Scope
Reference
OPEN20251375
Description
The purpose of this project is to replace the existing Library Management System (LMS) used by Durham County Council Library Services, including 39 public libraries, prisons and a Schools Library Service.
The current LMS, developed in house, is outdated and no longer meets the operational and strategic needs of the service. This project will deliver a modern, scalable LMS that enhances operational efficiency, improves user experience, supports digital transformation goals and complies with current compliance standards.
Total value (estimated)
- £450,000 excluding VAT
- £540,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 May 2026 to 29 February 2032
- Possible extension to 28 February 2037
- 10 years, 10 months
Description of possible extension:
The Contract period is for an initial 5-year period, with the option to extend for a further 5 years subject to satisfactory performance, service continuity, and the Council's future requirements.
The anticipated go-live date for the new system is 1st February 2027, following a 9-month period of mobilisation and implementation, which will commence on 1st May 2026.
Main procurement category
Goods
CPV classifications
- 48160000 - Library software package
Contract locations
- UKC14 - Durham CC
Submission
Enquiry deadline
19 March 2026, 10:00am
Tender submission deadline
26 March 2026, 10:00am
Submission address and any special instructions
Tender documents can be accessed free of charge by registering on the Open Portal at www.open-uk.org
All clarification questions and tender submissions must be made via the Open Portal by the deadlines outlined.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
14 April 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Pricing Schedule | The individual elements will be scored as follows: • Element 1 - Fixed Price Implementation services - Weighting 12% • Element 2 - Ongoing annual subscription (e.g., subscription, support, hosting,... |
Price | 35% |
| System Demonstration | As part of this tender assessment, suppliers are required to provide a structured demonstration of their library management system. The purpose of the demonstration is to evidence how your system... |
Quality | 15% |
| Statement of Works | Quality | 10% | |
| Training and Knowledge Transfer | Quality | 10% | |
| Hypercare and Post Hypercare Support | Quality | 10% | |
| Desirable System Functionality | In addition to meeting all mandatory requirements outlined in this tender, bidders are invited to propose solutions that incorporate desirable system functionality. Desirable functionality refers to... |
Quality | 10% |
| System Architecture Diagram | Quality | 5% | |
| Product Roadmap and Development | Quality | 5% |
Other information
Payment terms
Payment milestones are outlined in Document 3a - Contract Specification and Document 3b - Contract Terms and Conditions.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
http://www.open-uk.org
Tender documents can be accessed free of charge by registering on the Open Portal at open-uk.org
Contracting authority
Durham County Council
- Public Procurement Organisation Number: PMPB-8772-VYWM
Corten House, Dunholme Close
Durham
DH1 5WB
United Kingdom
Email: zoe.embleton@durham.gov.uk
Website: http://www.durham.gov.uk/
Region: UKC14 - Durham CC
Organisation type: Public authority - sub-central government