Scope
Reference
24077
Description
The Authority is a member of the SPINE consortium, which is responsible for delivering a shared database between all members of the consortium -
• Cambridgeshire County Council,
• Norfolk County Council,
• Peterborough City Council
• Suffolk County Council.
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.
Four separate SAAS agreements will be awarded to one Supplier who can meet the requirements in full, for an initial contract term of 48 months with a potential of extension of a further 24 months.
The Total estimated value of this procurement is £1,500,000 inclusive of Vat. Individual value for each SPINE member was approximately between £40,000 - £70,000 annually.
Bidders were invited to submit their submissions via the ProContract E-tendering system.
Contract 1. 24077 Provision of Library Management System for SPINE Network
Supplier
Contract value
- £984,536.09 excluding VAT
- £1,181,448.71 including VAT
Above the relevant threshold
Award decision date
15 October 2025
Date assessment summaries were sent to tenderers
17 October 2025
Standstill period
- End: 28 October 2025
- 8 working days
Earliest date the contract will be signed
1 December 2025
Contract dates (estimated)
- 31 May 2026 to 30 May 2030
- Possible extension to 30 May 2032
- 6 years
Description of possible extension:
allow extension of up to 24 months.
The Authority has the right to exercise extensions in 6 or 12 month intervals, but not exceeding 24 months in total
Main procurement category
Services
Options
The right to additional purchases while the contract is valid.
Digital Asset Module - improvement to core system
Room booking Module- - improvement to core system
Enhanced Management Reporting Module - improvement to core system
SMS package: 50,000 per annum across consortium - if used by the Authority.
Development days - Half a day and full - for improvements to core system or additional modules.
Additional consultancy - half a day and full - for advice and support on projects relating to the improvement of the system
Training - as and when required
Events Module - to improvement core system offer
Postcode data supply - 2 updates per annum
CPV classifications
- 48000000 - Software package and information systems
- 79995000 - Library management services
Contract locations
- UKH1 - East Anglia
Information about tenders
- 4 tenders received
- 4 tenders assessed in the final stage:
- 3 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 3 suppliers unsuccessful (details included for contracts over £5 million)
Procedure
Procedure type
Open procedure
Supplier
CIVICA UK LIMITED
- Companies House: 01628868
- Public Procurement Organisation Number: PCMJ-9641-QWWM
Southbank Central, 30 Stamford Street
London
SE1 9LQ
United Kingdom
Email: BidSupport@civica.com
Website: https://www.civica.com/en-gb/
Region: UKI44 - Lewisham and Southwark
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. 24077 Provision of Library Management System for SPINE Network
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