Library Books and Audio Visual Material — Waterford City and County Council

Waterford City and County Council

Tenders are invited from competent suppliers in order to establish a Framework Agreement with Waterford City and County Council for the supply of books for both the new Carrickphierish library development in Waterford City and general stock for the Waterford City and County Libraries branch library network.
The ratio of expenditure between Carrickphierish and other branch designated stock will be approximately 60/40.
There are 4 categories or Lots that tenderers may bid for namely:
Lot 1: Children's and Young Adult books — notional value 120 000 EUR;
Lot 2: Adult Non-Fiction books (including reference books) — notional value 120 000 EUR;
Lot 3: Adult Fiction books — notional value 110 000 EUR ;
Lot 4: AV (Audiovisual) Stock (including DVDs, CDs and Computer Games for both adults and children – notional value 40 000 EUR , with an approximate 75 % spend on adult collections.
Please note that the notional values indicated above are for Year 1 only of the framework. Anticipated spend in the subsequent year if
approved and availed would be in the region of 180 000 EUR approximately across all 4 lots.
Waterford City and County Council intend to admit the 3 highest ranked tenderers into the Framework Agreement as Framework Members for each Lot, provided there is a minimum of three suitable tenders received in each Lot.
Tenderers will be scored and ranked based on the results of the assessment under the award criteria. Thereafter contracts for the supply of library stock in each Lot will be awarded using the ‘Cascade’ method, with all contracts being awarded to the highest ranked Framework Member in each Lot.
Should the highest ranked Framework Member not be in a position to respond to a requirement, or fail to provide the service, or have their contract terminated, Waterford City and County Council reserves the right to award the contract in that Lot to the next highest ranked Framework Member in that Lot.

Deadline

The time limit for receipt of tenders was 2016-01-29. The procurement was published on 2015-12-11.

Suppliers

The following suppliers are mentioned in award decisions or other procurement documents:

Who?

• Waterford City and County Council

What?

• Printed books › Library books
• Television projection equipment › Audio-visual materials

Where?

• South-East

Procurement history

Date	Document
2015-12-11	Contract notice
2016-09-06	Contract award notice

Contract notice (2015-12-11)
Object
Scope of the procurement
Title: Library books
Quantity or scope: See information contained under each lot.
Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Supplies
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Library books 📦

Procedure
Procedure type: Open procedure
Type of bid: Submission for one or more lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Regional or local authority
Awarding authority name: Waterford City and County Council
Postal address: City Hall, The Mall, Co. Waterford
Postal town: Waterford
Contact
Phone: +353 51849520 📞

Reference
Dates
Date dispatched: 2015-12-11 📅
Submission deadline: 2016-01-29 📅
Publication date: 2015-12-16 📅
Identifiers
Notice number: 2015/S 243-440953
OJ-S issue: 243
Additional information

1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties; 2) This is the sole call for competition for these supplies; 3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers; 4) Contract award will be subject to the approval of the competent authorities; 5) It will be a condition of award that candidates are tax compliant and are in a position to produce a valid tax clearance certificate from the Revenue Commissioners when requested; 6) If for any reason it is not possible to admit to the framework agreement 1 or more of the tenderers invited following the conclusion of this competitive process, the contracting authority reserves the right to invite the next highest scoring tenderer to join the framework agreement as appropriate; 7) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time; 8) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words ‘or equivalent’ will always be appended; 9) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, tenderers are advised to ensure that they return fully completed tenders in order to avoid the risk of elimination from the competition.

Additional information

1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties;

2) This is the sole call for competition for these supplies;

3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers;

4) Contract award will be subject to the approval of the competent authorities;

5) It will be a condition of award that candidates are tax compliant and are in a position to produce a valid tax clearance certificate from the Revenue Commissioners when requested;

6) If for any reason it is not possible to admit to the framework agreement 1 or more of the tenderers invited following the conclusion of this competitive process, the contracting authority reserves the right to invite the next highest scoring tenderer to join the framework agreement as appropriate;

7) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time;

8) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words ‘or equivalent’ will always be appended;

9) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, tenderers are advised to ensure that they return fully completed tenders in order to avoid the risk of elimination from the competition.

Object
Scope of the procurement
Estimated value excluding VAT: 50 000 💰
500 000 💰
Frequency of contracts to be awarded:

There will be an initial contract under each lot for the new Carrickphierish library development. The balance will be as required to meet the general stock requirements for Waterford City and County Libraries branch library network.

Short description:

The ratio of expenditure between Carrickphierish and other branch designated stock will be approximately 60/40.

There are 4 categories or Lots that tenderers may bid for namely:

Lot 1: Children's and Young Adult books — notional value 120 000 EUR;

Lot 2: Adult Non-Fiction books (including reference books) — notional value 120 000 EUR;

Lot 3: Adult Fiction books — notional value 110 000 EUR ;

Lot 4: AV (Audiovisual) Stock (including DVDs, CDs and Computer Games for both adults and children – notional value 40 000 EUR , with an approximate 75 % spend on adult collections.

Please note that the notional values indicated above are for Year 1 only of the framework. Anticipated spend in the subsequent year if

approved and availed would be in the region of 180 000 EUR approximately across all 4 lots.

Waterford City and County Council intend to admit the 3 highest ranked tenderers into the Framework Agreement as Framework Members for each Lot, provided there is a minimum of three suitable tenders received in each Lot.

Tenderers will be scored and ranked based on the results of the assessment under the award criteria. Thereafter contracts for the supply of library stock in each Lot will be awarded using the ‘Cascade’ method, with all contracts being awarded to the highest ranked Framework Member in each Lot.

Should the highest ranked Framework Member not be in a position to respond to a requirement, or fail to provide the service, or have their contract terminated, Waterford City and County Council reserves the right to award the contract in that Lot to the next highest ranked Framework Member in that Lot.

Lot number: 1
Title of the lot: Children's and young adult books
Short description:

Supply of books for the new Carrickphierish library development and general stock for the library network. Ratio of expenditure will be 60/40 between Carrickphierish and library network.

Quantity or scope: Notional value 120 000 EUR — but not guaranteed for Year 1.
Estimated value excluding VAT: 150 000 💰
Lot number: 2
Title of the lot: Adult non-fiction books
Quantity or scope: Notional value 120 000 EUR — but not guaranteed for Year 1.
Lot number: 3
Title of the lot: Adult fiction books
Quantity or scope: Notional value 110 000 EUR— but not guaranteed for Year 1.
Lot number: 4
Title of the lot: Audiovisual Stock
Short description:

Supply of audio visual stock (including DVDs, CDs and Computer Games for both adults and children) for the new Carrickphierish library development and general stock for the library network. Ratio of expenditure will be 60/40 between Carrickphierish and library network.

Quantity or scope: Notional value 40 000 EUR — but not guaranteed for Year 1.
Estimated value excluding VAT: 25 000 💰
75 000 💰
Description of options:

The frameworks will operate for 1 year with the option to have 2 x 6 month extensions subject to satisfactory performance and ongoing need.

Provisional timetable for use of options: 12 months
Duration: 024 months
Reference number: WCCC/L/465
Place of performance
Main site or place of performance: Waterford.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:

Please refer to the tender documentation available to download from www.etenders.gov.ie using RFT ID 101565.

Economic and financial standing:

Please refer to the tender documentation available to download from www.etenders.gov.ie using RFT ID 101565.

Minimum level(s) of standards:

Please refer to the tender documentation available to download from www.etenders.gov.ie using RFT ID 101565.

Technical and professional ability:

Please refer to the tender documentation available to download from www.etenders.gov.ie using RFT ID 101565.

Contract execution
Deposits and guarantees required: Not applicable.
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them: To be agreed with the successful service providers.
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

A grouping if successful must be prepared to contract as a single entity having joint and several liability.

Names and professional qualifications of the staff ✅

Procedure
Number of operators of the framework agreement: 3
Duration of the framework agreement in years: 2
Tender validity period: 012 months
Languages
Language: English 🗣️
Irish 🗣️

Contracting authority
Identity
National registration number: 3263046AH
Contact
Contact point: Ian Fitzpatrick
Address of the buyer profile: http://irl.eu-supply.com/ctm/Supplier/CompanyInformation/Index/103683 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=94949&B=ETENDERS_SIMPLE 🌏
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=94949&B=ETENDERS_SIMPLE 🌏

Reference
Identifiers
Reference number attributed by the contracting authority: WCCC/L/465
Additional information

2) This is the sole call for competition for these supplies;

3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers;

4) Contract award will be subject to the approval of the competent authorities;

5) It will be a condition of award that candidates are tax compliant and are in a position to produce a valid tax clearance certificate from the Revenue Commissioners when requested;

6) If for any reason it is not possible to admit to the framework agreement 1 or more of the tenderers invited following the conclusion of this competitive process, the contracting authority reserves the right to invite the next highest scoring tenderer to join the framework agreement as appropriate;

7) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time;

8) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words ‘or equivalent’ will always be appended;

9) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, tenderers are advised to ensure that they return fully completed tenders in order to avoid the risk of elimination from the competition.

Complementary information
Review body
Name: The High Court
Postal address: Four Courts, Inns Quay
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
E-mail: highcourtcentraloffice@courts.ie 📧
Internet address: http://www.courts.ie 🌏
Information about review deadlines:

The contracting authority will not conclude this framework agreement (and the reviewable public contract) to which a standstill period applies in accordance with Irish Statutory Instrument SI 130 of 2010, until after the expiry of the standstill period which commences on the day following the date of notification of concerned candidates and tenderers. The duration of the standstill period will be 14 calendar days where notifications are sent electronically or by fax and 16 calendar days where these are sent by any other means. The Statutory Instrument mentioned above provides that review procedures are available in the High Court to a person who has or has had an interest in obtaining the framework agreement (including the reviewable public contract and alleges that he or she has been harmed or is at risk of being harmed by an infringement of the law in relation to that framework agreement and reviewable public contract.

Service from which information about the review procedure may be obtained
Name: Consult a legal advisor
Source: OJS 2015/S 243-440953 (2015-12-11)

Contract award notice (2016-09-06)
Object
Scope of the procurement
Short description:

Total value of the procurement: 360 000 EUR 💰
Notice metadata
Document type: Contract award notice
Common procurement vocabulary (CPV)
Additional CPV: Printed books 📦
Place of performance
NUTS region: South-East 🏙️

Procedure
Type of bid: Not applicable

Contracting authority
Contact
Internet address: http://www.waterfordcouncil.ie 🌏
E-mail: ifitzpatrick@waterfordcouncil.ie 📧

Reference
Dates
Date dispatched: 2016-09-06 📅
Publication date: 2016-09-09 📅
Identifiers
Notice number: 2016/S 174-312271
Refers to notice: 2015/S 243-440953
OJ-S issue: 174

Object
Scope of the procurement
Short description:

Lot 3: Adult Fiction books — notional value 110 000 EUR;

Lot 4: AV (Audiovisual) Stock (including DVDs, CDs and Computer Games for both adults and children– notional value 40 000 EUR;

Please note that the notional values indicated above are for Year 1 only of the framework. Anticipated spend in the subsequent year if approved and availed would be in the region of 180 000 EUR approximately across all 4 lots.

Description of options:

Children's and young adults books.

Adult non fiction books.

Adult fiction books.

Audio Visual Stock.

Place of performance
Main site or place of performance: Carrickphierish, Waterford.

Procedure
Award criteria
Quality criterion (name): Quality
Quality criterion (weighting): 60
Price weighting: 40

Award of contract
Date of contract conclusion: 2016-05-12 📅

Complementary information
Service from which information about the review procedure may be obtained
Postal town: Waterford
Country: Ireland 🇮🇪
Source: OJS 2016/S 174-312271 (2016-09-06)

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