:Provision of a Library Management System and ICT Support Services.

Contract notice


Section I: Contracting authority

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

The Northern Ireland Library Authority
Intelligent Customer Unit, 25-31 Demesne Avenue
For the attention of: Morris McCracken
BT43 7BG Ballymena

Internet address(es)

General address of the contracting authority http://www.librariesni.org.uk

Further information can be obtained from: The above mentioned contact point(s)

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
General public services
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:
Provision of a Library Management System and ICT Support Services.
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 place of performance: UK Northern Ireland.

NUTS code UKN0

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)
Provision of ICT Support Services to the regional public Library Authority in Northern Ireland (Libraries NI) including provision of the following:-.
Computer Network providing public access and secure corporate access (cabled and Wi-Fi) at currently around 108 fixed locations (some of which currently are The Department of Education and The Department for Employment and Learning offices) and 28 mobile libraries.
The service should support:
- web site content management software,
- internet/intranet/extranet access,
- computer hardware,
- printers/scanners/photocopiers,mfd's,
- public and staff desk tops,
- office automation software,
- help desk function,
- library management system,which is rfid enabled (inc all equipment),
- cash management,
- business Intelligence system (including Customer Relationship Management),
- GPS tracking,
- Telephony services (including VOIP),
- library software to support the delivery of online services,
- handheld devices (e.g. tablets or ipads),
- audio visual equipment to support creative labs in libraries,
- home working and vpn access,
- virtual learning environment.
Finance system.
- accounts payable (incl. staff travel and subsistence expenses),
- general ledger,
- accounts receivable,
- cash management,
- fixed assets,
- management and stakeholder reporting,
- budgeting and forecasting,
- procurement (incl. supplier self service),
- asset maintenance support system.
HR/Payroll System.
- recruitment and selection, including an on-line option,
- time recording and attendance management,
- training and development,
- staff appraisal including prp,
- employee relations,
- employee self service,
- payroll processing,
- equality monitoring and reviews including duties associated with section 75 and schedule 9 of the Northern Ireland Act 1998.
The above list is not exhaustive but indicative of the main elements.
Libraries NI has the option to access existing arrangements for the provision of Network Services and will discuss potential service delivery options with suppliers as part of the dialogue process.
Further information is available in the Project Information (PIM) Memorandum and Pre-Qualification Questionnaire PQQ. Instructions on how to access these documents and express an interest are detailed at Section VI.3 of this notice.
II.1.6)Common procurement vocabulary (CPV)

72500000, 72227000, 32510000, 32500000, 72261000, 32430000, 30234000, 72260000, 32570000, 32412110, 32321200, 79991000, 30236000, 72230000, 72228000, 72315000, 32420000, 30232100, 48000000, 48311100, 38112100, 32410000, 64200000, 32412120, 32412100, 72710000, 64210000, 30213300, 72212482, 72263000, 30213200, 72700000, 72720000, 48161000, 30238000, 32571000, 32412000, 72514000, 32425000, 72253000, 48100000, 32424000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
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

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

Estimated value excluding VAT:
Range: between 20 000 000 and 36 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: Possible extensions up to a maximum of 2 years.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Starting 1.5.2013. Completion 30.4.2018

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required
Parent Company Guarantee(s) and/or performance bonds may be required as a condition of award of contract.
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
No special legal form is required but one member of a consortium will be required to accept prime contractor responsibility for the other member(s), and a consortium may be required to form a legal entity with appropriate parent company guarantees as a condition of award.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
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: Candidates will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, Chapter VII Section 2 of.
Directive 2004/18/EC), on the basis of information provided in response to the Pre-Qualification Questionnaire copies of which can be obtained by following the instructions provided at Section VI.3 below. Completed PQQs must be submitted to the Authority in accordance with the instructions before the deadline specified in Section IV.3.4 below.
Economic operators are required to provide the information requested in theAuthority's Pre-qualification Questionnaire (PQQ).
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The Candidate must meet the requirements set out in the Authority's Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: The economic operator and/or members of the consortium must provide the evidence as further described in the Pre-Qualification Questionnaire.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
The economic operator and/or members of the consortium in aggregate must meet the requirements set out in Regulation 25 of the Public Contracts Regulations 2006 (as amended), as further described in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required
The economic operator and/or members of the consortium must provide the evidence as further described in the Pre-Qualification Questionnaire.
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

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 3 and maximum number 5
Objective criteria for choosing the limited number of candidates: These will be set out in the Pre-Qualification Questionnaire or in the descriptive document.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:
Project 6440
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: 21.11.2011 - 15:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
21.11.2011 - 15:00
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 tenders
Persons authorised to be present at the opening of tenders: no

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
Suppliers Instructions How to Express Interest in this Tender~:

1. Register your company on the eSourcing portal (this is only required once): https://e-sourcingni.bravosolution.co.uk and click the link to register - Accept the terms and conditions and click ‘continue’ - Enter your correct business and user details - Note the username you chose and click ‘Save’ when complete - You will shortly receive an email with your unique password (please keep this secure).

2. Express an Interest in the tender - Login to the portal with the username/password - Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) - Click on the relevant PQQ/ ITT to access the content. - Click the ‘Express Interest’ button at the top of the page. - This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender - Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) - You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification - Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT - There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Department of Finance and Personnel, Central Procurement Directorate (CPD) 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 2006 (SI 2006 No 5) 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)Date of dispatch of this notice: