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--- lms_business_case [2018/10/09 20:40]
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+++ lms_business_case [2019/05/04 20:19]
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 Helpfully in some cases information is openly available on the web (typically through Council Agendas Minutes).
-==== Gloucestershire joint tender with Swindon Borough Council ====
+==== Gloucestershire joint tender with Swindon  (May 2019) ====
-[[http://glostext.gloucestershire.gov.uk/documents/s13352/Agenda%20item%205%20LMS%20Cabinet%20report.pdf|Contract Tender for Library Management System Report]]
+INDIVIDUAL [[http://glostext.gloucestershire.gov.uk/documents/s51044/Library Management System.pdf|CABINET MEMBER DECISION REPORT]]\\
+Published on 7 February 2019\\
+Report Title: Library Management System
-th July 2012
+Cabinet Member - Public Protection, Parking and Libraries
-From the report:
+\\
+**Value and costs**
-**Resource Implications**
+The estimated value of the proposed contract is £440,000 if the term continues for the maximum 10 year period. The said value would be within available budget. The revenue costs made up of support and maintenance for the required system software is estimated to be no more than £420,000 which will be funded via existing ICT revenue budgets. Note, dependent on the model from the supplier, the ratio between revenue and Capital may vary, with some suppliers weighting costs towards revenue, with other requiring greater costs relating to Capital in the implementation period. The implementation of the contract and capital hardware costs in respect thereof in the first year are expected to be between £20,000 and £60,000. Such costs shall be funded via the libraries capital budget. This Capital fund was awarded as part of Customer Programme funding in February 2016 (Cabinet Report and Full County Council MTFS report). Soft market test research has indicated that such implementation costs might not be incurred during the first year of the contract, but rather they may apportioned throughout the term of the contract.
-Expenditure will be within allocated resources
+**What the proposed system will do and why it is necessary:**
-By working with Swindon we aim to establish new economies of scale in order to maximise the value of integrated IT platforms and open up opportunities for potential sharing of stock in the future. For Gloucestershire Libraries & Information the estimated maximum value of the contract is approximately £420,000 over the proposed 7 years of the
+The Library Management Solution is the system that stores, processes and manages all stock and customer data regarding transactions, membership and ordering. The system will integrate with multiple systems such as SAP, Capita 360, and library solutions such as the Virtual library (eStock and reference services), PC booking system and self service kiosks and unattended access. The solution also manages the Electronic Data Interchange (EDI) processes for stock from ordering to quotes and receipt confirmation. The solution manages over 2 million customer lending transactions and manages email notifications to customers. It is used in 39 libraries in the county, plus the public sector mobile, Registration offices, and Library teams in Shire Hall and Oakley, Cheltenham.
-contract. This is based on quotes provided as part of pre-tender research. This represents a 33% minimum saving compared to the current supplier costs.
-The Government Procurement Service framework offers a simple and effective route to select a supplier that meets our requirements. The award criteria are:
-• Fitness for Purpose including quality
-• Delivery
-• Total Lifecycle Costs
-These are outlined in the Framework but the percentage weightings are yet to be discussed and agreed with Swindon and the ICT Service but total lifecycle cost will be a key criteria in the selection.
-**Background:**
-‘Our vision is to support individuals and local communities to achieve their aspirations by creating a vibrant, welcoming library service that provides access to books, information and learning opportunities in a variety of ways and in partnership with others.’ The selection of the LMS contract is core to the delivery of the Library Strategy as it will ensure:
-• Development of the virtual library to include expansion of self serve options and choice
-• Efficient static core council library service
-• Provision of stock issuing technology and People’s Network booking for Community Libraries
-• Fully enabled public sector mobile to issue items and provide people’s network access
-Within the specification used to support the Further Competition Award we will ensure that the suppliers have to demonstrate their capacity to offer integrated IT solutions that will meet our requirements for community libraries and the new public sector mobile provision. In addition, the specification will set out our requirements for current and future virtual library provision and automated self serve features. We are selecting a supplier that can offer a hosted and managed service. This means the supplier will manage the system and also host the majority of system hardware. Our strategy for procurement and the specification for the supplier fits fully with the ICT strategy as we aim to benefit from:
-• Value for money in contracts
-• Reduced physical hardware via virtualisation
-• Increased capacity for integration – CRM, Transactional website,
-• Disaster recovery (limited current disaster recovery), and we also aim to:
-• Maintain security of networks and data
-**Procurement Options**
-by using the Government Procurement Service Framework we are minimising procurement costs and time by taking advantage of a framework that has already gone through OJEU. The option to procure with Swindon using the Government Procurement Service Framework represents the lowest risk, most efficient procurement method and should maximise the potential savings
-**[Benefits ] Officer Advice**
-There are considerable benefits to using the Government Procurement Service Framework RM 865/5
-• Reduction in time needed for the tender process as OJEU has been completed
-• Includes the main suppliers who offer a hosted and managed service
-• Call Off and Framework Agreement are already in place so reduced procurement and legal team involvement
-We recommend working cooperatively with Swindon Borough Council to undertake the competitive selection. This has the benefits of:
-• Shared workload to define and develop the selection specification
-• Shared workload to assess the tenders
-• Shared workload to manage the selection process
-In addition, by working with Swindon we have the option to establish access for our users via a joint catalogue – with the potential of attracting greater discount on the contract value. Furthermore, by having a shared approach to the Library Management System procurement we can also then explore options for:
-• joint membership
-• explore the scope for shared services in the future
-• sharing/exchanges of specialist stock collections, promotions.
-Officer advice is to use the Government Procurement Framework in partnership with Swindon Borough Council to achieve the best terms for the procurement of the Library Management System.
 ==== London Borough of Hammersmith & Fulham (2007) ====
@@ Line 170: / Line 105: @@
 .1.1 The recommended solution can be financed from the £6.6m capital funding approved by Cabinet in March 2005 for the 21st Century libraries re-furbishment programme. The current amount remaining is £550k from the £1.1m capital originally allocated for upgrades and refresh; this covers both the capital cost of the recommended solution and associated communications reconfigurations.
-====   London Borough of Harrow  (2008) ====
+==== London Borough of Harrow (2008) ====
 –Selected Unicorn from SirsiDynix

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