Contract award notice
Results of the procurement procedure
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 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