Tender for Out of Hours Library Service – Plymouth

Tender for Out of Hours Library Service – Plymouth

Library and Digital Support is responsible for library, information management, and IT open access services.

United Kingdom-Plymouth: Reception services

2018/S 126-287873

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Plymouth
Drake Circus
United Kingdom
Contact person: Procurement
Telephone: +44 1752582057
E-mail: procurement@plymouth.ac.uk
NUTS code: UKK41
I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/plymouthuni
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Out of hours Library Service

Reference number: SG/UoP/LibraryServices/036/018/

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Out of Hours Library Assistant / Concierge Services.

II.1.5)Estimated total value

Value excluding VAT: 80 000.00 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: UKK41
Main site or place of performance:

UK Plymouth

II.2.4)Description of the procurement:

Library and Digital Support (LDS) is responsible for library, information management, and IT open access services, and works closely with Technology and Information Services to deliver information services. The Customer Experience Team (CET) are based in the Charles Seale-Hayne Library and are responsible for the delivery of a comprehensive 24/7/365 Library and IT enquiry service. Out of hours provision includes first line assistance and advice to customers, recording information using call management software (Sunrise ITSM). Phone calls to the University’s IT Service Desk are also redirected to the library for resolution or referral. The services currently being tendered are to cover the period 20:00 to 08:00 per day: Bidders should note that during term time (x37 weeks) Library staff are on duty until 00:00, and from 6:00 – with the core outsourced provision ‘sole working’ from 00:00 to 6:00. During vacations (15 weeks) the whole working period is ‘sole working’. Enquiries may cover but are not limited to:

— Building access,

— Directional enquiries,

— Library membership,

— Printing, copying and resource access (Primo resource discovery) troubleshooting,

— Media sales and equipment support,

— Assistive technology support,

— Access and use of University systems and services e.g. Digital Learning Environment and Eduroam,

— User accounts management (Library or IT) using the Alma Library Management System or IT account tools,

— Effective and efficient fault reporting using Sunrise ITSM Frontline staff are the ‘face of the service,’ it is important to our customers that staff are knowledgeable, competent, and deliver excellent customer service. With that in mind excellent interpersonal, verbal and written communication and customer-care skills are essential. Good working knowledge of Microsoft Word / Excel / Outlook is also a requirement. CET are also responsible for learning spaces, ensuring a high quality customer experience accessible by all user groups as well as the health and safety of staff and users within these spaces, including the security of stock and equipment. They ensure library stock is made accessible to users by the timely shelving of items, by maintaining items in the correct sequence and by monitoring shelf occupancy to make best use of available space. The confidence to work unsupervised / use own initiative will be expected. For the sake of clarity, the University is not looking for security services per se, but for out of hours Library Assistant provision

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: 60
This contract is subject to renewal: yes
Description of renewals:

Propsed Term 3 + 1 + 1 years

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no
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

List and brief description of selection criteria:

VAT number, statement of last 3 years` turnover, evidence of Insurances held, statement of contingent liability or loss, statement of any pending litigation. Evidence shall be required from the successful bidder(s).

Minimum level(s) of standards possibly required:

Economic operators must be able to demonstrate that they have been trading for at least 2 years and that the turnover of the office(s) providing the service is not less than 2 times the potential contract value per annum.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Statement of facilities and technical resources, average manpower and managerial staff, details of quality assurance procedures, details of technicians / technical bodies who can assist.

Minimum level(s) of standards possibly required:

Bidders must be able to demonstrate their experience of providing similar services.

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

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

Notice number in the OJ S: 2018/S 058-128853

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

Date: 02/08/2018
Local time: 10:00
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

IV.2.7)Conditions for opening of tenders

Date: 02/08/2018
Local time: 12:05

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

University of Plymouth
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The University will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into The Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

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

VI.5)Date of dispatch of this notice: