Prior information notice

Date of publication Simap: 23.06.2016

1. Contracting authority

1.1 Official name and address of the contracting authority

Contracting authority/Authority of assignment: National Library (NL) / Federal Office for Buildings and Logistics (FOBL)
Procurement authority/Organizer: Federal Office for Buildings and Logistics (FOBL), Fellerstrasse 21,  3003  Bern,  Switzerland,  E-mail:  beschaffung.wto@bbl.admin.ch

1.2 Deadline for submitting the offer

40 days after the publication of the invitation to tender

1.3 Type of contracting authority

Confederation (Central federal administration)

1.4 Type of procedure

Open procedure

1.5 Type of order

Not specified

1.6 Scope of international treaties

Not specified

2. Objects of procurement

2.1 Project title of the acquisition

(16027) 307 NUBES

2.2 Reference / project no.

(16027) 307

2.3 Common Procurement Vocabulary

CPV:	72000000 - IT services: consulting, software development, Internet and support

2.4 Object of procurement

In this tender the National Library (NL) looks for the following software services as well as project services and a provider fulfilling the requirements of the federal administration:
1. Library service platform (LSP) for staff users
2. Public search service (PSS) for end users
3. Requirements concerning the provision of the services
4. Assistance for migration, configuration and deployment of the services

1. Library service platform (LSP)
In order that this LSP meets the requirements of the NL, it has to offer the following functionalities:
• it provides the functional modules for acquisition of monographs and serials in print or digital form, for vendor management, for cataloguing and item/object management, for circulation and closed stacks management, as well as powerful internal search capabilities tailored to the needs of the NL’s staff
• the service is provided as a web application without a locally installed client
• its user interface is available in the official languages of Switzerland (German, French, Italian) and English or can be translated by the NL
• it is fully Unicode compliant
• it supports MARC21 for import, export and data exchange
• it supports RDA alongside other cataloguing rules
• it supports the Gemeinsame Normdatei (GND) with its specialities for cataloguing and uses it on the search interface to enrich the index
• it provides workflows for legal deposit, gifts and unsolicited items
• it provides well documented and standardised stable interfaces to allow third party applications and services to use the core functionalities to access cataloguing (import/export), circulation and acquisition data
• it allows the NL to deliver its statistics, bibliographies and reports by providing a flexibly customisable statistics and reports module

2. Public search service (PSS)
In order that the PSS meets the requirements of the NL, it has to offer the following functionality:
• it is capable of providing, in parallel, different instances that differ in corporate design, search capabilities, search scope and interface functionalities
• it interacts directly with the LSP to provide the end user functionalities for circulation and document delivery
• it provides out-of-the box all official languages of Switzerland (German, French, Italian) as well as English and supports multilingual search
• it has to be adaptable to incorporate the mandatory elements of the federal corporate design

3. Requirements concerning the provision of the service
The LSP and the PSS should be services hosted by the tenderer. The NL as a federal institution has several requirements that the tenderer and the services must offer:
• the tenderer guarantees support and continuous further development during the term of the agreement/contract
• the tenderer chooses the optimal infrastructure and system design to guarantee an undisrupted service provision
• alongside the operational service, the NL has access to a test system based on its own data
• the tenderer collaborates with the NL for the further development of the service
• the tenderer supports the NL to comply with the safety and workplace regulations set out by the Swiss federal administration
• as the NL generates user profiles according to Swiss data protection law in order to provide circulation services to its customers, the tenderer must fulfil all regulations set out by the Federal Act on Data Protection of 19 June 1992 (Status as of 1 January 2014)

4. Assistance for migration, configuration and deployment
The NL has to go live with the new LSP and PSS by Q4 2017.
In order to meet the scheduled deadlines the tenderer allocates the correct amount of resources (starting Q1 2017) to successfully deliver the following services:
• Migration of NL data from the current system to the LSP
• Configuration of LSP and PSS together with NL staff
• Integration of LSP and PSS in the IT infrastructure of the NL
• Training of NL staff in the use of LSP and PSS as well training of NL's system librarians to configure and tweak LSP and PSS

2.5 Location of the procurement

Bern

2.6 Division into lots?

No

2.8 Will variants be accepted?

No

2.9 Are partial offers permitted?

No

2.10 Implementation date

Remarks: Presumed start in Q1 2017.
The service shall be set up immediately upon order (probably in Q1 2017) and must be ready for production by Q4 2017 the latest.

3. Conditions

3.5 Consortium of bidders

Are not allowed.

3.6 Subcontractor

Are allowed.

3.10 Supplying source of the prior information notice documentation

at www.simap.ch
Other informations about the supply of the prior information notice documentation: There is no additional information available other than that mentioned in paragraph 2.4.

4. Other information

4.1 Conditions for tenderers from Non-Member States of the WTO Agreement on Government Procurement

None.

4.3 On-site visit

Are reserved.

4.4 Essential requirements

The client will only award public contracts for work and services to be undertaken within Switzerland to suppliers who guarantee both to observe the provisions relating to health and safety at work and work-ing conditions for their employees and to treat male and female employees equally as regards rates of pay.
If the service is provided abroad, the supplier must ensure adherence to at least the core conventions of the International Labour Organisation as specified in PPO Annex 2a.
A signed copy of the Swiss Federal Procurement Commission's self-declaration sheet "Supplier's self-declaration concerning the adherence to minimum social standards" should be enclosed with the bid.

4.5 Additional information

The dates mentioned in this prior information notice are not binding. The ones published in the invitation to tender are valid (probably to be published between August and September 2016 at the earliest).