Scope
Reference
24077
Description
Procurement of a core library management system for the SPINE consortium. Delivering a shared database between Suffolk, Cambridgeshire and Peterborough and arm's length delivery with Norfolk (no shared stock). The system manages all customer and stock items for the services, alongside links to third party platforms such us eBook venders, open plus, self service machines and online databases.
It is the core database that controls how library services operate and managed their processes.
We are looking to procure a library management system for SPINE consortium as the current contract expires in June 2026. We are hoping to standardise the 'extra' services we have added to the current contract and challenge suppliers to provide a newer system at similar or cheaper prices than we currently pay.
The contract will have an implementation period aiming to start from October 2025. The contract will commence from 1st June 2026
Total value (estimated)
- £1,250,000 excluding VAT
- £1,500,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 June 2026 to 31 May 2030
- Possible extension to 31 May 2032
- 6 years
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 79995000 - Library management services
Contract locations
- UKH1 - East Anglia
Engagement
Engagement deadline
30 April 2025
The engagement was carried out before this notice was published.
Engagement process description
Owing to the requirement being more off the shelf than needing anything bespoke, it was felt speaking with suppliers at national showcase days to seek their feedback on timelines and best practice, as well as where the industry currently was in terms of new technology, was a better use and of more value to the Authorities.
Questions asked was around:
Ideal tender period
implementation period
business Continuity and Disaster Recovery
Exit planning
Social value
requesting blank quote sheets to understand what elements are included in bidders' pricing thinking.
Contract management given 4 authorities.
What made the bidder unique in the market
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Publication date of tender notice (estimated)
18 June 2025
Contracting authorities
Cambridgeshire County Council
- Public Procurement Organisation Number: PJVB-3262-VGVJ
New Shire Hall Emery Crescent Enterprise Campus,
Alconbury Weald, Huntingdon
PE28 4YE
United Kingdom
Region: UKH12 - Cambridgeshire CC
Organisation type: Public authority - sub-central government
Norfolk County Council
- Public Procurement Organisation Number: PDYH-3246-XWTR
County Hall, Martineau Lane
Norwich
NR1 2DH
United Kingdom
Email: sourcingteam@norfolk.gov.uk
Region: UKH15 - Norwich and East Norfolk
Organisation type: Public authority - sub-central government
Peterborough City Council
- Public Procurement Organisation Number: PLXM-3229-WVQH
Sand Martin House Peterborough, Bittern Way
Peterborough
PE2 8TY
United Kingdom
Region: UKH11 - Peterborough
Organisation type: Public authority - sub-central government
Suffolk County Council
- Public Procurement Organisation Number: PHVH-1657-HHMV
Endeavour House, 8 Russell Road
Ipswich
IP1 2BX
United Kingdom
Region: UKH14 - Suffolk
Organisation type: Public authority - sub-central government