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Contract Notice

LMS (Library Management System)

  • First published: 24 January 2014
  • Last modified: 04 February 2014

The buyer is not using this website to administer the notice.

To record your interest or obtain additional information or documents please find instructions within the Full Notice Text. (NOTE: Contract Award Notices and Prior Information Notices do not normally require a response)

Contents

Summary

OCID:
ocds-kuma6s-004575
Published by:
Cardiff University
Authority ID:
AA0258
Publication date:
24 January 2014
Deadline date:
03 March 2014
Notice type:
Contract Notice
Has documents:
No
Has SPD:
No
Has Carbon Reduction Plan:
No

Abstract

The Wales Higher Education Libraries Forum (WHELF), representing all higher education institutions in Wales, together with the National Library of Wales and NHS libraries in Wales, is looking to procure a cloud-hosted library management system from a single supplier, with the option for WHELF institutions to adopt the single supplier's discovery layer. The contract will be for 7 years, with the option to extend up to a further 5 years. It is anticipated that the library management system will be implemented in tranches by participating WHELF institutions over a 2 year period. Cardiff University is managing the procurement on behalf of WHELF. Each participating WHELF institution is responsible for its own costs associated with this projcet / contract and will be invoiced directly by the successful supplier. A list of WHELF institutions is attached to the PQQ documentwith an approximate number of the libraries involved (this number may vary during the lifetime of the contract). To express an intereast and to obtain PQQ documents suppliers must register for Cardiff University's e-tender portal below. Registration is free. https://in-tendhost.co.uk/cardiffuniversity/aspx/Home To qualify for the tender stage of this restricted process suppliers must score 70% or more at the PQQ stage. CPV: 48160000.

Full notice text

CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)


Cardiff University

Purchasing Section, McKenzie House, 30-36 Newport Road

Cardiff

CF24 0DE

UK

Purchasing Section

Huw Price

+44 2920879648


+44 2920874789

www.cardiff.ac.uk/purch/

http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0258
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I.2)

Type of contracting Authority and Main Activity or Activities

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Yes

WHELF (Welsh Higher Education Library Forum) Member Institutions

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

LMS (Library Management System)

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

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II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

Wales



UK

II.1.3)

This notice involves

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II.1.4)

Information on framework agreement (if applicable)

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Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

The Wales Higher Education Libraries Forum (WHELF), representing all higher education institutions in Wales, together with the National Library of Wales and NHS libraries in Wales, is looking to procure a cloud-hosted library management system from a single supplier, with the option for WHELF institutions to adopt the single supplier's discovery layer. The contract will be for 7 years, with the option to extend up to a further 5 years. It is anticipated that the library management system will be implemented in tranches by participating WHELF institutions over a 2 year period. Cardiff University is managing the procurement on behalf of WHELF. Each participating WHELF institution is responsible for its own costs associated with this projcet / contract and will be invoiced directly by the successful supplier.

A list of WHELF institutions is attached to the PQQ documentwith an approximate number of the libraries involved (this number may vary during the lifetime of the contract).

To express an intereast and to obtain PQQ documents suppliers must register for Cardiff University's e-tender portal below. Registration is free.

https://in-tendhost.co.uk/cardiffuniversity/aspx/Home

To qualify for the tender stage of this restricted process suppliers must score 70% or more at the PQQ stage.

II.1.6)

Common Procurement Vocabulary (CPV)

48160000

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

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II.1.8)

Division into lots

No

II.1.9)

Will variants be accepted

Yes

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

The Wales Higher Education Libraries Forum (WHELF), representing all higher education institutions in Wales, together with the National Library of Wales and NHS libraries in Wales, is looking to procure a cloud-hosted library management system from a single supplier, with the option for WHELF institutions to adopt the single supplier's discovery layer. The contract will be for 7 years, with the option to extend up to a further 5 years. It is anticipated that the library management system will be implemented in tranches by participating WHELF institutions over a 2 year period. Cardiff University is managing the procurement on behalf of WHELF. Each participating WHELF institution is responsible for its own costs associated with this projcet / contract and will be invoiced directly by the successful supplier.

A list of WHELF institutions is attached to the PQQ documentwith an approximate number of the libraries involved (this number may vary during the lifetime of the contract).

To express an intereast and to obtain PQQ documents suppliers must register for Cardiff University's e-tender portal below. Registration is free.

https://in-tendhost.co.uk/cardiffuniversity/aspx/Home

To qualify for the tender stage of this restricted process suppliers must score 70% or more at the PQQ stage.

II.2.2)

Options

The intitial contract period will be for 7 years. It is anticipated that the library management system will be implemented in tranches by participating WHELF institutions during the first 2 years of the intial contract period.

There is an option to extend the initial contract in 12 month tranches up to a maximum of 60 months.

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

 01-08-2014 31-07-2021

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 Terms of financing and payment and/or reference to the relevant provisions

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

Joint and Several Liability

III.1.4)

Other particular conditions to which the performance of the contract is subject

Cardiff University is not liable for any other participating WHELF institutions implementation and contract costs. Each participating WHELF institution is responsible for payment of its own incurred costs directly to the contracted supplier.

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers


(1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.

(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.

(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.

(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.

(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.

(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.

(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.

(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established

(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

The last two most recent years published accounts must be submitted with the completed PQQ.

III.2.2)

Economic and financial capacity


(1) All candidates will be required to provide a reference from their bank.

(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.

(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.

(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.




III.2.3)

Technical capacity


(1) A statement of the candidate's average annual number of staff and managerial staff over the previous 3 years

(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;

(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.

(4) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.

(5) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.

(6) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.

(7) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided

(8) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;

(9) A statement of the candidate's technical facilities; measures for ensuring quality; and their study and research facilities;

(10) An indication of the proportion of the contract which the services provider intends possibly to subcontract.

(11) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.

(12) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.

(13) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.




III.2.4)

Reserved contracts

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Section IV: Procedure

IV.1)

Type of Procedure


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Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

No

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

5

Objective criteria for choosing the limited number of candidates

To be invited to participoate in the ITT stage of this restricted process, suppliers must have an overall score of 70% or more at the PQQ stage.

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

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IV.2)

Award Criteria

No


Yes

No

IV.2.2)

An electronic auction will be used

No

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

NAT018

IV.3.2)

Previous publication(s) concerning the same contract

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Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

 24-01-2014

 


IV.3.4)

Time-limit for receipt of tenders or requests to participate

 24-02-2014  12:00

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

 03-04-2014

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

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IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders





Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published


VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

No



VI.3)

Additional Information

(WA Ref:4575)

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures










Body responsible for mediation procedures










VI.4.2)

Lodging of appeals

Cardiff 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 clarify or query the award decision before the contract is entered into. The Public Contracts Regulations 2006 (SI 2006 No 5) / Utilities Contracts Regulations (SI 2005 No 6) (delete as appropriate) 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.4.3)

Service from which information about the lodging of appeals may be obtained










VI.5)

Dispatch date of this Notice

 24-01-2014

ANNEX A

Additional Addresses and Contact Points

I)

Address and contact points from which further information can be obtained



Cardiff University

Purchasing Section, McKenzie House, 30-36 Newport Road

Cardiff

CF24 0DE

UK

Purchasing Section

Huw Price

+44 2920879648


+44 2920874789
www.cardiff.ac.uk/purch/

II)

Address and contact points from which specifications and additional documentation may be obtained



Cardiff University

Purchasing Section, McKenzie House, 30-36 Newport Road

Cardiff

CF24 0DE

UK

Purchasing Section

Huw Price

+44 2920879648


+44 2920874789
www.cardiff.ac.uk/purch/

III)

Address and contact points to which Tenders/Requests to Participate must be sent



Cardiff University

Purchasing Section, McKenzie House, 30-36 Newport Road

Cardiff

CF24 0DE

UK

Purchasing Section

Huw Price

+44 2920879648


+44 2920874789
www.cardiff.ac.uk/purch/

Coding

Commodity categories

ID Title Parent category
48160000 Library software package Industry specific software package

Delivery locations

ID Description
1017 Bridgend and Neath Port Talbot
1022 Cardiff and Vale of Glamorgan
1015 Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1013 Conwy and Denbighshire
1020 East Wales
1023 Flintshire and Wrexham
1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1012 Gwynedd
1011 Isle of Anglesey
1021 Monmouthshire and Newport
1024 Powys
1014 South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1018 Swansea
1000 WALES
1010 West Wales and The Valleys

Alert region restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

ID Description
There are no alert restrictions for this notice.

Document family

Notice details
Publication date:
24 January 2014
Deadline date:
03 March 2014 00:00
Notice type:
Contract Notice
Authority name:
Cardiff University
Publication date:
04 February 2014
Notice type:
Additional Information
Authority name:
Cardiff University
Publication date:
13 February 2015
Notice type:
Contract Award Notice
Authority name:
Cardiff University

About the buyer

Main contact:
N/a
Admin contact:
N/a
Technical contact:
N/a
Other contact:
N/a

Further information

Date Details
04/02/2014 15:51
Submission Deadline/Application Deadline Date(s) Changed
The Deadline date was changed from 24/02/2014 12:00 to 03/03/2014 12:00.

The Application Deadline date was changed from 24/01/2014 to 24/02/2014.

Incorrect dates stated in original notice.

0800 222 9004

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Rydym yn croesawu galwadau'n Gymraeg.

We welcome calls in Welsh.