Library Books Self Returning Machine

Descriptions

Aberystwyth UniversitySelf return machines‘Market Sounding’ DocumentBackgroundAberystwyth University (AU) wishes, in due course and in accordance with relevant legislation, to approach the market to receive commercial proposals for the provision and support of a book sorter/self return machine. Prior to any competition process however, the University wishes to canvass for dialogue with any interested suppliers, seeking feedback from all interested parties to better understand current and future market trends and, ultimately, how best to specify our future needs, in light of the market, to maximize value for money and to make the University’s requirements an attractive commercial proposition for any interested suppliers (e.g. to maximize the prospects for competition).Current practice & visionThe current system from 3M allows library patrons to self-return borrowed items to the library. The system allows for on-screen easy to follow guidance including any error messages in both English and Welsh and allows the patron to print a receipt. On screen messages and receipts are fully customisable. The system integrates with the Library Management System Alma from ExLibris via SIP2 Protocol, self-issue systems from 3M and electromagnetic detection gates from 3M. The system scans the barcode (Telepen) of the items returned and automatically removes them from the patron's account. The system re-sensitises returned items via the electromagnetic strip. The system conveys the returned items to three bins, which have a sprung base to reduce the need for bending, and sorts the items based on the library’s specifications e.g. location or exceptions. The system alerts library staff when the bins are full or out of place. Staff are also alerted to any system malfunction including receipt printer problems, books jammed in the sorter etc. Staff have a separate terminal for monitoring the system while any system administration can be carried out remotely. The system vendor maintains the system on a contractual basis and visits the site for repairs within 24 hours of notification or, where appropriate, resolves issues via remote login.Our future vision in terms of this service requirement is the provision of a system and support that delivers the same or improved functionality as the current system and support. The system should be sufficiently flexible to allow future changes to be adopted e.g. RFID compatible and/or extra bins and returns slots. Users should be offered a choice between a print and email receipt. We envisage a problem free contract with good communication and trust between both parties. We also envisage the vendor's ability to deliver, install and support the machine coupled with software that is future compatible in an as sustainable and ethical way as is possible within a required budget and incorporating all legislative and appropriate Health & Safety demands.ScopeWe envisage the purchase of one machine with an annual maintenance agreement for minimum of 10 years (including any option structures which may be exercised) which will essentially encompass:¿A three bin system with one return slot which reads Telepen barcodes.¿The delivery and installation of new machine and removal and disposal of the old machine.¿The bins, while robust, should be easily manoeuvrable and with low noise.¿Training for staff on both hardware and software of the machine.¿Has components guaranteed to be available for maintenance and repairs for at least the next 10 years¿Assurance of compatibility with existing hardware and software.¿Regular software updates as part of the maintenance agreement¿System installed and operational by 31st August 2016Your Perspectives/FeedbackUnder University & EU Procedures, our requirements would need to be subjected to competitive tender. It is important to us that, in seeking tenders, we can stimulate interest from the marketplace and generate a willingness to bid amongst prospective suppliers. With this in mind and based on the provisional information provided hereunder, your initial feedback is sought in the following areas, as you deem appropriate, to inform our emerging thinking:¿Your initial reaction to our requirements and vision; are these realistic & achievable?¿Your broad outline views on the technical and/or business feasibility of this project.¿Whether you would provisionally be interested in bidding?¿Your broad views on the likely timescales which should be allowed for such a project¿Risks – what do you see as the key risks? Who should manage them?¿Tender Documents – What do you generally like/dislike about tender documents you receive? What makes you want to bid/puts you off bidding, in this regard? For example, we are likely to use an online electronic tendering system, does this create any problems?¿What would be your main concerns generally? What issues must be clearly addressed in such a procurement exercise?¿Are there other approaches or solutions which you feel the market could offer which we should consider?¿What resources would typically be required from us, a prospective customer, as you see it & based on your experience, to maximise the prospects of successful, cost effective project delivery?¿Is there any specific current or emerging legislation and/or standards which we need to focus on particularly?¿Any other areas where you wish to comment, to add value to this process.Our undertakingWe appreciate that responding to this document costs your business time & money, with no guarantee of a successful return. Whilst we will not promise what we cannot deliver, we do wish to take this opportunity to advise you that:¿We genuinely value your input, which (within ethical boundaries which do not promote favouritism or grant any economic operator any form of competitive advantage) will help improve our understanding of the market.¿We believe our project should be aligned with what the market can deliver, hence this request for dialogue to try and better understand this¿We are ready to listen to your views on best approaches to meet our needs.¿We acknowledge the limits of our marketplace knowledge, particularly in fast developing markets¿We welcome constructive comments generally from economic operators about this market sounding approach, positive or negative¿We promise to keep any contributions you make confidential¿We are embarking on this project with a mindset of seeking good value for money throughout the lifetime of any subsequent contract awarded; not treating price alone as the criteria for contract award purposes.Response procedureResponses to this document are welcomed, for the attention of the undersigned officer, by no later than by no later than midnight on 21.03.2016.Thank you for your attention.Lee Pereira MCIPSSenior Procurement OfficerAberystwyth UniversityRoom S.02Student Welcome CentrePenglais CampusAberystwythSY23 3FBNOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=42309.