Internet address(es):

Main address: http://www.kb.dk

Acquisition of a library services platform and a discovery layer

The Royal Danish Library’s (RDL) request is for a Library Services Platform (LSP) combined with a Discovery Layer and a bibliographic data repository.

København K.

The request is for a software solution running on a hosted environment and maintained by the contractor, with strict demands for confidentiality, integrity and availability of data (see appendices 5 and 15).

Main library functions to be met are detailed in Appendix 3, and include:

— End-user oriented interface (Discovery Layer),

— User management in combination with internal and external services,

— Circulation of physical items,

— Electronic resource management (ERM), link resolution and access control.

— Acquisition services for print and electronic resources,

— Legal deposit,

— Management of bibliographic metadata.

— Inter-Library Loan (ILL) closely integrated with the Danish national ILL-infrastructure.

— Reading list solution and.

— Statistics and analytics tools.

The technical solution should be flexible enough to support a complex organisation, with the RDL recently formed through a merger of two large academic libraries, and entering a newly formed consortium, cf. section II.2.14, which is likely to face rapid change and expansion.

As the consortium, as well as the tasks and procedures of RDL will evolve and change, RDL foresee the need for extensive and ongoing configurations to all parts of the system.

All main area functions should be configurable on at least 2 levels:

— Group configurations at a consortium level — to allow for efficient and uniform configurations across all participation institutions/libraries.

— Individual configurations at consortium partner level — to allow for locally determined workflow variations or other locally defined requirements (i.e., customisations that are different from or not relevant to the consortium configurations).

RDL runs a variety of other services that needs to integrate closely with the hosted system solution. Integrations can be done in multiple ways, and RDL is prepared to adjust its adjacent systems to achieve efficient integrations with the LSP and/or Discovery layer based on recognised standards and the availability of high-volume, two-way communication through open APIs.

A core task for the RDL is to provide end-users with access to licensed electronic information resources. The area also presents a pivotal challenge of finding a balance between efficiency and flexibility in a consortium setting. The ERM processes must show robust performance in a variety of consortium models ranging from centralized acquisition and administration, with group processing for all or a subset of consortium partners, to localized acquisition and administration for one consortium partner only. System configurations for interoperability between the LSP, the metadata repository, and the Discovery layer must ensure that the search results end-users get are restricted to resources that they, or their institution, have access to the Discovery layer provides an end-user oriented interface that allows users to search, find and gain access to information resources that are either held by the library or that the library will obtain for the user. As end users’ information needs and interface expectations vary greatly among user groups and over time, the library needs to configure the interface and search experience for the consortium as a whole, as well as for singular consortium partners.

The limitation of candidates invited to tender will take place after an evaluation of which candidates have documented the most relevant deliveries, see section III.1.3), of the services covered by the contract, see the description in sections II.1.4) and II.2.4).

The evaluation of the most relevant deliveries will be made on the basis of the extent to which the references document experience with delivery of a LSP and/or Discovery platform layer supporting comparable functional needs as described in section II.2.4).

The Contract includes an Option regarding placing the source code in escrow, cf. clause 30 of Contract.

As regards section I.2), it should be noted that the RDL is the contracting authority and is formed by The National Library of Denmark, Arhus University Library and Copenhagen University Library. Copenhage Unniversity Library is also running services for Roskilde University Library. Furthermore, intends to administrate the library services for Aalborg University Library under the contract.

The candidate must submit the European Single Procurement Document ("ESPD") with the following information:

The candidate's total annual turnover in the last 3 financial years available.

The ESPD serves as provisional documentation that the candidate fulfils the minimum suitability requirements in respect of economic and financial capacity.

Before the decision to award the contract is made, the tenderer to whom the contracting authority intends to award the contract must submit documentation that the information stated in the ESPD is accurate.

When required by the contracting authority, the candidate must submit the following documentation of economic and financial capacity:

A statement regarding the operator's overall turnover in the last 3 financial years available, depending on the date when the operator was set up or started trading, as far as the information on these turnovers is available. For groups of operators (e.g. a consortium), the information must be submitted for each participating operator in the group. Where an operator relies on the economic and financial capacity of other entities (e.g. a parent company, sister company or a subcontractor), the information must be submitted for these entities also.

As a minimum requirement, a total annual turnover of at least 20 000 000 DKK is required in each of the three last financial years available. If the applicant relies on the capacity of other entities, the turnover is to be calculated as the total turnover of the candidate and such other entities in each of the three last financial years available. For groups of operators (e.g. a consortium), the turnover is calculated as the total turnover of the operators in each of the 3 last financial years available. The information is to be stated in section IV.B of the ESPD.

The candidate must submit the ESPD with the following information:

A list of the 5 most significant comparable services, see sections II.1.4) and II.2.4) that the candidate has car-ried out in the last 3 years before the expiry of the application deadline depending on when the candidate was set up or started trading.

Only references relating to services carried out at the time of application will be given importance in the evaluation of which candidates have documented the most relevant deliveries, see section II.2.9). Hence, in the case of an ongoing task, only the part of the services already having been performed at the time of application will be included in the evaluation of the reference.

Each reference is requested to include a brief description of the delivery performed. The delivery description should include a clear description of the services set out in sections II.1.4) and II.2.4) to which the delivery related and the candidate's role(s) in the performance of the delivery. The delivery description should moreover include the financial value of the delivery (amount), the date of the delivery, and the name of the customer (recipient).

When indicating the date of the delivery, the candidate is requested to indicate the date when the delivery was commenced and finalised. If that is not possible, e.g. if the tasks were performed on an ongoing basis under a framework agreement, the candidate is asked to indicate in the description of the delivery how the date is specified.

No more than 5 references may be stated irrespective of whether the candidate is a single operator, whether the candidate relies on the technical capacity of other entities, or whether the candidate is a group of opera-tors (e.g. a consortium).

If more than 5 references are stated, only the first 5 references will be taken into account. Any additional references will be disregarded.

If it is not possible to determine which references are the first 5 references, the references will be selected by the drawing of lots.

The ESPD serves as provisional documentation that the candidate how the candidate fulfils the selection cri-terion, see section II.2.9).

Before the decision to award the contract is made, the tenderer to whom the contracting authority intends to award the contract must submit documentation that the information stated in the ESPD is accurate.

No additional documentation of technical and professional capacity will be required from the candidate. However, the contracting authority reserves the right to contact the candidate or the customer indicated in the reference for confirmation of the information stated in the reference, including the dates of the reference indicated.

The contract has to the relevant extent incorporated the corporate social responsibility considerations as laid down in the conventions on the basis of which the principles of the UN Global Compact are worded and as laid down in the OECD Guidelines for Multinational Enterprises. The contract furthermore lays down requirements pursuant to ILO Convention no. 94 on labour clauses in public contracts and Circular no. 9471 of 30.6.2014.

The contract includes social clauses on training and trainee agreements.

The contract lays down requirements on compliance with the law on processing of personal data (GDPR).

Participation in the tendering procedure may only take place by electronic means via the electronic tendering system used by the contracting authority, see the address set out in section I.3). The tendering procedure is accessed under the tab "Ongoing public procedures". For access to the tender documents, the candidate must be registered or register as a user.

If the application contains several versions of the same document, the latest uploaded version will apply.

All communication in connection with the tender procedure, including questions and answers, must be through the electronic tendering system. Questions must be submitted not later than 18.7.2018 at noon Questions asked after this date will be answered if they are received in time for the contracting authority to provide the information required and communicate the answers not later than 6 days before expiry of the application deadline. Questions received later than 6 days before expiry of the deadline cannot expect to be answered.

Interested operators are requested to keep updated via the electronic tendering system. If the candidate en-counters problems with the system, please contact support by e-mail, dksupport@eu-supply.com, or tele-phone (+45) 70 20 80 14.

The candidate must submit as its application an ESPD as preliminary documentation of the circumstances set out in section 148(1)(i-iii) of the Danish Public Procurement Act (udbudsloven). For groups of operators (e.g. a consortium), a separate ESPD must be submitted for each participating operator. If the candidate relies on the capacity of other entities, an ESPD must be submitted for each of the entities on which the candidate relies.

The candidate will be excluded from participation in the tender procedure if the candidate is subject to the compulsory grounds for exclusion set out in sections 135 and 136 of the Danish Public Procurement Act, unless the candidate has submitted sufficient documentation of its reliability in accordance with section 138 of the Danish Public Procurement Act.

Before the decision to award the contract is made, the tenderer to whom the contracting authority intends to award the contract must provide documentation of the information submitted in the ESPD pursuant to sections 151-152, cf. section 153 of the Danish Public Procurement Act.

Additional information:

As regards section II.2.6), it should be noted that the amount is an estimate of the expected contract price for the entire duration of the contract. The estimate is based on [the historical consumption of [e.g. inflatable tents]] over the last [4] years.

As regards section II.2.7), it should be noted that the duration of contract stipulated commences on signature of contract. In addition to the duration of contract stipulated, an expiry phase that is flexible in time will be required when the contract is at an end in order to ensure an undisturbed continuation of the services in connection with a possible re-tender.

An information meeting will be held 6.6.2018 at the Royal Danish Library, cf. section I.1). For practical reasons, operators interested in participating in the meeting are asked to sign up via the electronic tendering system not later than 3 days before the meeting with indication of name of business and number of participants. The contracting authority may reduce the number of participants per business. The contracting authority will draw up concise minutes of the information meeting which will be published via the electronic tendering system referred to in section I.3).

As regards section II.2.9) it should be noted that each candidate may only submit one application for pre-qualification.

The contracting authority may use the procedure of section 159(5) of the Danish Public Procurement Act in the event that applications or tenders do not comply with the formal requirements of the procurement documents.

Internet address: https://erhvervsstyrelsen.dk/klagevejledning-0

VI.4.3) Review procedure

Precise information on deadline(s) for review procedures:

Pursuant to the Danish Act on the Complaints Board for Public Procurement, etc. (lov om Klagenævnet for Udbud m.v.) (the Act is available (in Danish) at www.retsinformation.dk), the following deadlines apply to the lodging of complaints:

Complaints for not having been selected must be submitted to the Danish Complaints Board for Public Procurement before the expiry of 20 calendar days, see section 7(1) of the Act, from the day after submission of notification to the candidates concerned of the identity of the successful tenderer where the notification is accompanied by an explanation of the grounds for the decision in accordance with section 2(1)(i) of the Act and section 171(2) of the Danish Public Procurement Act.

In other situations, complaints of award procedures, see section 7(2) of the Act, must be lodged with the Danish Complaints Board for Public Procurement before the expiry of:

1) 45 calendar days after the contracting authority has published a notice in the Official Journal of the European Union that the contracting authority has entered into a contract. The deadline is calculated from the day after the day when the notice was published.

2) 30 calendar days calculated from the day after the day when the contracting authority has notified the candidates concerned that a contract based on a framework agreement with reopening of competition or a dynamic purchasing system has been entered into where the notification has included an explanation of the relevant grounds for the decision.

3) 6 months after the contracting authority entered into a framework agreement calculated from the day after the day when the contracting authority notified the candidates and tenderers concerned, see section 2(2) of the Act and section 171(4) of the Danish Public Procurement Act.

4) 20 calendar days calculated from the day after the contracting authority has submitted notification of its decision, see section 185(2) of the Danish Public Procurement Act.

Not later than at the time of lodging a complaint with the Danish Complaints Board for Public Procurement, the complainant must notify the contracting authority in writing that a complaint has been lodged with the Danish Complaints Board for Public Procurement and whether the appeal was lodged during the standstill period, see section 6(4) of the Act. In cases where the complaint was not lodged during the standstill period, the complainant must furthermore indicate whether a suspensory effect of the complaint has been requested, see clause 12(1) of the Act.

The e-mail address of the Complaints Board for Public Procurement is set out in section VI.4.1).

The Complaints Board’s own complaints procedure is available at www. erhvervsstyrelsen.dk

Internet address: http://www.kfst.dk