CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

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

Library, The University of Surrey, Guildford, GU2 7XH.

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

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 comprises of 3 physical sections: the original George Edwards (GE) building, the 1980 Mullens (M) extension and the 2011 Learning Centre (LC) extension. Stock is currently dispersed over 3 floors of the Library. The current refurbishment project is focussed on Levels 4 and 5 of the GE section of the building and on Levels 2, 4 and 5 of the M section. (AutoCAD files for the floors are attached to the tender, the George Edwards space is to the left — West — aspect of the building leading into the Mullens section). Shelving is required for each of these areas, but with a greater concentration likely to be in the GE area.

The Library is facing a significant challenge in ensuring that we continue to provide immediate and easy access to high-quality library collections while providing more study spaces for our students. In the academic year 15/16 we refurbished a third of one floor and replaced old shelving units with a mix of static and mobile/compressed shelving. This allowed us to create a good number of study spaces and has provided a blue-print for further refurbishment work across the building.

Please be aware that floor loading constraints in the GE section of the building permit a maximum of 72 bays of 1 metre shelving to be located within each of the grids defined by the supporting pillars.

The first phase of the project (i.e. scheduled for Summer 2017) will focus on Levels 4 and 5 of the George Edwards (GE) section of the building and will require the installation of c 3 200 metres of shelving, in a combination of mobile and static runs, by mid-September. It is possible that this Summer 2017 installation will itself need to be scheduled in two phases (i.e. with one of the Levels being completed earlier in the Summer (i.e. early August) but this is subject to the finalisation of the building plans.

The second phase of the project (i.e. provisionally scheduled for Summer 2018) will focus on Levels 2,4, and 5 of the Mullens section of the building and will require the installation of c.3 000 metres of shelving again in a combination of mobile and static runs.

Statistics:

The Library currently provides c 10 000 linear metres of shelving across all floors. With the planned refurbishment c 1 500 metres of shelving (installed in LC extension in 2011) and 800 metres (installed in the GE Level 2 in 2016 ) will remain unchanged. However, with the planned reduction in stock, our intention is to reduce the total length of shelving to c 8 500 metres. Our requirement is therefore for 6 200 metres of shelving, comprising a combination of static and mobile. It is likely that the solution will comprise c 3 800 of mobile shelving and 2 400 of static shelving, but this balance may change as a consequence of the detailed design phase.

We have no requirement for shelving to accommodate oversize or multimedia materials. However we are looking to standardise our shelving and would expect any plans/costings to use the following outlines for the tender:

— All shelves to be no longer than 970 mm;

— There are some fixed pillers in the Library, we will accept shorter shelves in spaces to allow maximum space utilisation, these should be no shorter than 790 mm;

— There should be no more than 6 shelves in any bay;

— All static units should be considered future ‘mobile-friendly’ and so the height of any end panel should take into consideration the height restrictions of the space and allow for ‘mounting’ on the raised platform bases of your mobile solutions.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

409

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

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

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?

VI.3)

Additional Information

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

Procurement@surrey.ac.uk

VI.4.3)

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

VI.5)

Dispatch date of this Notice