Supply of eBooks and eBook Collections

Supply of eBooks and eBook Collections

APUC Ltd is seeking to aggregate the electronic book requirements of all the Scottish HE and FE Institutions and provide a route to market for the procurement of eBooks and eBook collections.

United Kingdom-Edinburgh: Library books

2013/S 141-245338

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

APUC Limited
14 New Mart Road
Contact point(s): Operational Procurement
For the attention of: Michael McLaughlin
EH14 1RL Edinburgh
UNITED KINGDOM
Telephone: +44 1314428930
E-mail: mmclaughlin@apuc-scot.ac.uk
Fax: +44 1314428931

Internet address(es):

General address of the contracting authority: http://www.apuc-scot.ac.uk/home.htm

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10402

Further information can be obtained from: APUC Limited
14 New Mart Road
For the attention of: Michael McLaughlin
EH14 1RL Edinburgh
UNITED KINGDOM
Telephone: +44 1314428930
Fax: +44 1314428931
Internet address: http://www.apuc-scot.ac.uk/home.htm

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: APUC Limited
14 New Mart Road
For the attention of: Michael McLaughlin
EH14 1RL Edinburgh
UNITED KINGDOM
Telephone: +44 1314428930
Fax: +44 1314428931
Internet address: http://www.apuc-scot.ac.uk/home.htm

Tenders or requests to participate must be sent to: APUC Limited
14 New Mart Road
For the attention of: Michael McLaughlin
EH14 1RL Edinburgh
UNITED KINGDOM
Telephone: +44 1314428930
Fax: +44 1314428931
Internet address: http://www.apuc-scot.ac.uk/home.htm

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Education
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Aberdeen College

Adam Smith College

Angus College

Anniesland College

Ayr College

Banff and Buchan College

Barony College

Borders College

Cardonald College

Carnegie College

Central College of Commerce

Clydebank College

Coatbridge College

Cumbernauld College

Dumfries and Galloway College

Dundee College

Edinburghs Telford College

Elmwood College

Forth Valley College

Glasgow College of Nautical Studies

Glasgow Metropolitan College

Inverness College

James Watt College

Jewel and Esk College

John Wheatley College

Kilmarnock College

Langside College

Lews Castle College

Moray College

Motherwell College

Newbattle Abbey College

North Glasgow College

North Highland College

Oatridge College

Orkney College

Perth College

Reid Kerr College

Sabhal Mor Ostaig

Shetland College

South Lanarkshire College

Stevenson College

Stow College

West Lothian College

Edinburgh College of Art

Edinburgh Napier University

Glasgow Caledonian University

Glasgow School of Art

Heriot-Watt University

Queen Margaret University

Robert Gordon University

Royal Scottish Academy of Music and Drama

Scottish Agricultural College

UHI Millennium Institute

University of Aberdeen

University of Abertay Dundee

University of Dundee

University of Edinburgh

University of Glasgow

University of St Andrews

University of Stirling

University of Strathclyde

University of the West of Scotland

Audit Scotland

Scottish higher education and further education institutions, APUC members and affiliates

National Library of Scotland and the National Museum of Scotland

Edinburgh Napier University, Glasgow Caledonian University, Glasgow School of Art, Heriot-Watt University, Queen Margaret University, Royal Conservatoire of Scotland, SRUC, The Robert Gordon University, University of the Highlands and Islands, University of Aberdeen, University of Abertay Dundee, University of Dundee, University of Edinburgh and Edinburgh College of Art, University of Glasgow, University of St Andrews, University of Stirling, University of Strathclyde, University of the West of Scotland, Aberdeen College, Adam Smith College, Angus College, Anniesland College, Argyll College, Ayr College, Banff and Buchan College, Borders College, Cardonald College, Carnegie College, City of Glasgow College, Clydebank College, Coatbridge College, Cumbernauld College, Dumfries & Galloway College, Dundee College, Edinburgh College, Forth Valley College, Inverness College, James Watt College, John Wheatley College, Kilmarnock College, Langside College, Lews Castle College, Moray College, Motherwell College, Newbattle Abbey College, North Glasgow College, Orkney College, Perth College, Reid Kerr College, Sabhal Mor Ostaig, Shetland College, South Lanarkshire College, Stow College, The Highland Theological College, The North Highland College, West Highland College, West Lothian College Any and all associated and new or successor institutions.

Section II: Object of the contract

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

The Supply of eBooks and eBook Collections.
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: Various UK.
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
Number of participants to the framework agreement envisaged: 16
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 000 000 and 5 000 000 GBP

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

APUC Ltd is seeking to aggregate the electronic book requirements of all the Scottish HE and FE Institutions and provide a route to market for the procurement of eBooks and eBook collections with the following aims:
— To increase the level of access of high quality, relevant and recently published or front list eBooks to students and academics;
— To gain access to eBooks throughout the contract period;
— To secure best value for the participating institutions/clients;
— To work to increase efficiency throughout the supply chain and to share the benefits;
— To increase the availability of content with unconstrained Digital Rights Management (DRM);
— To maintain an overview of expenditure, discounts, and performance across all Institutions;
— To establish and monitor any necessary specialist sub-groups to work to further develop the Framework Agreements.
Note: The authority is using PCS-Tender to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.
To access PCS-Tender, record your interest in this notice and access the tender documentation please visit: https://www.publictendersscotland.publiccontractsscotland.gov.uk and search for project Code Project 1260 within the appropriate area.

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.

II.1.6)Common procurement vocabulary (CPV)

22113000, 64216200, 22112000

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 all 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:

Estimated value excluding VAT:
Range: between 1 000 000 and 5 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Framework Agreement is initially 2 years with an option to extend annually for 2 additional years at the discretion of APUC Ltd.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Individual Title Offerings.

1)Short description

Lot 1 will provide a route to market for APUC and the Institutions with a requirement for individual title by title purchase, potentially with DRM restrictions.
2)Common procurement vocabulary (CPV)

22113000, 22112000, 64216200

3)Quantity or scope

APUC Ltd envisages the appointment of 3 Contractors to service provide eBooks, on a title by title basis, encouraging efficient ordering and invoicing processes, and through sophisticated online platforms.
The Scottish HE and FE institutions are seeking to develop business models to improve end user experience.
The scope of this lot will include eBooks for outright purchase, short loan or those accesses though patron driven access.
Estimated value excluding VAT:
Range: between 400 000 and 600 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 3 Lot title: Subscriptions with Constrained DRM.

1)Short description

The Institutions may require to purchase annual eBook subscriptions. Subscription packages should be large pre-packed collections.
2)Common procurement vocabulary (CPV)

22113000, 22112000, 64216200

3)Quantity or scope

It is envisaged that 3 Contractors will service this requirement.
Collections may be grouped by subject.
The Institutions may track usage to inform buying decisions to assist in collection development.
It is recognised that there may be DRM restrictions
Estimated value excluding VAT:
Range: between 15 000 and 100 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Ebook Collections with Unconstrained DRM Special Conditions.

1)Short description

APUC Ltd in collaboration with SCURL and SHEDL, are working together to provide an opportunity for the collaborative procurement of digital resources in the form of eBooks.
2)Common procurement vocabulary (CPV)

22113000, 22112000, 64216200

3)Quantity or scope

The objective of procurement of content within Lot 2 is to increase the accessibility of titles with flexible DRM. Tenderers in Lot 2 are invited to propose collections with unconstrained DRM to be accessed by all member institutions.
Estimated value excluding VAT:
Range: between 2 000 000 and 3 600 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

The Scottish Institutions have indicated a willingness to commit to an annual fund proportionately by allocations based on annual academic-related institutional income. By committing significant resource, the Institutions will be able to develop partnerships with e-book providers, offer a route to market for e-book providers in control of DRM, and in return is envisaged that the Institutions obtain competitive pricing and comprehensive coverage within the quality eBook packages that may be considered for purchase

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

The performance of the contract is subject to particular conditions: no
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 documents.
III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: Please provide one of the following:
A copy of your audited accounts or equivalent for the most recent 2 years, along with details of any significant changes since the last year end. An additional question has been provided below to enable you to upload your second set of accounts;
or
A statement of your organisation’s turnover; profit and cash flow for the most recent full year of trading or where a full year trading has not been completed the same information for the period applicable. Note: if this information is not available in an audited format please provide an end of period balance sheet or make the response specified in option (c) below;
or
If you are unable to provide the information requested above, please provide additional information and documentation that will give the Authority the assurance that you are capable of carrying out any subsequent awarded contract. For example, a statement of your organisation’s cash flow forecast for the current year and a letter from your bank outlining the current cash and credit position or other alternative means of demonstrating financial standing.
If you have a second set of accounts available please upload them to PCS-T.
If you would like to provide any additional information regarding the economic/financial standing of your organisation please upload it to the “[EFS Additional]” question on PCS-T.
For example provide a statement explaining why the organisation was not in net profit after tax in either of the reported financial years.
In the event that analysis of your financial position determines that additional measures are necessary in order to provide adequate assurance of financial strength, you may or may not be required to provide either a parent company guarantee or a bank guarantee.
Non-provision of such evidence to a satisfactory standard will be deemed to be a failure to meet minimum standards of economic and financial standing and Tenderers will be eliminated from the tendering process.
Tenderers must provide evidence of the following:
Employers liability insurance Cover up to 5 000 000 GBP.
Public/Product liability insurance for 5 000 000 GBP.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per tender documents.
Minimum level(s) of standards possibly required:
Tenderers for all lots must operate an online platform.
Tenderers for Lot 2 must be able to offer content with unrestricted digital rights management.
Tenderers for Lot 3 must be able to offer subscriptions from more than one publisher.
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:

LIB1001AP
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 61-102180 of 27.3.2013

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

23.8.2013 – 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 of tenders

Date: 23.8.2013 – 12:00
Place:

Via the PCS-T eTendering System.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 4 years.
VI.2)Information about European Union funds
VI.3)Additional information

(SC Ref:272264)
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: APUC Ltd will incorporate a minimum 10 calendar day standstill period following electronic notification (minimum of 15 calendar days for any other means of communication) to unsuccessful applicants of the award decision. An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.7.2013