Tender for Library Services in Hertfordshire

Tender for Library Services in Hertfordshire

Hertfordshire County Council is currently out to procurement for the provision of library services in Hertfordshire.

United Kingdom-Hertford: Library services

2019/S 029-065022

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Hertfordshire County Council
Pegs Lane
SG13 8DE
United Kingdom
Contact person: Strategic Procurement Group
Telephone: +44 1992588106
E-mail: Nicole.McCaffrey@hertfordshire.gov.uk
NUTS code: UKH23
Internet address(es):Main address: www.hertfordshire.gov.uk

Address of the buyer profile: www.supplyhertfordshire.uk

I.2)Information about joint procurement


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

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


HCC 02/19 — The Provision of Library Services in Hertfordshire

Reference number: HCC1911193

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Hertfordshire County Council is currently out to procurement for the provision of library services in Hertfordshire. Further information in regards to this opportunity can be found in II.2.4) Description of the procurement field (OJEU Contract Notice refers). Organisations wishing to take part in this project are invited to “express interest” which will give access to the full procurement documents in the e-tendering system. Please see VI.3) Additional information for further information. Any questions relating to this procurement must be made via the correspondence area in the e-Tendering system, in accordance with the procurement documents and can be addressed to the main contact as shown in the details above.

II.1.5)Estimated total value

Value excluding VAT: 127 500 000.00 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: UKH23
Main site or place of performance:


II.2.4)Description of the procurement:

The Council is seeking to appoint a service provider to deliver its library service in line with the Council’s “Inspiring Libraries” strategy (the “Services”). Interested organisations are referred to the procurement documents including the specification for further detailed information on the description of the procurement, the Contract and the Council’s needs and requirements. The proposed contract is to commence 1.8.2019 for mobilisation with a service transfer date of 1.12.2019 for a period of 5 years and 4 months with a potential extension period or periods, at the Council’s absolute discretion, of up to 64 months. The estimated contract value, over the initial term of 5 years and 4 months and the potential extension period of a further 64 months is 127 500 000 GBP.

Support services:

The Council currently provides various corporate support services to the library service. The successful service provider will be required to enter into a support services agreement with the Council.

Heritage services:

It is anticipated that, during the term of the Contract, the Council will wish to include the provision of heritage services within the scope of the Contract. The inclusion of these services will be dealt with as an anticipated under the Contract. Interested organisations are referred to the procurement documents for further information on the description of the procurement, the Contract and the Council’s needs and requirements.

Please note: the TUPE staffing information for this procurement will be provided to those organisations invited to tender. TUPE related information must be treated as protected data in accordance with the requirements of the Data Protection Act 2018 and must be kept confidential. The Council has prepared Heads of Terms, in draft form, for the Libraries. These documents contain commercially sensitive information by reference to the Council’s terms with superior landlords and related rental price information. By clicking on the View Details button and accessing the documentation for this procurement, tenderers agree:

(a) to undertake to treat the information as confidential and commercially sensitive at all times and take all reasonable steps to prevent any inadvertent disclosure to any third party,

(b) that under no circumstances will any of the information be disclosed by your organisation or your personnel to any third party without the Council’s prior consent in writing,

(c) that the information supplied will be stored securely and destroyed or returned to the Council, after your organisation’s bid has been submitted or you decide not to proceed with a tender submission,

(d) that you will indemnify the Council for any losses, arising from your breach or breach by any of your personnel of these confidentiality requirements specified above and data protection requirements in relation to TUPE Staffing Information,

(e) the requirements above apply whether the supplier uploads a tender response to this procurement or not. Tenderers should be aware that due to the nature of the services provided, any Contract formed as a result of this procurement process shall be executed as a deed. Tenderers should seek independent legal advice on the implications of this prior to submitting their tender, where appropriate. Please note that the contract requirements will be subject to available financial resources, supplier performance and flexibility to meet changing demands.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

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

Duration in months: 128
This contract is subject to renewal: yes
Description of renewals:

The Contract will be reviewed at the end of the contract period.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

As set out in the procurement documents.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The proposed contract is to commence 1.8.2019 for mobilisation with a service transfer date of 1.12.2019 for a period of 5 years and 4 months with a potential extension period or periods, at the Council’s absolute discretion, of up to 64 months.

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

List and brief description of conditions:

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.2.1)Information about a particular profession
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

Restricted 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: 05/03/2019
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 09/04/2019

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

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:

Potential suppliers are asked to note that the Council expects to receive a tender by/or on behalf of the in-house service for this opportunity. Potential suppliers are referred to the Selection Questionnaire Guidance, within the procurement documents for further detail.

Please note: Hertfordshire County Council has worked closely with its districts and partners to create a joint procurement portal called supply Hertfordshire. This portal provides an e-Tendering system which is run by In-Tend. To access this procurement opportunity please visit www.supplyhertfordshire.uk and follow the on-screen guidance. This procurement process is a 2 stage process and you will only be invited to tender if you have been successful and shortlisted from the first stage, i.e. pre-qualification. If you wish to be considered you must complete and submit a completed Selection Questionnaire by the specified closing date and time. Submissions cannot be uploaded after this return deadline. If you are experiencing problems In-Tend offer a help section which includes a dedicated UK support desk which can be contacted via email: support@in-tend.com or telephone: +44 1144070065 for any website/technical questions, Monday to Friday, 08:30–17:30. The Council reserves the right at any time to cease the procurement process and not award a Contract or to award only part of the opportunity described in this notice. If the Council takes up this right, then they will not be responsible for or pay the expenses or losses, which may be incurred by any organisation or tenderer as a result. The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law including the Freedom of Information Act 2000. If the organisation considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request. The Council reserves the right to carry out additional financial checks on all organisations bidding for this opportunity at any time during the procurement process. This is to ensure that they continue to meet the Council’s requirements and remain financially viable to fulfil the requirements under the Contract. The Public Contracts Regulations 2015 apply to this procurement (the “Regulations”). The contracting authority is using the Restricted Procedure in accordance with Regulation 28 of the Regulations. Services of the nature of those covered by this procurement are designated as “Schedule 3” Services (the Social and Other Specific Services) under the Regulations and as such are not subject to the full requirements of the Regulations. The contracting authority is only bound by the application of the Regulations to the extent that they are applicable to Schedule 3 services. The procurement is covered by Regulations 74 to 76 (the Light Touch Regime).

VI.4)Procedures for review

VI.4.1)Review body

High Court, Royal Courts of Justice
The Strand
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The contracting authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the contracting authority as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2015 (SI 2015 No. 102) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authorities to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the contracting authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

VI.4.4)Service from which information about the review procedure may be obtained

High Court, Royal Courts of Justice
The Strand
United Kingdom

VI.5)Date of dispatch of this notice: