Victoria and Albert Museum: Digital Asset Management Solution

UK-Kensington: Electronic data management (EDM).
Section I: Contracting Authority
      I.1) Name and addresses
             Victoria and Albert Museum
             Cromwell Road, Kensington, SW7 2RL, United Kingdom
             Tel. +44 2079422229, Email: procurement@vam.ac.uk
             Main Address: http://www.vam.ac.uk/
             NUTS Code: UKI11
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.delta-esourcing.com/tenders/UK-UK-Kensington:-Electronic-data-management-%28EDM%29./SJ8NYY7BFZ
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      I.4) Type of the contracting authority
            Body governed by public law
      I.5) Main activity
            Recreation, culture and religion

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Digital Asset Management Solution       
      Reference Number: VA/CON/34/16
      II.1.2) Main CPV Code:
      48613000 - Electronic data management (EDM).

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: Provision of a Digital Asset Management Solution and associated services       
      II.1.5) Estimated total value:
      Value excluding VAT: 210,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      48783000 - Content management software package.
      48311000 - Document management software package.
      48613000 - Electronic data management (EDM).
      48100000 - Industry specific software package.
      
      II.2.3) Place of performance:
      UKI11 Inner London - West
      
      II.2.4) Description of procurement: The V&A requires a solution to the challenges it faces in the management of its diverse collection of digital assets and objects. The current system used has been in place for over 10 years, and the Museum’s requirements have changed significantly during this timeframe. The V&A has consistently embraced innovation in its collecting practices and systems development, and needs a digital asset management solution that will deliver current requirements and look ahead to future ambitions.

The key aim of this procurement is to deliver a digital asset management solution ("DAMS") that allows the V&A to address all areas of a digital asset’s lifecycle, from creation to publication. The DAMS must allow the Museum to pursue a flexible and adaptable approach to collecting digital objects & managing digital assets, support efficient publishing of content online and enable the use of digital assets for commercial purposes and be able to interact effectively with key museum systems such as the Collections Management System and website Content Management System.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: 210,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 84       
      This contract is subject to renewal: No       
      Description of renewals: Not provided
      II.2.9) Information about the limits on the number of candidates to be invited:
             Envisaged minimum number: 3
            / Maximum number: 5       
      Objective criteria for choosing the limited number of candidates: The criteria for selection are set out in the Invitation to Participate documentation.

The V&A Museum has chosen to limit the number of candidates due to the practicalities of using the Competitive Procedure with negotiation.

The V&A Museum has chosen to use the Competitive Procedure with Negotiation due to the complexity of the subject matter of the contract.
      II.2.10) Information about variants:
      Variants will be accepted: Yes
      II.2.11) Information about options:
      Options:       Yes             
      Description of options: The initial contract is for three (3) years with the option to extend any number of times for up to a total of a further four (4) years.

The contract will contain various options for hosting.
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: No
      II.2.13) Information about European Union funds:
      The procurement is related to a project and/or programme financed by European Union funds: No       
      Identification of the project: Not provided             
      II.2.14) Additional information: This procurement is being carried out using the Competitive Procedure with Negotiation. For more details on this procedure, please review the Invitation to Participate documentation.

The estimated value relates to the first three years of the contract.

Variant bids will be accepted but must still meet the minimum requirements contained in the V&A's Functional and Non-Functional Requirements document.       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      Not applicable    
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
   IV.1) Description
      IV.1.1) Type of procedure: Negotiated   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue: Yes.
   IV.1.5) Information about negotiation: Yes.
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 29/08/2016 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 19/09/2016       
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
         Duration in month(s): 6
      
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used Yes       
   Electronic invoicing will be accepted Yes       
   Electronic payment will be used Yes       
   VI.3) Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Kensington:-Electronic-data-management-%28EDM%29./SJ8NYY7BFZ

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/SJ8NYY7BFZ
   VI.4) Procedures for review
   VI.4.1) Review body:
             Victoria and Albert Museum
       Cromwell Road, Kensington, SW7 2RL, United Kingdom
       Tel. +44 2079422924
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 28/07/2016

Annex A