Provision of Large Print and Audio Books

Type of document: Contract Notice
Country: United Kingdom

1. Title: PROVISION OF LARGE PRINT AND AUDIO BOOKS
2. Awarding Authority: Caerphilly County Borough Council, Procurement Services, Penallta House, Tredomen Park, Ystrad Mynach, Hengoed, CF82 7PG. Tel: 01443863161. Fax: 01443863167. Web: www.caerphilly.gov.uk. (MIke O’Leary), CF82 7PG.
3. Contract type: Supply contract
Single stage – Any candidate may submit a tender.
4. Description: The awarding authority Library Services require a service for the supply of Large Print and Audio Books.
The awarding authority Library Service aims to enable and encourage individuals or groups of individuals to gain unbiased access to books, information and works of creative imagination. These aims are met by providing a wide range of material to meet the needs of the community, reflecting tastes, interests, age groups, language and reading ability.
The library service plays a unique role in society by allowing free loans or minimal charge loans for large print and audiobook products not commercially viable or available to sections of society.
Large print and Audiobook stock play a vital role for Library Link customers and allow visually impaired borrowers access to stories and literature in book and audio formats, thus ensuring the library service contributes to the development of a healthy, caring and socially inclusive community.
The successful suppliers must, during the duration of the contract, provide bestselling author titles in order to support library service objectives and readership.
The successful suppliers must ensure that all purchased items arrive at the libraries ‘shelf-ready.’
All required items that are purchased must use and be able to support EDIFACT / EDI technology allowing the following messaging. This should include free EDI technical support.
Quotes
Order response
Order Fulfilment.
Caerphilly Library Services must be able to annually change our Order Number and Rotation Plan details every fiscal year.
The successful supplier will ensure that Caerphilly Library Services has a dedicated Account Manager for all communication at your company.
A showroom must be available for visits with discounts applied to showroom purchases for large print and audiobooks. Stock items from showrooms must be delivered within 10 days from time of choosing and EDI quotes are supplied for items selected at Showroom visits.
Caerphilly Library Service requires the following service items to be delivered free of charge providing a shelf-ready service for Large Print and Audiobook stock.
Barcodes
Plastic pockets and date card
Servicing Grid
Date Labels
Spine / Dewey Labels (required for non-fiction classification)
Inclusion of RFID tags
Security Markings on CD
Audiobook cases
A parcel delivery service for Large Print and Audio Books must be available as part of this contract.
The successful supplier must have a Returns Policy in place for damaged / broken large print and audiobooks that includes the duration of the guarantee/free replacement
Supplier Website access is required as part of this contract which must include the use of
Search Tools
Pre-Publication Information
Bibliographic description
Caerphilly Library Services will not be expected to pay credit card charges of any kind when purchasing items directly from your website.
Full MARC21 bibliographic records are required prior to the sending of Quotes messages from the supplier
All delivery notes must include the following information.
PO order number
Standing Order Plan name
Delivery Note number
Delivery Note date
Library locations
All invoices must include the following
PO order number
Standing Order Plan name
Item Code or Genre
ISBN / Manufacturer’s Number
Author
Title
Branch location (as specified in the Rotation Plans)
Quantity per title
Price per unit / List price
Discount % or £
Net Unit price
VAT
Servicing charges
Total cost
The successful supplier must have a formal Customer complaints procedure in place.
The successful supplier will provide promotional / reader development support.
All Large Print & Audiobook requirements for stock in this category will include-
1. Large Print Books
2. Audiobooks (in compact disc format)
Tenderers can only bid if;
a) You are able to provide both Large Print and Audiobook format.
b) You currently publish 10 products in either of the formats from Category 1 or Category 2 stated below.
Suppliers can only bid for one of the Categories only.
Category 1
Bernard Cornwell
Carole Matthews
Marian Keyes
Jeffrey Deaver
Patricia Cornwell
Harlan Coben
Mark Billingham
Ian Rankin
Barbara Taylor Bradford
Maeve Binchy
Category 2
Jo Nesbo
Clive Cussler
Jonathon Kellerman
Jeffrey Archer
Lee Child
Anna Jacobs
Stephen Leather
Ann Cleeves
Ruth Rendell
Lyn Andrews
The successful suppliers must, during the duration of the contract, provide bestselling author titles in order to support library service objectives and readership.
5. CPV Code(s): 22113000, 22110000, 22000000
6. NUTS code(s): UKL, UKL1, UKL16
7. Main site or location of works, main place of delivery or main place of performance: Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly).
8. Reference attributed by awarding authority: CCBC/PS1406/16/MO
WA Ref:44108
9. Estimated value of requirement: Not provided.
10. Time-limit for receipt of completed tenders 27.5.2016 (12:00:00).
11. Address to which they must be sent: For further information/documentation regarding the above contract notice please visit
12. Other information: NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at
Caerphilly County Borough Councils Library Services Directorate are seeking Individuals/Organisations to supply Large Print and Audio Books.
The tender will be a single stage process.
Award Stage – The tender will be awarded utilising a Most Economical Advantageous Tender in terms of
Price – 60%
Quality 40%
Estimated total contract value excluding VAT: 116,000
Suppliers can only bid for one category as stated in the description section.
Estimated award date 01-07-2016
You will be required to register on Caerphilly County Borough Council’s e-tendering system Proactis Plaza in order to gain access to the tender documents. Please see link below.

This tender process will be undertaken utilising Caerphilly County Borough Council’s Proactis Plaza e-tendering system. Therefore, organisations are required to register their interest by registering onto the system using the directions below (to register and access tender documents)
If you are already registered go to point 11
1. Log in to the Proactis Plaza E-Sourcing Portal at
2. Click the “Register Now” button at the bottom of the window
3. Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID and User Name for you.
4. Please make a note of the Organisation ID and User Name, then click “Register”.
5. You will then receive an email from the system asking you to “Click here to activate your account”. This takes you to Enter Organisation Details.
6. Please enter the information requested, click “Next” and follow the instructions ensuring that you enter all applicable details.
7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice.
8. Accept the Terms and Conditions and then click “Next”. This takes you in to the Welcome window.
9. In the “Welcome” window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.
10. Now click “Done” and you will enter the Supplier Home page.
11. From the Home Page, go to the “Opportunities” area, then search for New Opportunities. Click on the “ID” of the relevant opportunity and then click to register your interest on the relevant button. Click the “Requests from Buyers” command in the Opportunities area. This will take you to the list of current opportunities available to you.
12. Click the Project ID that relates to this notice, this will take you into the Tender Request.
13. Note the closing date for completion of the relevant project. Please review the “Items” tab and the Documents tab as there will be information relating to the project held here.
14. You can now either “Create a Response” to, or “Decline” this opportunity.
A supplier guide is available via the portal detailing how to use the Proactis Plaza system
All queries are to be made via the messaging sysem on the Proactis portal.