---
title: "Library Management System"
ocid: "ocds-h6vhtk-02cc70"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02cc70"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-02cc70.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-02cc70.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "HARTLEPOOL BOROUGH COUNCIL"
published: "2021-12-07"
---

# Library Management System

Buyer: HARTLEPOOL BOROUGH COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-02cc70

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## Summary

The procurement process for a Library Management System was initiated by Hartlepool Borough Council, with the aim of securing a proven, off-the-shelf solution for their public library service. This procurement falls under the goods category and is classified as a library management system (CPV code: 48161000). The tender was open as of 26th July 2021, with the deadline for submissions set on 27th August 2021. The chosen solution is expected to be cloud-based, integrate with existing systems, and support the operation of multiple library sites in Hartlepool, located in the UKC11 region.

This tender presents valuable opportunities for software companies, particularly those specialising in library management systems and related IT solutions. Businesses with experience in providing off-the-shelf library systems, especially those that can demonstrate proven implementations with a user base of at least three local authorities or further education institutions, would be well-suited to compete. The contract is anticipated to span five years, with potential extensions, offering a stable revenue opportunity for successful bidders.

## Notice

Hartlepool Borough Council invite tenders from appropriately qualified and experienced organisations with the capacity to provide a proven tried and tested off the shelf- system for their Library Management System. Bidders must have an off-the-shelf Library Management System which meets the Mandatory requirements of this tender and has been tried, tested and been fully operational for at least 12 months by at least 1 organisation apart from itself. Proposed solutions must have a minimum user base of preferably 3 local authorities or colleges of Further Education.

### Lot Information

Lot 1

The Library Management System (LMS) is a core part of the administration of the public library service and the aim of this tender is to secure a solution that can work across multiple library sites to: 1. Securely store details of all stock held by Hartlepool Borough Council Libraries. 2. Securely store details of all public library borrowers. 3. Provide a searchable library catalogue for the public and library staff to locate and reserve items. 4. Provide direct access to online resources such as e-books and e-audio books from the online catalogue. 5. Record all transactions including items issued, returned and reserved. 6. Provide full circulation control functionality including Inter Library Loans. 7. Allow stock to be issued and returned via existing RFID self-service technology or future alternative. 8. Incorporate full EDI capable ordering and invoicing acquisitions functionality. 9. Incorporate Cataloguing and Indexing Modules. 10. Incorporate Housebound and Mobile Services Modules. 11. Provide detailed Management information and reporting tools including standard reports and ability to link to tools that provide detailed Management Information, including, but not limited to MS Power BI. 12. Supplier to provide support and maintenance to include response and resolution within a specified timescale and in accordance with an agreed Service Level Agreement. 13. Supplier to provide training for library staff. 14. System to be cloud based and work on Microsoft Windows 10 and subsequent versions devices running Microsoft Edge and Google Chrome browsers. 15. System to be able to integrate with existing council and library systems including (but not limited to): i. Integra Financial Management System ii. BDS metadata import iii. NetLoans computer booking and print management systems iv. Bibliotheca self-service RFID via SIP2 or web services. v. Bolinda BorrowBox ebook and e-audio service (or alternative if required). vi. Firmstep 16. There will also be a requirement to migrate existing data from the current 'Capita Alto' LMS in to the new LMS. Full details are provided in the Specification and other Tender documents available via the ProContract e-tendering portal https://procontract.due-north.com

Options: Initial Contract is for 5 years with the potential for 2 further 12 month extension periods subject to budget and supplier performance.

Renewal: Suppliers should note that the Authority requires the contract be awarded on a non-exclusive basis giving a right to the Authority to use the Software in perpetuity, in the version last supported under maintenance services as procured by the Authority and delivered by the Provider. It is anticipated that software upgrades and technical support will be supplied by the Provider under an annual maintenance agreement Suppliers will be required to confirm that services will be provided in accordance with the contract terms and conditions. It is anticipated that the contract will commence on award followed by an implementation period to enable the fully functional system to go LIVE by 10th March 2022. Subject to performance and funding the contract will be initially for 5 years with the potential for further 2 x 12 month extensions.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/030354-2021 |
| Notice type | Tender Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 7 Dec 2021 |
| Submission deadline | 27 Aug 2021 |
| Future notice date | Not specified |
| Award date | 9 Nov 2021 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £99,001 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | HARTLEPOOL BOROUGH COUNCIL |
| Locality | HARTLEPOOL |
| Post town | Cleveland |
| Postcode | TS24 8AY |
| Country | England |
| ITL 1 | TLC North East (England) |
| ITL 2 | TLC3 Tees Valley |
| ITL 3 | TLC31 Hartlepool and Stockton-on-Tees |
| Local authority | Hartlepool |
| Electoral ward | Victoria |
| Westminster constituency | Hartlepool |
| Delivery location | TLC11 Hartlepool and Stockton-on-Tees |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | CIVICA |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48161000 - Library management system

## Release History

- 7 Dec 2021 at 12:56 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/030354-2021
- 5 Aug 2021 at 12:41 - TenderUpdate - Tender Notice - https://www.find-tender.service.gov.uk/Notice/018895-2021
- 26 Jul 2021 at 13:52 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/017666-2021

## Notice URLs

- http://www.hartlepool.gov.uk
- https://procontract.due-north.com

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02cc70. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-02cc70.json.