Prior information notice
This notice aims at reducing time limits for receipt of tenders
Section I: Contracting
authority
I.1) Name and addresses
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.3) Communication
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent to the abovementioned address
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
Enterprise Resource Planning System including E-Commerce Platform
II.1.2) Main CPV code
48451000
II.1.3) Type of contract
Supplies
II.1.4) Short description
The Books Council of Wales is looking to replace a number of current IT systems with either a comprehensive ERP system or a core ERP system interfacing with separate modules or systems. The Books Council has a book wholesale and distribution business with a turnover of 2.7m GBP per annum and employs 15 staff. Prior knowledge of book distribution will be a key requirement. ICT is outsourced, but an ICT Project manager will be appointed to oversee this project.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
72000000
48100000
48190000
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 is looking to replace a number of current IT systems with either a comprehensive ERP system or a core ERP system interfacing with separate modules or systems, and are open to variant bids on the best way of achieving this outcome. Preference would be given to systems which provide a Warehouse Management System and Order Replenishment systems.
The contract will be awarded for an initial term of 10 years with the option to extend the contract up to 10 further years. Please note that the contract requirements will be subject to available financial resources, supplier performance and flexibility to meet changing demands. Organisations should be aware that due to the nature of the services provided, any contract formed as a result of this procurement process shall be executed as a deed. Organisations should seek independent legal advice on the implications of this prior to submitting their bid, where appropriate.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.3) Estimated date of publication of contract notice:
20/12/2019
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.5) Scheduled date for start of award procedures
14/02/2020
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.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=98407.
(WA Ref:98407)
VI.4) Procedures for review
VI.4.1) Review body
Books Council of Wales
Castell Brychan, Aberystwyth
Ceredigion
SY23 2JB
UK
Telephone: +44 1970629544
E-mail: mererid.boswell@books.wales
Fax: +44 1970625385
Internet address(es)
URL: www.llyfrau.cymru
VI.5) Date of dispatch of this notice
19/12/2019