Supply of Library Self-Service Equipment – Derbyshire

Supply of Library Self-Service Equipment – Derbyshire

The council is inviting tenders for the supply of library self-service equipment and associated services.

United Kingdom-Matlock: Library automation equipment

2019/S 168-410346

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Derbyshire County Council
Derbyshire County Council, Chatsworth Hall
United Kingdom
Contact person: Mr Graeme Unwin
Telephone: +44 1629536869
NUTS code: UKF11
Internet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Supply of Library Self-Service Equipment and Associated Services

Reference number: DN427137

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The Council is inviting tenders for the supply of library self-service equipment and associated services. The library service requires the supply and installation of 44 self-service solutions in 25 of the larger and busier libraries across Derbyshire. The solution must integrate with the existing library management system allowing a consistent user experience across all devices and to provide ease of technical support and gathering of service metrics.

II.1.5)Estimated total value

Value excluding VAT: 550 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKF12
NUTS code: UKF13

II.2.4)Description of the procurement:

The Council is inviting tenders for the supply of library self service equipment and associated services. The project objective is to ensure that DCC continues to meet its statutory obligations to provide a library service, remains fit for purpose, innovative and responsive to customer needs.

The end of support for existing equipment makes it essential to replace all machines under a new maintenance agreement.

The replacement self-serve estate should also be capable of supporting Derbyshire’s Public library service strategy commitment to consider enhanced self service in libraries to aid with allowing users to benefit from the latest technology and allow progression towards allowing users to enter locked library buildings using their library card and a PIN, to borrow books and log on to the internet without staff being present.

The Council seeks to achieve the following key deliverables/objectives from the scope of this procurement:

— supply, installation and replacement of end of life machines including software,

— configuration of the solution including integration with the library management system (LMS) and infrastructure,

— an effective support and maintenance service including upgrades, patches, minor fixes and changes to the solution,

— project management,

— Implementation,

— the ability to pass reportable data to the LMS,

— licensing, and

— account management.

This requirement has not been separated into lots as the Council has a single requirement for seamless integration, generation of efficiencies and the primary contractor having full responsibility for the delivery of the solution.

The contract shall be a supply arrangement for the replacement and support of the library self-service equipment for a period of 3 years with options to extend on an annual basis for up to 2 further years, taking the contract term up to a maximum of 5 years.

The estimated contract value is not expected to exceed 550 000 GBP over the whole life of the contract including all extensions and options.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Business requirements / Weighting: 30 %
Quality criterion – Name: Technical requirements / Weighting: 10 %
Quality criterion – Name: Delivery Requirements / Weighting: 10 %
Quality criterion – Name: Service requirements / Weighting: 7
Quality criterion – Name: Supplier information security / Weighting: 3 %
Cost criterion – Name: Total cost of the solution / Weighting: 40 %
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 17/02/2020
End: 16/02/2023
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

There are options to extend the contract on an annual basis for a further 2 years to take the contract up to a maximum term of 5 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 02/10/2019
Local time: 11:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 02/10/2019
Local time: 11:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Derbyshire County Council
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: