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Library Books and Audio Visual Material - Waterford City and County Council.

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Waterford City and County Council
3263046AH
City Hall, The Mall, Co. Waterford
For the attention of: Ian Fitzpatrick
Waterford
IRELAND
Telephone: +353 51849520

Internet address(es):

Address of the buyer profile: http://irl.eu-supply.com/ctm/Supplier/CompanyInformation/Index/103683

Electronic access to information: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=94949&B=ETENDERS_SIMPLE

Electronic submission of tenders and requests to participate: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=94949&B=ETENDERS_SIMPLE

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority
Regional or local authority
I.3)Main activity
General public services
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Library Books and Audio Visual Material - Waterford City and County Council.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
Purchase
Main site or location of works, place of delivery or of performance: Waterford.

NUTS code IE024

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement
Framework agreement with several operators
Number of participants to the framework agreement envisaged: 3

Duration of the framework agreement

Duration in years: 2

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

Estimated value excluding VAT:
Range: between 50 000 and 500 000 EUR
Frequency and value of the 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.
II.1.5)Short description of the contract or purchase(s)
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.
II.1.6)Common procurement vocabulary (CPV)

22113000, 22110000, 32321300

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
See information contained under each lot.
II.2.2)Information about options
Options: yes
Description of these 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 recourse to these options:
in months: 12 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Duration in months: 024 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Children's and young adult books
1)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.
2)Common procurement vocabulary (CPV)

22113000, 22110000, 32321300

3)Quantity or scope
Notional value 120 000 EUR - but not guaranteed for Year 1.
Estimated value excluding VAT:
Range: between 50 000 and 150 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Adult non-fiction books
1)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.
2)Common procurement vocabulary (CPV)

22113000, 22110000, 32321300

3)Quantity or scope
Notional value 120 000 EUR - but not guaranteed for Year 1.
Estimated value excluding VAT:
Range: between 50 000 and 150 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Adult fiction books
1)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.
2)Common procurement vocabulary (CPV)

22113000, 22110000, 32321300

3)Quantity or scope
Notional value 110 000 EUR- but not guaranteed for Year 1.
Estimated value excluding VAT:
Range: between 50 000 and 150 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Audiovisual Stock
1)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.
2)Common procurement vocabulary (CPV)

32321300, 22110000, 22113000

3)Quantity or scope
Notional value 40 000 EUR - but not guaranteed for Year 1.
Estimated value excluding VAT:
Range: between 25 000 and 75 000 EUR
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Not applicable.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
To be agreed with the successful service providers.
III.1.3)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.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Please refer to the tender documentation available to download from www.etenders.gov.ie using RFT ID 101565.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the tender documentation available to download from www.etenders.gov.ie using RFT ID 101565.

Minimum level(s) of standards possibly required: Please refer to the tender documentation available to download from www.etenders.gov.ie using RFT ID 101565.

III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:

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

Minimum level(s) of standards possibly required:

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

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
WCCC/L/465
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
29.1.2016 - 16:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English. Irish.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 012 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)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.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The High Court
Four Courts, Inns Quay
7 Dublin
IRELAND
E-mail:
Internet address: http://www.courts.ie

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: 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.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Consult a legal advisor

VI.5)Date of dispatch of this notice:
11.12.2015