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Notice Details

Title: A new system for a Book Wholesale and Distribution business
Published by: Books Council of Wales
Publication Date: 08/04/2021
Deadline Date:
Deadline Time:
Notice Type: 03 Contract Award Notice - Successful Supplier(s)
Has Documents: No
Has ESPD: No
Abstract: The Books Council wishes to engage a winning bidder with the capability to deliver a book distribution (wholesale and distribution) system and professional and technical consultancy support to replace several its existing IT Systems between 2020 and 2022. It plans to replace both its existing system and websites. This Invitation to Tender is only focused upon the system replacement, but proposals should include the system’s ability to interface with other systems, including selling websites.
It is expected that companies choosing to tender will be specialists in the book trade with their systems designed around this. They should be able to provide current and recent examples of successful implementations with other companies in the book trade, and the Book Distribution Industry.
CPV: 48000000, 48100000, 48000000.

Contract award notice

Results of the procurement procedure

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting entity

I.1) Name and addresses

Cyngor Llyfrau Cymru /Books Council of Wales

Castell Brychan, Aberystwyth

Ceredigion

SY23 2JB

UK

Contact person: Mererid Boswell

Telephone: +44 1970629544

E-mail: mererid.boswell@books.wales

Fax: +44 1970625385

NUTS: UKL

Internet address(es)

Main address: www.llyfrau.cymru

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0798

I.4) Type of the contracting authority

Other: Registered Charity

I.5) Main activity

Education

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

A new system for a Book Wholesale and Distribution business

II.1.2) Main CPV code

48000000

 

II.1.3) Type of contract

Supplies

II.1.4) Short description

The Books Council wishes to engage a winning bidder with the capability to deliver a book distribution (wholesale and distribution) system and professional and technical consultancy support to replace several its existing IT Systems between 2020 and 2022. It plans to replace both its existing system and websites. This Invitation to Tender is only focused upon the system replacement, but proposals should include the system’s ability to interface with other systems, including selling websites.

It is expected that companies choosing to tender will be specialists in the book trade with their systems designed around this. They should be able to provide current and recent examples of successful implementations with other companies in the book trade, and the Book Distribution Industry.

II.1.6) Information about lots

This contract is divided into lots: No

II.1.7) Total value of the procurement

Value excluding VAT: 500 000.00 GBP

II.2) Description

II.2.2) Additional CPV code(s)

48100000

48000000

II.2.3) Place of performance

NUTS code:

UKL1


Main site or place of performance:

Aberystwyth

II.2.4) Description of the procurement

The Books Council of Wales is a registered charity, set up over 50 years ago to ensure that Welsh books or books of Welsh content are distributed effectively. After a period of growth, it acts as a distributor to some publishers, and as a Welsh wholesaler to other publishers. The distribution business has a net turnover of 2.7m GBP per annum and employs 15 members of staff.

The current system was introduced in 1996, and several developments over the period has meant a complex relationship with other bespoke products including ONIX feeds, EDI ordering, finance system, order to cash, title database, customer database and the e-commerce platform.

The Books Council of Wales (“Books Council”) is a national charity (number 505262) which supports the publishing industry in Wales and promotes reading for pleasure. Due to the lack of distributors in Wales, it has acted as a book distributor since the 1970’s, focussing mainly on Welsh customers. The charity’s core functions are to provide specialist editing, design, marketing, and distribution services to ensure high standards of book production and publication in both Welsh and English. Funded by the Welsh Government, it also administers and distribute grants to publishers in Wales from our headquarters in Aberystwyth. Another vital element of our work is the active promotion of reading and literacy across Wales through a range of campaigns, activities, and events.

The Books Council is not a publisher and does not publish its own titles, it is concentrated on the Distribution, Wholesale and Consignment of books for Client Publishers.

The Books Council predominantly distributes books focussing on Wales and the Welsh language. Roughly 50% of the titles distributed are written in Welsh and the Books Council promotes titles published both by established Welsh publishers and individual authors. Most of the Welsh language publishers are in an exclusive distribution arrangement with the Books Council, whereas English language publishers will have another main distributor, but will use the Books Council to distribute in Wales. Titles cover multiple subject areas, both fiction and non-fiction, children’s books, academic and professional publishing. Books Council also distributes a limited range of non-book items, e.g. toys, especially where complimentary to a book, or meets the requirement of the customers (schools primarily).

The Books Council’s primary market is the Welsh book trade, libraries, schools and colleges in Wales and sales to the public. It does sell books to the wider UK markets, with some export sales, and acts to some extent as a wholesale operation buying titles from other UK publishers for resale – for example travel guides to Wales, sports titles about Welsh teams and individuals, etc. The Books Council also supplies books on consignment to some customers. It also has the ability, as it does for several clients to provide ‘White Label’ distribution services.

The Books Council wishes to engage a winning bidder with the capability to deliver a book distribution (wholesale and distribution) system and professional and technical consultancy support to replace several its existing IT Systems between 2020 and 2022. It plans to replace both its existing system and websites. This Invitation to Tender is only focused upon the system replacement, but proposals should include the system’s ability to interface with other systems, including selling websites.

It is expected that companies choosing to tender will be specialists in the book trade with their systems designed around this. They should be able to provide current and recent examples of successful implementations with other companies in the book trade, and the Book Distribution Industry.

II.2.5) Award criteria

Quality criterion: Technical Specification / Weighting: 65

Price / Weighting:  35

II.2.11) Information about options

Options: No

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about 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

Notice number in the OJ S:

2020/S 144-355943

Section V: Award of contract

A contract/lot is awarded: Yes

V.2 Award of contract

V.2.1) Date of conclusion of the contract

25/03/2021

V.2.2) Information about tenders

Number of tenders received: 3

Number of tenders received from SMEs: 2

Number of tenders received from tenderers from other EU Member States: 1

Number of tenders received from tenderers from non-EU Member States: 1

Number of tenders received by electronic means: 3

The contract has been awarded to a group of economic operators: No

V.2.3) Name and address of the contractor

knk Software UK Ltd

71-75 Shelton Street

London

WC2H9JQ

UK

Telephone: +44 7903870595

NUTS: UK

The contractor is an SME: No

V.2.4) Information on value of the contract/lot (excluding VAT)

Total value of the contract/lot: 503 800.00 GBP

V.2.5) Information about subcontracting

Section VI: Complementary information

VI.3) Additional information

It is imperative that all systems support the Welsh language and the extended Welsh character set. The core software can be in English, but all external communication must be in both Welsh and English. Text fields must support Welsh (and offer spelling corrections) as well as supporting characters. Certain fields may need to be completed in both Welsh and English (e.g. title descriptions) and reports must have the option for Welsh and/or English headings.

All websites must fully support Welsh. See www.gwales.com where users can select the Welsh or English version. Customers can further select whether correspondence is to be in Welsh or English and all emails and other communications must fully support Welsh.

All portals must also support both languages.

(WA Ref:109646)

VI.4) Procedures for review

VI.4.1) Review body

High Court

Royal Courts of Justice, The Strand

London

UK

VI.5) Date of dispatch of this notice

08/04/2021


Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact: mererid.boswell@books.wales
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
48100000Industry specific software packageSoftware package and information systems
48000000Software package and information systemsComputer and Related Services

Delivery Locations

Delivery Locations
IDDescription
1014South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)

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