Contract notice
Section I: Contracting
authority
I.1) Name and addresses
National Library of Scotland
57 George IV Bridge
Edinburgh
EH11EW
UK
Contact person: Julie Bon
Telephone: +44 1316233700
E-mail: j.bon@nls.uk
NUTS: UKM
Internet address(es)
Main address: http://www.nls.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Recreation, culture and religion
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
The complete purchase of a Box Cutting Machine - including delivery, installation, training plus an annual support and service term contract.
Reference number: 2022.23.094
II.1.2) Main CPV code
42800000
II.1.3) Type of contract
Supplies
II.1.4) Short description
To realise the strategic commitments around conservation and preservation of Library collections, the Library requires a Box Cutting Machine for use in the Sighthill Building.
This system must be able to design, crease and cut bespoke enclosure designs.
The boxes created by this system are primarily used by the Library to hold collection items in order to protect and preserve those items. Archival boxboard is the main material used for these boxes as it has preservation qualities.
This is a one-off requirement for the purchase of goods and associated support services for the duration of the term contract.
The Library requires a fully managed contract, including the management of subcontractors as required, for the full delivery of the goods and associated services scoped within this specification over the full term of the contract.
II.1.5) Estimated total value
Value excluding VAT:
120 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
42000000
30131100
42800000
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
National Library of Scotland premises
4 Bankhead Medway, Sighthill, Edinburgh EH11 4BY
II.2.4) Description of the procurement
The Library holds an extensive range of archival materials that are to be protected and preserved within bespoke enclosure designs utilising archival boxboard.
To create these bespoke enclosure designs the Library requires a customisable box cutting machine.
When completing your tender response, you will be required to confirm how your proposed solution meets the mandatory “must” and desirable “should” requirements.
The Invitation to tender letter issued with this specification details in full the process to follow for submitting a compliant tender.
It is anticipated that a contract will be awarded by 9 April 2024 with the delivery, installation and training of the proposed equipment to be by June 2024 and an annual support contract to commence 12 months following successful installation for 6 years.
Prices quoted and accepted for the proposed equipment under this contract is fixed.
Prices quoted and accepted for annual support and servicing will be fixed for the initial 2 years following end of warranty and subject to a price review in accordance with section 5.4 below thereafter.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Schedule - Technical
/ Weighting: 70
Cost criterion: Price Schedule - Commercial
/ Weighting: 30
II.2.6) Estimated value
Value excluding VAT:
120 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 87
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
Interested suppliers must complete the SPD available with this contract notice.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Not applicable
III.1.2) Economic and financial standing
List and brief description of selection criteria:
See sections 4B1b of the SPD module
Provide average yearly turnover for years 2020,2021 and 2022
Failure to provide this information may result in the tender being excluded from the tender process and the bidders submissions set aside and not evaluated.
Minimum level(s) of standards required:
4B5b - 4B5c of the SPD module
It is a requirement of this contract that bidders hold, or commit to obtain prior to the commencement of any subsequently awarded contract the types and levels of insurance indicated below.
4B5b - Employers (Compulsory) liability insurance - 5 million GBP
4B5c - Public liability insurance - 2 million GBP
4B5c - Product liability insurance - 2 million GBP
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Section 4C1 of the SPD.
Minimum level(s) of standards required:
Please provide 2 relevant examples of having provided a similar box making machine that is able to design, crease and cut bespoke enclosure designs using primarily archival boxes as its main material.
Please provide details of the equipment
provided, the Organisation it was provided for and the dates it was delivered.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
To ensure the highest standards of service quality in this contract the Library expects the successful Service Provider and its sub-contractors (if any) as proposed to commit to progressing towards adopting the Fair Work First criteria in the delivery of this contract as part of a fair and equitable employment and reward package as a route to progressing towards wider fair work practices set out in the Fair Work Framework.
The contract will be subject to performance management conditions with regard to KPIs
Performance conditions are documented in the requirement specifications
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:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
13/03/2024
Local time: 10:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
13/03/2024
Local time: 10:00
Place:
PCS Electronic Portal - Electronic Postbox
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Site visits to supplier's premises will be held week beginning 18 March 2024. Award criteria can be found in the ITT and Quality Schedule (Technical Response) available for download with the ITT.
0 Unacceptable Nil or inadequate response. Fails to demonstrate an ability to meet the requirement.
1 Poor Response is partially relevant but generally poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled and or may be overly generic.
2 Acceptable Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas and or may be generic in part.
3 Good Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.
4 Excellent Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.
The Library is not bound to accept the lowest or any submission.
Form of contract - The successful supplier will be required to enter into a formal contract in the form as detailed in ITT (conditions of contract for goods and services) available for download with ITT.
Tenders must be submitted in the format as detailed Annex B , Appendix 4 of the ITT.
A "for information only" pdf copy of the evaluation matrix to be used on this procurement is available for download with the ITT.
Tenders must be submitted in English.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=757996.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Community benefits are included in this procurement as detailed in the specification and ITT
(SC Ref:757996)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=757996
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
Sheriff Court House , 27 Chambers Street
Edinburgh
EH11LB
UK
E-mail: enquiries@scotcourts.gov.uk
Internet address(es)
URL: https://www.scotcourts.gov.uk/
VI.5) Date of dispatch of this notice
12/02/2024