of prerecorded audiovisual material, including provision on digital versatile discs (DVD’s) and Blu-Rays and Music Compact Discs (CD’s) serviced ‘ready for the shelf’.
The framework agreement will include the preparation of this material for use in the public library environment.
The libraries West Consortium is a successful partnership of library services in the South West of England within the local authorities of Somerset, Bath and North East Somerset, North Somerset and South Gloucestershire (and recently Bristol).
The agreement will be set up as a 3 year agreement with an option to extend for a period of up to a further 1 year period.
II.1.6)Common procurement vocabulary (CPV)

32321300, 30234400, 30234300

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

The anticipated annual framework agreement value will be approx 160 400 GBP (for all members of the Libraries West Consortium included at present excluding Bristol for both DVD’s & Blu-Ray and CD’s). Applicants are to note that these values are based on current spend predictions but may vary if new members join the Libraries West Consortium or if budgets are altered etc.
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

Information about lots

Lot No: 1 Lot title: DVD & BLU-RAY

1)Short description

Supply of prerecorded digital versatile discs (DVD’s) and Blu-Ray material. Supply of these items must include the required preparation/servicing for use in a public library environment.
2)Common procurement vocabulary (CPV)

30234400

3)Quantity or scope

Approximate estimated annual spend 110 600 GBP (for all current members of Libraries West excluding Bristol). It is anticipated that at least 70 % of the individual library service funds allocated to DVD & Blu-Ray purchases by each member of the Consortium will be committed to the contract. This figure is however only an estimate and may vary if Bristol or additional sites join the Libraries West Consortium.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: CD’s (music compact discs)

1)Short description

Supply of prerecorded music compact discs (CD’s) material. Supply of these items must include the required preparation/servicing for use in a public library environment.
2)Common procurement vocabulary (CPV)

30234300

3)Quantity or scope

Approximate estimated yearly annual spend 49 800 GBP (for all of the Libraries West current consortium members excluding Bristol). It is anticipated that at least 70 % of the individual library service funds allocated to CDs purchase by each member of the Consortium will be committed to the contract. This figure is however only an estimate and may vary if Bristol or additional sites join the Libraries West Consortium.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Both (DVD’s & Blu-Ray and CD’s)

1)Short description

Supply of both prerecorded digital versatile discs (DVD’s) and Blu-Ray material and music compact disc’s (CD’s). Supply of these items must include the required preparation/servicing for use in a public library environment.
2)Common procurement vocabulary (CPV)

30234400, 30234300

3)Quantity or scope

Approximate estimated annual spend 160 400 GBP (for both DVD’s & Blu-Rays and CD’s – combined lot 1 and lot 2). This figure is for all of Libraries West current members (excluding Bristol). It is anticipated that at least 70 % of the individual library service funds allocated to purchases by each member of the Consortium will be committed to the contract. These figures are however only estimates and may vary if Bristol or additional sites join the Libraries West Consortium.
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:

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

As per tender documentation & terms & conditions.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As per tender documentation and terms and conditions.
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: As per tender documentation and terms and 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: As per tender documentation.
III.2.2)Economic and financial ability

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

Information and formalities necessary for evaluating if the requirements are met:
As per tender 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

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

21.2.2012 – 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

English.
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

This is a recurrent procurement: yes
Estimated timing for further notices to be published: Further Contract Notices will be posted as and when this contract expires.
VI.2)Information about European Union funds
VI.3)Additional information

This procurement is being facilitated by Soutwest One. Somerset Heritage and libraries services, a department of Somerset County Council has the right to act on behalf of Library Services in Bath and North East Somerset, North Somerset and South Gloucestershire Councils (the Libraries West Consortium) and Bristol City Council and other Councils connected with the Libraries West Consortium should they wish to utilise the framework agreement in the future.
It should also be noted that in the event of restructuring within local government that this procurement will pass to successor authorities.
The Customer reserves the right not to proceed with the procurement at any time during the process, which shall include the right not to award the contract or award the contract in parts.
The Customer is a Public Authority under Freedom of Information Act 2000 and all information received will be dealt with in accordance with the Act.
Specifically, in the first instance, the contract will be let on behalf of the Libraries West Consortium which comprises: Somerset, Bath and North East Somerset, North Somerset, and South Gloucestershire. As the Libraries West Consortium has expanded to include the Library Service of Bristol City Council, this procurement is also being carried out for the potential benefit of this Library Service, on the basis that whilst they have an ongoing purchasing arrangement for the goods and services covered by this procurement, they may consider participating in this contract at a future date. The framework agreement shall also be open to other Libraries that may become a member of Libraries West Consortium at any time within the contract duration.
The framework agreement will be for a period of 3 years with the option to extend for a period of up to 12 months subject to satisfactory performance and fulfillment of terms and conditions.
The framework agreement will either be awarded to two individual suppliers that will supply the goods of DVD’s and Blu-Ray and CD’s as single entities (lot 1 and lot 2 individually) or to one supplier that will supply both CD’s, DVD’s and Blu-Ray (lot 3).
The contracting authority considers that this contract may be suitable for economic operators that are SME’s (small or medium enterprises) 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 most economically advantageous tender. Any successful operators must be able to supply the contract to participants of the framework agreement at the start date and accommodate any that join for the duration of the agreement.
(MT Ref:84472).
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:5.1.2012