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Library Management System

CARDIFF UNIVERSITY

This public procurement record has 2 releases in its history.

Award

09 Jul 2025 at 12:31

UK6 - Contract Award Notice
Award

11 Jun 2025 at 16:23

UK5 - Transparency Notice
Summary of the contracting process

The procurement process for the Library Management System has been conducted by Cardiff University, representing the Wales Higher Education Libraries Forum (WHELF), and involves multiple higher education institutions across Wales, including the National Library of Wales and NHS Libraries. The direct award contract was issued to Ex Libris (UK) Ltd with an estimated value of £18,324,434, following a rationale of avoiding technical incompatibility. This procurement falls under the goods category, specifically a library software package, and adheres to Welsh devolved regulations. The award stage has been reached with pending status, and the contract period is scheduled to commence on 16th December 2026, lasting until 15th December 2033, with potential extensions. The procurement method was direct, avoiding a change of supplier to maintain system compatibility.

This procurement provides substantial business growth opportunities for entities specialising in library software solutions, cloud-hosting services, and related technological support within the educational sector. Large-scale technology providers, especially those with expertise in library management systems, are well-positioned to benefit, considering the involvement of multiple educational institutions in Wales. The long-term contract and renewal options present additional prospects for continuous collaboration and integration of advancements—ideas valuable for businesses aiming at sustained interaction with public authorities in Wales's diverse educational landscape.

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Notice Information

Notice Title

Library Management System

Notice Description

The Wales Higher Education Libraries Forum (WHELF) represents all higher education institutions in Wales. These institutions, together with the National Library of Wales and the NHS Libraries in Wales, have procured a cloud-hosted next generation library management system.

Procurement Information

A change of supplier would oblige the contracting authority to acquire supplies having different technical characteristics which would result in incompatibility or disproportionate technical difficulties in operation and maintenance.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-054700
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/038565-2025
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Direct
Procurement Method Details
Direct award
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48160000 - Library software package

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£18,324,434 £10M-£100M
Contracts Value
Not specified

Notice Dates

Publication Date
9 Jul 20251 years ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
11 Jun 20251 years ago
Contract Period
16 Dec 2026 - 15 Dec 2033 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CARDIFF UNIVERSITY
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CARDIFF
Postcode
CF10 3AT
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL52 Cardiff and Vale of Glamorgan
Delivery Location
Not specified
Local Authority
Cardiff
Electoral Ward
Cathays
Westminster Constituency
Cardiff South and Penarth

Supplier Information

Number of Suppliers
1
Supplier Name

Ex Libris (UK) Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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