Voluntary ex ante transparency notice
Directive 2014/24/EU
Section I: Contracting
entity
I.1) Name and addresses
University of Nottingham
University Park
Nottingham
NG7 2RD
UK
Contact person: Cheryl Choong Lewis
E-mail: cheryl.choonglewis@nottingham.ac.uk
NUTS: UK
Internet address(es)
Main address: www.nottingham.ac.uk
Address of the buyer profile: https://www.nottingham.ac.uk/fabs/procurement/people/index.aspx
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Upgrade Ex Libris Library Management System
Reference number: PROC CCL ITT 1013
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Services
II.1.4) Short description
An upgrade of the University's current Library Management System, Ex Libris, for up to 3 years for the upgrade and maintenance of its current library management system (LMS) to Ex Libris, a specialist in software for the library sector.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
720 000.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
48000000
II.2.3) Place of performance
NUTS code:
UK
Main site or place of performance:
University of Nottingham (UK), University of Nottingham Ningbo China (UNNC) and University of Nottingham Malaysia (UNNM)
II.2.4) Description of the procurement
The University intends to award a contract for up to three years for the upgrade and maintenance of its current library management system (LMS) to Ex Libris, a specialist in software for the library sector. This will upgrade from Ex Libris's Aleph, SFX, MetaLib and Verde products to their Alma product, thus reducing the need for multiple products. This system is owned, supplied and supported exclusively by Ex Libris. The current library management system, Aleph, is already integrated with Campus Solutions at UNNC and UNMC and a different system (with different technical architecture) would mean considerable additional development effort. Ex Libris are the only supplier who have an existing data centre in China and a proven support model for global campus operation. The implementation plan for the global solution shall commence in August 2018.
The existing version of the system is several years old, meaning that the upgrade process will be overly complex and beyond the capability of the institution. As Ex Libris is the developer of the software, it is envisaged that this upgrade will be executed with minimal risk of technical failure and data and process migration for internal staff will be significantly reduced in a global environment. As alternate system would present significant financial, technical, quality and reputational risks for the University that could not be mitigated against.
The Global reach is essential and the feasibility or ability to change is restricted by Suppliers who can promote the Global need and therefore when considering the relative benefit, the cost would outweigh the advantage that might accrue. Thus for reasons of timescale and staff capacity alongside core business activity, the only viable option is an upgrade through Ex Libris.
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
Award of a contract without prior publication of a call for competition
Justification for selected award procedure:
The procurement falls outside the scope of application of the Directive
Explanation:
The University intends to award a contract for up to three years for the upgrade and maintenance of its current library management system (LMS) supplied by Ex Libris, a specialist in software for the library sector. This will upgrade Ex Libris’ Aleph to their Alma [platform], and will mean we no longer require their DigiTool, SFX, or Verde products, reducing the need for maintenance of multiple products. Alma is owned, supplied, and supported exclusively by Ex Libris.
The existing LMS, Aleph, is already deployed across all University of Nottingham campuses including UNNC and UNMC, and integrates with all appropriate University systems. The scale and complexity of the international technical architecture means that moving to a new system would mean considerable additional implementation and development effort.
Aleph is over 20-years old and our version rather out-of-date, meaning that remaining with Aleph would be overly complex and beyond the capability of the institution. As Ex Libris are the developer of Alma, and the upgrade is tried and tested, it is envisaged that it will be executed with minimal risk of technical failure and data and process migration for staff will be significantly reduced across all three campuses. An alternate system would present significant technical, quality, and reputational risks for the University that could not be mitigated against.
The substantial resource required to change LMS supplier is incompatible with the staff capacity available, and therefore when considering the relative benefit, the risk would outweigh any advantage that might accrue. The architecture of Alma lends itself to collaboration within the higher education community and presents opportunities for cost savings. Thus, for reasons of timescale and staff capacity alongside core business activity, the only viable option is an upgrade to Alma from Ex Libris.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
Section V: Award of contract/concession
Contract No: PROC CCL ITT 1013
Title: Library Management System
V.2 Award of contract/concession
V.2.1) Date of conclusion of the contract/concession
04/07/2018
V.2.2) Information about tenders
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Ex Libris UK Limited
03438440
5th Floor, 3 Dorset Rise
London
EC4Y 8EN
UK
NUTS: UK
Internet address(es)
URL: https://www.exlibrisgroup.com/
The contractor is an SME:
No
V.2.4) Information on value of the concession and main financing terms (excluding VAT)
Total value of the concession/lot:
720 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
The contracting authority waits for a period of at least 10 calendar days from the day following the date of publication for the VEAT Notice before concluding the contract.
VI.4) Procedures for review
VI.4.1) Review body
University of Nottingham, Procurement Department
Kings Meadow Campus, Lenton Lane
Nottingham
NG7 2RD
UK
Telephone: +44 1159515151
E-mail: procurement@nottingham.ac.uk
VI.5) Date of dispatch of this notice
18/07/2018