Object of the contractLibrary management system
Description: Contract notice: Library management system
Authority Type: Ministry or any other national or federal authority
Contact Nature: Services
Procedure: Competitive procedure with negotiation
Document: Contract notice
Regulation: European Union, with participation by GPA countries
Award criteria: The most economic tender
CPV code: 48161000, 48160000, 48610000, 72200000, 48161000, 48160000, 48610000, 72200000
CPV Description: Library management system.
Library software package.
Database systems.
Software programming and consultancy services.
Acquisition of a library services platform and a discovery layer
The Royal Danish Library's (RDL) request is for a Library Services Platform (LSP) combined with a Discovery Layer and a bibliographic data repository.
Main Site : K0benhavn K.
The request is for a software solution running on a hosted environment and maintained by the contractor, with strict demands for confidentiality, integrity and availability of data (see appendices 5 and 15).
Main library functions to be met are detailed in Appendix 3, and include:
— End-user oriented interface (Discovery Layer),
— User management in combination with internal and external services,
— Circulation of physical items,
— Electronic resource management (ERM), link resolution and access control.
— Acquisition services for print and electronic resources,
— Legal deposit,
— Management of bibliographic metadata.
— Inter-Library Loan (ILL) closely integrated with the Danish national ILL-infrastructure.
— Reading list solution and.
— Statistics and analytics tools.
The technical solution should be flexible enough to support a complex organisation, with the RDL recently formed through a merger of two large academic libraries, and entering a newly formed consortium, cf. section II.2.14, which is likely to face rapid change and expansion.
As the consortium, as well as the tasks and procedures of RDL will evolve and change, RDL foresee the need for extensive and ongoing configurations to all parts of the system.
All main area functions should be configurable on at least 2 levels:
— Group configurations at a consortium level — to allow for efficient and uniform configurations across all participation institutions/libraries.
— Individual configurations at consortium partner level — to allow for locally determined workflow variations or other locally defined requirements (i.e., customisations that are different from or not relevant to the consortium configurations).
RDL runs a variety of other services that needs to integrate closely with the hosted system solution. Integrations can be done in multiple ways, and RDL is prepared to adjust its adjacent systems to achieve efficient integrations with the LSP and/or Discovery layer based on recognised standards and the availability of high-volume, two-way communication through open APIs.
A core task for the RDL is to provide end-users with access to licensed electronic information resources. The area also presents a pivotal challenge of finding a balance between efficiency and flexibility in a consortium setting. The ERM processes must show robust performance in a variety of consortium models ranging from centralized acquisition and administration, with group processing for all or a subset of consortium partners, to localized acquisition and administration for one consortium partner only. System configurations for interoperability between the LSP, the metadata repository, and the Discovery layer must ensure that the search results end-users get are restricted to resources that they, or their institution, have access to the Discovery layer provides an end-user oriented interface that allows users to search, find and gain access to information resources that are either held by the library or that the library will obtain for the user. As end users' information needs and interface expectations vary greatly among user groups and over time, the library needs to configure the interface and search experience for the consortium as a whole, as well as for singular consortium partners.
The candidate must submit the European Single Procurement Document ("ESPD") with the following information:
The candidate's total annual turnover in the last 3 financial years available.
The ESPD serves as provisional documentation that the candidate fulfils the minimum suitability requirements in respect of economic and financial capacity.
Before the decision to award the contract is made, the tenderer to whom the contracting authority intends to award the contract must submit documentation that the information stated in the ESPD is accurate.
When required by the contracting authority, the candidate must submit the following documentation of economic and financial capacity:
A statement regarding the operator's overall turnover in the last 3 financial years available, depending on the date when the operator was set up or started trading, as far as the information on these turnovers is available. For groups of operators (e.g. a consortium), the information must be submitted for each participating operator in the group. Where an operator relies on the economic and financial capacity of other entities (e.g. a parent company, sister company or a subcontractor), the information must be submitted for these entities also.
Participation in the tendering procedure may only take place by electronic means via the electronic tendering system used by the contracting authority, see the address set out in section I.3). The tendering procedure is accessed under the tab "Ongoing public procedures". For access to the tender documents, the candidate must be registered or register as a user.
If the application contains several versions of the same document, the latest uploaded version will apply.
All communication in connection with the tender procedure, including questions and answers, must be through the electronic tendering system. Questions must be submitted not later than 18.7.2018 at noon Questions asked after this date will be answered if they are received in time for the contracting authority to provide the information required and communicate the answers not later than 6 days before expiry of the application deadline. Questions received later than 6 days before expiry of the deadline cannot expect to be answered.
Interested operators are requested to keep updated via the electronic tendering system. If the candidate en-counters problems with the system, please contact support by e-mail,
[email protected], or tele-phone (+45) 70 20 80 14.
The candidate must submit as its application an ESPD as preliminary documentation of the circumstances set out in section 148(1)(i-iii) of the Danish Public Procurement Act (udbudsloven). For groups of operators (e.g. a consortium), a separate ESPD must be submitted for each participating operator. If the candidate relies on the capacity of other entities, an ESPD must be submitted for each of the entities on which the candidate relies.
The candidate will be excluded from participation in the tender procedure if the candidate is subject to the compulsory grounds for exclusion set out in sections 135 and 136 of the Danish Public Procurement Act, unless the candidate has submitted sufficient documentation of its reliability in accordance with section 138 of the Danish Public Procurement Act.
Before the decision to award the contract is made, the tenderer to whom the contracting authority intends to award the contract must provide documentation of the information submitted in the ESPD pursuant to sections 151-152, cf. section 153 of the Danish Public Procurement Act.
Additional information:
As regards section II.2.6), it should be noted that the amount is an estimate of the expected contract price for the entire duration of the contract. The estimate is based on [the historical consumption of [e.g. inflatable tents]] over the last [4] years.
As regards section II.2.7), it should be noted that the duration of contract stipulated commences on signature of contract. In addition to the duration of contract stipulated, an expiry phase that is flexible in time will be required when the contract is at an end in order to ensure an undisturbed continuation of the services in connection with a possible re-tender.
An information meeting will be held 6.6.2018 at the Royal Danish Library, cf. section I.1). For practical reasons, operators interested in participating in the meeting are asked to sign up via the electronic tendering system not later than 3 days before the meeting with indication of name of business and number of participants. The contracting authority may reduce the number of participants per business. The contracting authority will draw up concise minutes of the information meeting which will be published via the electronic tendering system referred to in section I.3).
As regards section II.2.9) it should be noted that each candidate may only submit one application for pre-qualification.
The contracting authority may use the procedure of section 159(5) of the Danish Public Procurement Act in the event that applications or tenders do not comply with the formal requirements of the procurement documents.
Internet address (URL): http://www.kb.dk
Directive: Classical Directive (2014/24/EU)
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