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Wiltshire Council wish to appoint a single contractor for the provision and maintenance of a remote hosted (contractor to host) managed Library Management System for its library service which presently operates across 31 libraries and a History ...

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Wiltshire Council
Wiltshire Council, County Hall, Bythesea Road
BA14 8JN
United Kingdom
Contact person: Ms Genna A'Court
Telephone: +44 1225712680
NUTS code: UKK15

Internet address(es):

Main address:

Address of the buyer profile:

I.2)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

IT0053 Library Management System.

Reference number: DN286571
II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:

Wiltshire Council wish to appoint a single contractor for the provision and maintenance of a remote hosted (contractor to host) managed Library Management System for its library service which presently operates across 31 libraries and a History Centre. This service is being procured under the Open procedure. The Authorities reserve the right not to conclude any Contract as a result of this procurement process.

Wiltshire Council is working towards the aspiration of having customer information from systems linked. Data in systems will increasingly need to be available for use in other systems, and to be updated from other systems, for example through technical standards such as APIs.

The system must provide the required functionality as detailed in the tender documents, be intuitive and visually simple to use for a range of staff, volunteers and partners.

II.1.5)Estimated total value
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: UKK15
II.2.4)Description of the procurement:

The proposed procurement is for the provision, implementation, hosting, and management/support of a library management system. This system works with other software systems enabling the library service to offer digital services validated by library card, and premises which can deliver the necessary operational functions associated with Community Hubs - such as self service and building management.

There are several essential requirements all of which must be delivered within any tendered solution including, but not limited to (see the tender documents) the following:

- Acquisitions

- Catalogue and cataloguing

- Subscriptions and standing orders

- Stock management

- Circulation (membership, issuing/returning)

- Cash management (taking and recording payments, linked to Civica)

- Online catalogue

- Management information

- Works with other key systems (including Civica, Netloan, eBooks, Bibliotheca self service technology, Erlestoke Prison)

The estimated range of value of the contract over the full 7 year period should the extension option be exercised is anticipated to be in the range of £400,000 - £650,000.

This is a complex ICT solution and the successful solution is expected to remain both statutorily compliant and also incorporate at Wiltshire Councils discretion developments and advances in technology that better deliver the requirements and do not materially change the nature of the contract. Therefore the estimated value at II.2.6) of this contract notice reflects the total value of the contract including an element for potential development costs during the period.

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:

An option to extend a further period up to a total of 2 years is included as an option, potentially extending the contract term to 7 years should it be taken up.

II.2.10)Information about variants
Variants will be accepted: no
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
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
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: no
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: 13/09/2017
Local time: 12:00
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: 15/09/2017
Local time: 13:00

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
United Arab Emirates
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: