Find a TenderAwardedContract details notice

Published 23 May 2025, 14:18 BST

Official UK procurement notice

TLC Library Management System, Library App and Library Services Platform

Authority: London Borough of Sutton (Local council)

Framework agreementServicesCompetitive flexible procedureAbove thresholdSME suitable

Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30)Software Packages & ERP (48)IT Services & Software (72)

+1 more

Recreational, cultural and sporting services (92)

Delivery: UKNorth East (UKC)North West (UKD)

+7 more

Yorkshire & Humber (UKE)East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)South West (UKK)

Framework ceiling (notional)£11,000,000framework ceiling, not attributable revenue · 1 value update

Submissions closed 11 Aug 2025awarded 30 Mar 2026

Awarded to SirsiDynix

Framework period 6 yrsends 31 Mar 2033 · starts 1 Apr 2027

What is being bought

Published requirement description

The London Borough of Sutton is conducted this procurement using the Competitive Flexible Procedure (with Dialogue) in accordance with the requirements of The Procurement Act 2023 (section 20(4)). The procurement is being carried by the London

Borough of Sutton on behalf of The Library Consortium (TLC). The Authority was looking to put in place a framework with a single supplier for a period of 6 years.

Implementation will be carried out by the successful supplier prior to the "Go-Live" with contract start date of 1 April 2027.

The key stages of the procurement were:

Participation Stage (Stage 1)

Dialogue Stage (Stage 2)

Tender Stage (Stage 3)

The Framework was set up by the London Borough of Sutton on behalf of The Library consortium members and for use across the Consortium. At the core of the Consortium is

the Library Management System, app and platform, but the Consortium also works in partnership via contracts (set up by member Council's) for stock, transport and digital

resources, including eBooks.

With 23 local authority members, TLC is one of the largest public library consortia in England.

How the procedure runs: The Authority is conducting this procurement using the Competitive Flexible Procedure in accordance with the requirements of The Procurement Act 2023 (section 20(4)). The key stages of the procurement are: Participation Stage (Stage 1) Dialogue Stage (Stage 2) Tender Stage (Stage 3) The award criteria is set out in the tender documents. Quality 60% and Price 40% Quality: Technical Specification 20% User Experience 30% Implementation and Go Live 20% Vision 30% Price: The weighting for price will not change but the price schedule and the elements contained in the price schedule will be discussed during dialogue. This will include the price banding and the discounts relating to the number of consortium members or other public bodies joining the framework.
No preliminary market engagement: The market engagement was carried out prior to the Procurement Act 2023 coming into force. Summary notes on the market engagement are provided in the tender pack.

CPV: Library automation equipment · Library services · Library software development services · Library software package

How this framework works

From the published notice

Type: Open framework
Call-offs: call-offs are awarded directly to appointed suppliers, without further competition
Places: up to 1 suppliers · 3 bids received (3.0 per place) · 1 appointed (full)
Framework period: 6 yrs from 1 Apr 2027, The TLC has a proven track record of collaborating with suppliers to enhance its LMS solution and improve customer services.
Implementing a new LMS, developing services with suppliers, and realizing the full benefits of investment-including future customer improvements-is a time-consuming process. A four-year framework restricts the potential for all parties within the TLC, including suppliers and customers, to develop and fully achieve the intended service enhancements.
Furthermore, service improvements within the framework require compatibility and interoperability between different technologies as new opportunities arise. All parties involved in the framework need sufficient time to ensure a return on their financial and other resource investments.
A shorter framework term would also risk disruption to statutory library provision due to the scale and complexity of implementation and transfer of services.
Supplier levy on call-offs (max %): Please contact London Borough of Sutton for Management Fees

Who may buy through it

The Authority wishes to establish a framework for the use of

all the members of The Library Consortium and other local authorities and future successors to these organisations.

The current members of the TLC can be found using this link

thelibrariesconsortium.org.uk ↗

Local authorities, in addition to the current members of the TLC, who can use the framework

(with the agreement of the TLC Board) include;

Metropolitan districts
London boroughs plus the City of London
Unitary authorities plus the Isles of Scilly
County councils
District councils

A list of all the local authorities in the categories above can be found as a pdf attachment in the Documents section of this notice and also within the tender pack

Published description of the framework

The London Borough of Sutton is conducting this procurement using the Competitive Flexible Procedure (with Dialogue) in accordance with the requirements of The Procurement Act 2023 (section 20(4)). The procurement is being carried by the London

Borough of Sutton on behalf of The Library Consortium (TLC). The Authority is looking to put in place a framework with a single supplier for a period of 6 years.

The lotProcurement structure

single lot · value published

Lot #1Awarded 6 yrsSMEPublished value£11,000,000

Contract period: 1 Apr 2027 – 31 Mar 2033 (6 yrs)Value: £11,000,000 exc. VAT · £13,200,000 inc. VAT

Delivery: North East, North West, Yorkshire & Humber, East Midlands, West Midlands, East of England, London, South East, South WestEligibility: SME eligible

30238000 Library automation equipment 48160000 Library software package 72212160 Library software development services 92511000 Library services

What it takes to win
i
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Quality: 60%Price: 40%

Published award criteria (2)

Quality: Quality is 60% - broken down as follows: Technical Specification 20% (of 60%) User Experience 30% (of 60%) Implementation and Go Live 20% (of 60%) Vision 30% (of 60%)
Price: Price 40% The weighting for price will not change but the price schedule and the elements contained in the price schedule will be discussed during dialogue. This will include the price banding and the discounts relating to the number of consortium members or other public bodies joining the framework.

What this means for your bid

Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
“TLC Library Management System, Library App and Library Services Platform” is a framework: the contest is a place on its panel, up to 1 suppliers, not a single contract, and call-offs are awarded directly: getting appointed is the whole game.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record

Procedure method: Competitive flexible procedure
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Services
Notice status: Awarded
Procurement threshold: Above threshold (FTS publication)
Regulatory regime: Standard
Commercial structure: Framework agreement
Who may use this agreement: The Authority wishes to establish a framework for the use of all the members of The Library Consortium and other local authorities and future successors to these organisations. The current members of the TLC can be found using this link https://thelibrariesconsortium.org.uk/ Local authorities, in addition to the current members of the TLC, who can use the framework (with the agreement of the TLC Board) include; • Metropolitan districts • London boroughs plus the City of London • Unitary authorities plus the Isles of Scilly • County councils • District councils A list of all the local authorities in the categories above can be found as a pdf attachment in the Documents section of this notice and also within the tender pack
Competition type: Competitive procedure
GPA / WTO covered: Yes (GPA)
Recurring procurement: Unspecified in notice
First published: 23 May 2025, 14:18 BST
Last source update: 19 Oct 2026, 14:42 BST
Award evaluation window: Submission end – 16 Mar 2026
Authority reference: DN782709
FTS notice number: 2025/S 000-040610
Latest notice: Contract details notice (UK7)
Classification (CPV): Library automation equipmentLibrary servicesLibrary software development servicesLibrary software package
Delivery area: UKNorth East (UKC)North West (UKD)Yorkshire & Humber (UKE)East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)
+2 more
South East (UKJ)South West (UKK)
Official registry OCID: ocds-h6vhtk-052303 Find a Tender

How it runs: The Authority is conducting this procurement using the Competitive Flexible Procedure in accordance with the requirements of The Procurement Act 2023 (section 20(4)).
The key stages of the procurement are:
Participation Stage (Stage 1)
Dialogue Stage (Stage 2)
Tender Stage (Stage 3)
The award criteria is set out in the tender documents. Quality 60% and Price 40%
Quality:
Technical Specification 20%
User Experience 30%
Implementation and Go Live 20%
Vision 30%
Price:
The weighting for price will not change but the price schedule and the elements contained in the price schedule will be discussed during dialogue. This will include the price banding and the discounts relating to the number of consortium members or other public bodies joining the framework.

How it was run

Official notice

Requests to participate (first stage): 11 Aug 2025, 12:00 BST
Appointment period ends: 11 Aug 2025, 12:00 BST
Clarification deadline: 4 Aug 2025, 16:00 BST
Electronic submission: Allowed
Accepted languages: en
Supplier levy on call-offs (max %): call-off levy · Please contact London Borough of Sutton for Management Fees

Detailed submission instructions & authority contactsFrom official release

Tender documents can be found on the London Tender Portal www.londontenders.org ↗.

Timeline

23 May 2025 → 1 Apr 2027 · 10 dates

Planning notice published
23 May 2025, 14:18 BST
Next notice expected
9 Jun 2025, 23:59 BST
Tender notice published
16 Jul 2025, 15:48 BST
Clarification questions by
4 Aug 2025, 16:00 BST
Admission / appointment period endsperiod end, not a bid countdown
11 Aug 2025, 12:00 BST
Award decision expected by217 days ago
16 Mar 2026, 23:59 GMT
Assessment summaries sent204 days ago
30 Mar 2026, 00:00 BST
Standstill ends192 days ago
10 Apr 2026, 23:59 BST
Latest notice published1 day ago
19 Oct 2026, 14:42 BST
Today
20 Oct 2026
Contract startsin 163 days
1 Apr 2027, 00:00 BST

Notice history

12 events · 5 releases on Find a Tender · since 23 May 2025

Pipeline notice published
23 May 2025, 14:18 BST
UK1
Tender notice published
16 Jul 2025, 15:48 BST
UK4
Published value updated to £11,000,000
16 Jul 2025, 15:48 BST
was £10,000,000
Status changed to active
16 Jul 2025, 15:48 BST
Procurement method changed
16 Jul 2025, 15:48 BST
Tender notice published
17 Jul 2025, 09:55 BST
UK4
Contract award notice published
30 Mar 2026, 17:29 BST
UK6
Status changed to complete
30 Mar 2026, 17:29 BST
Procurement method changed
30 Mar 2026, 17:29 BST
Contract signature expected
14 Apr 2026, 23:59 BST
scheduled
Contract details notice published
19 Oct 2026, 14:42 BST
UK7
Procurement method changed
19 Oct 2026, 14:42 BST

Published amendments (1)

The closing date for clarifications has been amended to 4 August 2025 at 4pm. The deadline for submission has been amended to 11 August 2025 at 12 noon

Routine re-releases (5)

2025-07: 1 release · 16 Jul 2025
2025-05: 1 release · 23 May 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Suppliers appointed 11 award · see the list ↓

Bids received 3

Named bidders 3published on the award notice

Contracts signed 1latest 2 Oct 2026

Awarded to	Value	Date	Status
SirsiDynix1 Apr 2027 – 31 Mar 2033	£4,207,014	30 Mar 2026	Awarded

Contracts

Contract 1 · SirsiDynix
Signed
2 Oct 2026
Value
£4,207,014
Period
1 Apr 2027 – 31 Mar 2033
Status
active

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
3final-stage tenders	0	0	—

Who bid

wonSirsiDynix · East of England
did not winCivica · Greater London
did not winInnovative Interfaces Inc · South West England

Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.

Contracting authority & participating public bodies

London Borough of Sutton

Contracting authorityPublic authority - sub-central government GB-PPON: PJMC-1445-VCVG Civic Offices, St Nicholas Way, Sutton, London, SM1 1EAContact email

Framework contractors & participating bidders

3 commercial parties on the notice · 1 awarded

CivicaBidder / tendererGB-PPON: PCMJ-9641-QWWM Eighth Floor Southbank Central , 30 Stamford Street, London, London, SE1 9LQ
Innovative Interfaces IncBidder / tendererGB-PPON: PDCZ-9969-YXCL 3 York Court, Upper York Street, Bristol, Avon, South West, BS2 8QF
SirsiDynixFramework contractorGB-PPON: PQYB-3365-NDVM The Wenta Business Centre, Colne Way, Watford, Hertfordshire, East of England, WD24 7NDContact email

Official documents & specifications (8)

Official links; attachments are not copied

Tender pack and attachments

Bidding documents and specificationstenderBidding documents and specificationsAccess: Additional tender documents, including a suggested price schedule, will be provided prior to the dialogue sessions. Other documents may be required depending on the progression of the dialogue stage.
Bidding documents and specifications tenderBidding documents and specificationsPDF
Bidding documents and specifications tenderBidding documents and specifications

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender19 Oct 2026, 14:42 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender30 Mar 2026, 17:29 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender17 Jul 2025, 09:55 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender16 Jul 2025, 15:48 BST
Pipeline notice planningPipeline noticeUK1Pipeline notice on Find a Tender23 May 2025, 14:18 BST