LI3478C - Library CMS Booking System for Glucksman Library

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1. At a glance

2. Scope of Work

This tender seeks the provision of a Library Content Management System (CMS) Booking System for the Glucksman Library at the University of Limerick. The contract is for a term of five years, with a potential extension of up to five years. The estimated value of the contract is €250,000 (excluding VAT) over the full potential term.

The core service involves the implementation and ongoing support of a digital system to manage library resources and facilitate bookings. Key activities and requirements include:

• System Provision: Supply of a Library CMS Booking System, which may be delivered as installed software or a hosted service.
• Staff Training: Provision of remote training and documentation for a minimum of 15 staff members on all aspects of the new system.
• Annual Support: A minimum of 30-40 support hours per year are required for the system.
• System Functionality: The system must support the Glucksman Library's operations, which serves over 19,000 students and 2,130 staff.
• Data Protection: Compliance with GDPR and relevant data protection laws is mandatory.
• Environmental Standards: Where applicable, data centre energy efficiency must be calculated according to EN 50600-4-3, aiming for a Renewable Energy Factor (REF) of 1 (100% renewable) as defined by EN 50600-4-3 and Directive 2009/28/EC. Environmental monitoring designs and specifications should comply with EN 50600-2-3. Data Processing Unit Energy (dPUE) values must align with ISO/IEC 30134-2:2016 or EN 50600-4-2.
• Compliance: Adherence to Irish Statutory Instrument S.I. No. 358/2020 regarding WCAG2 guidelines is required.

The system is intended to enhance the library's operational efficiency and user experience within the University of Limerick's campus.

3. Background & buyer context

The Education Procurement Service (EPS) is conducting this procurement on behalf of the University of Limerick (UL). The University of Limerick is an institution with over 19,000 students and 2,130 staff, situated on a 130-hectare campus. This procurement aligns with the University's ongoing efforts to modernise its facilities and services. The provision of a Library CMS Booking System is a strategic initiative to improve the Glucksman Library's operational capabilities and user access to resources. The competition is being conducted under the open procedure, as defined by the European Union (Award of Public Authority Contracts) Regulations 2016.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Candidates must demonstrate that their annual turnover exceeded €375,000 in at least one of the three preceding financial years. In the absence of sufficient turnover, candidates must demonstrate financial viability through access to funding or equivalent evidence. Companies with an annual turnover of less than €12 million are not required to provide audited accounts; a statement of accounts from their accountants will suffice.
• Insurance: The successful tenderer must hold the following insurances for the term of the contract:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Cyber Insurance: €1,300,000
• Certifications: While not explicitly listed as mandatory selection criteria, the tender references standards such as ISO27001, PCS-DSS, SOC2, HIPAA, EN 50600-4-3, EN 50600-2-3, ISO/IEC 30134-2:2016, and WCAG2. Tenderers should be prepared to demonstrate compliance where relevant to the proposed solution.
• Past experience: Tenderers must provide details of two contracts undertaken within the last three years that demonstrate successful experience in providing a service of similar scope, scale, and complexity to the anticipated contract.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The contract will be awarded on the basis of the Most Economically Advantageous Tender (MEAT). The scoring will be based on a combination of quality and price. Tenderers must achieve a minimum of 60% on all award criteria, excluding Ultimate Cost, to avoid elimination.

Criterion Weight (%) Sub-criteria