The Library at the University of Salford has run a laptop loan service for its students since 2010. The lockers provide secure storage as well as battery charging.
Initially this was run via a staff desk with lockers manually operated by staff. In 2012 the lockers were fitted with RFID locks and students have since been able to issue and return the laptops themselves by swiping their university ID card.
Rather than connecting to our Library Management System our existing locker system came with its own software for managing laptop loans. There are a number of issues with this.
i. The software isn't fit for purpose. It was designed for use in Gyms or swimming pools and as such it's a locker management system rather than a system for managing the contents of lockers. Although it allocates a locker to an individual it has no knowledge of whether the contents of the locker (in this case a laptop) are either present or absent at any stage of the process.
ii. The software is adequate for keeping track of who has a locker at the present moment (which is about all you need in a gym) however it is unable to provide adequate reporting of past locker use by individuals (important for trying to track down missing equipment or establishing when equipment was damaged) or to provide high level management information about locker use (this is a very well used service, however we are only able to prove that by spending hours exporting and re-processing the inadequate data provided by the software).
iii. Libraries run on Library Management Systems (LMS) — and one of the things an LMS is very good at is keeping track of physical stock. Even if the existing software was adequate it would still be the case that it was duplicating something we already have. At present there is an additional staff overhead taken up with the management of the server, setting up and managing a real time data feed, troubleshooting issues with individual user accounts, creating reports, creating and training administrators etc.
We are currently looking to expand the service, taking it into areas without a continuous staff presence, this means that the ability to track usage accurately is now a priority.
This is a framework agreement for the supply, install and maintenance of an intelligent locker system, including software. UCL staff and student access to lockers shall be self-service, activated by existing UCL ID cards.
The contract will last for 3 years and UCL reserves the right to extend the contract, subject to satisfactory price and performance for an additional periods up to a maximum of 24 months. UCL intends to appoint a single supplier for this contract. UCL plans to trial the intelligent locker system in three locations which will form the pilot phase and initial call off. If the pilot is successful, UCL will wish to call off additional supply and installation and/or maintenance as the need arises. UCL's full requirements are set out in the ITT.
The procurement documentation can be accessed from https://in-tendhost.co.uk/ucl/aspx/Home
This tender is for a framework agreement to supply, install and maintain a locker system for self-issue of lockers to UCL staff and students. The contract will last for 3 years and UCL reserves the right to extend the contract, subject to satisfactory price and performance for an additional periods up to a maximum of 24 months. UCL intends to appoint a single supplier for this contract. UCL will wish to call off supply and installation and/or maintenance as the need arises.
UCL plans to trial the intelligent locker system in three locations which will form the pilot phase.
UCL envisages the service growing substantially from this proof-of-concept over the next 2-3 years. If the proof of concept phase is successful and subject to UCL having sufficient budget, this framework agreement will then be used to provide further lockers as the initiative is rolled out.
Under this framework, deliverables will be grouped into call-offs.
UCL will call-off the requirements for each phase by placing individual orders. However UCL is not able to guarantee any future orders. All communications shall be in English (or a full translation provided at no cost to UCL). Tenders, when invited, and all supporting documentation must be priced in Sterling and all payments under the Contract will be in Sterling. Any contract or agreement resulting from acceptance of the The process seeks to select organisations offering the appropriate capability, capacity and competency. UCL reserves the right not to conclude any contracts, to change without notice the procedure for awarding contracts, to reject all or any bids for the contracts, to terminate discussions with all or any interested parties and/or to stop the process without any liability on its part.
All communications shall be in English (or a full translation provided at no cost to UCL). Tenders, when invited, and all supporting documentation must be priced in Sterling and all payments under the Contract will be in Sterling. Any contract or agreement resulting from acceptance of the Invitation To Tender (ITT) will be considered as a Contract made in England according to English Law and subject to the exclusive jurisdiction of the English Courts.
UCL does not bind itself to accept any tender and reserves the right to accept any part of the tender. No contract capable of acceptance will be created between UCL and any party until a contract is executed between UCL and the selected providers.
This contract opportunity is not divided into lots.