Voluntary ex ante transparency notice
Directive 2014/24/EU
Section I: Contracting
authority
I.1) Name and addresses
The University of Birmingham
Edgbaston
Birmingham
B15 2TT
UK
Contact person: Thomas Hasson
Telephone: +44 1214142890
E-mail: T.R.Hasson@bham.ac.uk
NUTS: UKG31
Internet address(es)
Main address: http://www.birmingham.ac.uk
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 to Ex Libris Library Management system.
Reference number: SC5989/17
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.1.4) Short description
An upgrade and extension of the University's current Library Management system, Ex Libris, for up to 5 years including maintenance.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
1 500 000.00
GBP
II.2) Description
II.2.3) Place of performance
NUTS code:
UKG31
Main site or place of performance:
University of Birmingham.
II.2.4) Description of the procurement
The University intends to award a contract for up to 5 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 system is owned, supplied and supported exclusively by Ex Libris.
Since first procuring the Ex Libris LMS in 2013, the University has made a substantial investment in Ex Libris' systems in terms of working processes and staff training. The University has decided to upgrade from Ex Libris' Aleph, SFX, MetaLib, Verde and Primo products to their Alma and Primo products and extend the contract period. The University is due to open an international branch campus in September 2018, for which an LMS capable of being run via cloud-based SaaS will be required. Given the requirement for comprehensive testing in advance of a September opening date, the time-scale does not support a full procurement process. In order to achieve the necessary time-scales, the University has identified that it needs to work with its existing supplier. The University has additionally identified that the high costs associated with changing LMS supplier are incompatible with the budget and staff capacity available, and therefore when considering the relative benefit, the cost of changing supplier at this time would outweigh the advantage which might accrue.
The University has identified that for reasons of time-scale and to achieve its aims within available staff capacity and alongside its core business activities, the products supplied by Ex Libris are the only ones capable of meeting the University's requirements and this is the only viable option for the University at this time.
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:
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 system is owned, supplied and supported exclusively by Ex Libris.
Since first procuring the Ex Libris LMS in 2013, the University has made a substantial investment in Ex Libris' systems in terms of working processes and staff training. The University has decided to upgrade from Ex Libris' Aleph, SFX, MetaLib, Verde and Primo products to their Alma and Primo products and extend the contract period. The University is due to open an international branch campus in September 2018, for which an LMS capable of being run via cloud-based SaaS will be required. Given the requirement for comprehensive testing in advance of a September opening date, the time-scale does not support a full procurement process. In order to achieve the necessary time-scales, the University has identified that it needs to work with its existing supplier. The University has additionally identified that the high costs associated with changing LMS supplier are incompatible with the budget and staff capacity available, and therefore when considering the relative benefit, the cost of changing supplier at this time would outweigh the advantage which might accrue.
The University has identified that for reasons of time-scale and to achieve its aims within available staff capacity and alongside its core business activities, the products supplied by Ex Libris are the only ones capable of meeting the University's requirements and this is the only viable option for the University at this time.
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
V.2 Award of contract/concession
V.2.1) Date of conclusion of the contract/concession
08/11/2017
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) Ltd
London
UK
NUTS: UKG31
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:
1 500 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
The University of Birmingham
Edgbaston
Birmingham
UK
VI.5) Date of dispatch of this notice
08/11/2017