Tender for Library Management System

Tender for Library Management System

The University of Surrey is looking to replace the diverse systems and technologies that are currently used to support Library services.

United Kingdom-Guildford: Library management system

2014/S 061-103328

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Surrey
Senate House
Contact point(s): https://in-tendhost.co.uk/universityofsurrey/aspx/Home
GU2 7XH Guildford
E-mail: j.weighill-smith@surrey.ac.uk

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/universityofsurrey

Address of the buyer profile: https://in-tendhost.co.uk/universityofsurrey

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

Body governed by public law
I.3)Main activity

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

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

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

Library Support and Discovery Infrastructure System.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Guildford, Surrey, UK.
NUTS code UKJ23

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The University of Surrey is looking to replace the diverse systems and technologies that are currently used to support Library services. The requirement is for a fully integrated system that will manage our extensive range of electronic resources, growing collection of born digital materials as well as the traditional support to our physical and Special Collections. The system will have a modern and intuitive multi-view discovery and delivery customer facing capability.
The new system will provide complete support to the full collection management lifecycle; selection, trial, negotiations and contract management, acquisition, making available, managing access and associated charges , supplier performance and internal KPIs, preservation and withdrawal of materials owned, created or licenced by the Library.
The system will also be expected to be able to handle ILL, Document Delivery and micro-payment access to material not already available in our existing collections or contracts. A strong analytics and reporting functionality is also expected. The core principle of the systems infrastructure will be maximum automation of the collection management function combined with effective self-service for the end-users.
We are seeking a solution from a single supplier who will provide both support and an ongoing, integrated development path for the system. We are an evolving Library service and are looking for an Agile approach to technological development and deployment. While we want to build an ongoing relationship with the successful supplier, the cost effectiveness of the solution is also a factor.
It is imperative that the system offers modern SOA integration APIs and data manipulation capabilities. Suppliers must be able to demonstrate the ability to transmit and receive information from a variety of on and off-premise services using appropriate open standards. The Library uses self-circulation services provided by 3M and any solution must fully integrate RFID and self-service options for all customer requirements.
The Library has 60 staff and supports just over 14,000 FTE students, researchers and professional staff 24/7/365. Any solution must be able to robustly deal with the peak periods of activities associated with working in the academic environment. Evidence of the high availability architecture employed will be required as part of any tender. The support from the supplier must also reflect the understanding that service disruption must be minimised, and if there are issues technical support from the supplier must also be provided out of core hours.
IT Services closely follow ITIL best practice around operational procedures, the successful supplier would have to ensure that their professional and support services are also following industry best practice approaches.
We are currently seeking funding for this project with the intention of having the new infrastructure in place by September 2015.
The key business drivers for this requirement are:
— Improved, efficient and effective management of digital and e-resources.
— Optimisation of information expenditure based on appropriate management information.
— Enhanced user experience through a fully integrated approach to discoverability and delivery.
— Reduced total cost of ownership (across systems, staffing and related units across the institution due to integrations)
— Service availability, sustainability, security and resilience.
— Continuous process review and improvement utilising modern technologies.
II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

This contract is divided into lots: no
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:

As per PQQ.
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 72 (from the award of the contract)

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: yes
Description of particular conditions: As per PQQ and tender documentation.
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 PQQ.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per PQQ.
Minimum level(s) of standards possibly required: As per PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per PQQ.
Minimum level(s) of standards possibly required:
As per PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 6
Objective criteria for choosing the limited number of candidates: As per PQQ.
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

Time limit for receipt of requests for documents or for accessing documents: 25.4.2014 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

25.4.2014 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

In order to participate, respondents must first register on the University”s eTendering system: https://in-tendhost.co.uk/universityofsurrey/aspx/Home.

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:24.3.2014