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Contract Notice

Laptop Lockers.

  • First published: 28 March 2017
  • Last modified: 28 March 2017
  • This file may not be fully accessible.

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To record your interest or obtain additional information or documents please find instructions within the Full Notice Text. (NOTE: Contract Award Notices and Prior Information Notices do not normally require a response)

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Contents

Summary

OCID:
Published by:
University of Salford
Authority ID:
AA22352
Publication date:
28 March 2017
Deadline date:
26 April 2017
Notice type:
Contract Notice
Has documents:
No
Has SPD:
No
Has Carbon Reduction Plan:
N/A

Abstract

The Library at the University of Salford has run a laptop loan service for its students since 2010. The lockers provide secure storage as well as battery charging.

Initially this was run via a staff desk with lockers manually operated by staff. In 2012 the lockers were fitted with RFID locks and students have since been able to issue and return the laptops themselves by swiping their university ID card.

Rather than connecting to our Library Management System our existing locker system came with its own software for managing laptop loans. There are a number of issues with this.

i. The software isn't fit for purpose. It was designed for use in Gyms or swimming pools and as such it's a locker management system rather than a system for managing the contents of lockers. Although it allocates a locker to an individual it has no knowledge of whether the contents of the locker (in this case a laptop) are either present or absent at any stage of the process.

ii. The software is adequate for keeping track of who has a locker at the present moment (which is about all you need in a gym) however it is unable to provide adequate reporting of past locker use by individuals (important for trying to track down missing equipment or establishing when equipment was damaged) or to provide high level management information about locker use (this is a very well used service, however we are only able to prove that by spending hours exporting and re-processing the inadequate data provided by the software).

iii. Libraries run on Library Management Systems (LMS) — and one of the things an LMS is very good at is keeping track of physical stock. Even if the existing software was adequate it would still be the case that it was duplicating something we already have. At present there is an additional staff overhead taken up with the management of the server, setting up and managing a real time data feed, troubleshooting issues with individual user accounts, creating reports, creating and training administrators etc.

We are currently looking to expand the service, taking it into areas without a continuous staff presence, this means that the ability to track usage accurately is now a priority.

Full notice text

CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)


University of Salford

Maxwell Building, University of Salford, The Crescent

Salford

M5 4WT

UK

InTend Portal

Olivia Ward







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I.2)

Type of contracting Authority and Main Activity or Activities

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No

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

Laptop Lockers.

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

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II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance



II.1.3)

This notice involves

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II.1.4)

Information on framework agreement (if applicable)

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Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

The Library at the University of Salford has run a laptop loan service for its students since 2010. The lockers provide secure storage as well as battery charging.

Initially this was run via a staff desk with lockers manually operated by staff. In 2012 the lockers were fitted with RFID locks and students have since been able to issue and return the laptops themselves by swiping their university ID card.

Rather than connecting to our Library Management System our existing locker system came with its own software for managing laptop loans. There are a number of issues with this.

i. The software isn't fit for purpose. It was designed for use in Gyms or swimming pools and as such it's a locker management system rather than a system for managing the contents of lockers. Although it allocates a locker to an individual it has no knowledge of whether the contents of the locker (in this case a laptop) are either present or absent at any stage of the process.

ii. The software is adequate for keeping track of who has a locker at the present moment (which is about all you need in a gym) however it is unable to provide adequate reporting of past locker use by individuals (important for trying to track down missing equipment or establishing when equipment was damaged) or to provide high level management information about locker use (this is a very well used service, however we are only able to prove that by spending hours exporting and re-processing the inadequate data provided by the software).

iii. Libraries run on Library Management Systems (LMS) — and one of the things an LMS is very good at is keeping track of physical stock. Even if the existing software was adequate it would still be the case that it was duplicating something we already have. At present there is an additional staff overhead taken up with the management of the server, setting up and managing a real time data feed, troubleshooting issues with individual user accounts, creating reports, creating and training administrators etc.

We are currently looking to expand the service, taking it into areas without a continuous staff presence, this means that the ability to track usage accurately is now a priority.

II.1.6)

Common Procurement Vocabulary (CPV)

44421720

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

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II.1.8)

Division into lots

No

II.1.9)

Will variants be accepted

No

II.3)

Duration of the contract or limit for completion

0

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

As per documentation.

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

As per documentation.

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

As per documentation.

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers


As per documentation.

III.2.2)

Economic and financial capacity


As per documentation.



As per documentation.


III.2.3)

Technical capacity


As per documentation.



As per documentation.


III.2.4)

Reserved contracts

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Section IV: Procedure

IV.1)

Type of Procedure


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Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

No

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

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IV.2)

Award Criteria

No


Yes

No

IV.2.2)

An electronic auction will be used

No

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

UoS/OW/16/17/Qtr3/Laptop Lockers

IV.3.2)

Previous publication(s) concerning the same contract

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Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

 25-04-2017

 


IV.3.4)

Time-limit for receipt of tenders or requests to participate

 26-04-2017  12:00

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates


IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

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IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders





Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published


VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

No



VI.3)

Additional Information

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures


University of Salford

Maxwell Building, University of Salford, The Crescent

Salford

M5 4WT

UK




Body responsible for mediation procedures










VI.4.2)

Lodging of appeals

VI.4.3)

Service from which information about the lodging of appeals may be obtained










VI.5)

Dispatch date of this Notice

 27-03-2017

Coding

Commodity categories

ID Title Parent category
44421720 Lockers Armoured or reinforced safes, strongboxes and doors

Delivery locations

ID Description
100 UK - All

Alert region restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

ID Description
There are no alert restrictions for this notice.

About the buyer

Main contact:
N/a
Admin contact:
N/a
Technical contact:
N/a
Other contact:
N/a

Further information

Date Details
No further information has been uploaded.

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