Purchase of Document Delivery Services and Library Portal Solution, Resource Discovery Tool Service, SUSHI Harvester, A to Z list and Open URL Link Resolution Functionality

Item Description:

The European Food Safety Authority (EFSA) (referred to below as the contracting authority) is planning to award the contract(s) resulting from this procurement procedure. The procurement documents consist of the contract notice, the invitation letter, the draft contract(s) and tender specifications with their respective annexes.

EFSA is a European Agency funded by the European Union that operates independently of EU institutions and EU Member States. EFSA is responsible for risk assessment and communication and produces scientific opinions and advice that form the basis for European policies and legislation. The detailed remit of EFSA can be found in its Founding Regulation 178/2002 of the European Parliament and of the Council of 28/01/2002, laying down the general principles of food law and procedures in matters of food and feed safety and establishing the European Food Safety Authority.

The EFSA Library is part of the Assessment and Methodological Unit in the Risk Assessment and Scientific Assistance Department. The mandate of EFSA’s Library is to collect, organise and disseminate relevant scientific, as well as non-scientific documentation to support EFSA to perform its mission. The EFSA Library’s function is to support EFSA staff in the execution of their professional tasks by providing them with information and literature, in both print and electronic formats, and advice on how to use electronic resources. The EFSA Library is not open to the general public .

Objectives and Divisions in Lots

EFSA needs to access to a wide range of scientific literature for research purposes to support its core activity: scientific evidence-based risk assessment. This tender is divided into the following 2 lots:

Lot 1 – Seek a document delivery supplier which can offer services as follow:

• Provision of a wide range of published papers, mainly related to scientific fields such as, agriculture, chemistry, nature and environment, medicine, plant health and veterinary, but also in legal, IT and management issues. It is foreseen that most requests will be related to articles written in English, or other European languages. Nevertheless, copies of documents in any other language could be requested. The type of documents required will be mainly articles coming from peer-reviewed journals, but also book sections, scientific and technical reports, proceedings, dissertations, ISO standards or any other standards (British, New Zealand, Australia). Unless the contracting authority specifies otherwise, copies must be supplied in electronic format. Native PDF (whenever is possible) is the preferred format.
• The provision of a web-based interface (hosted by the supplier) where EFSA scientific staff (250 people but might grow in the future) could access to a personal profile to search and order articles and other documents.
• High level of customer service to assist EFSA with administrative and technical issues.

Lot 2 – Library portal, Central index / Resource Discovery Service, SUSHI harvester, A to Z list and Open URL link resolution functionality

• Solution for a customizable web platform to display library specific information to EFSA Library users. The solution should provide a unified access to the library services and tools such as A-Z list, Resource Discovery Service, Document supply services, etc.
• Resource Discovery Service (RDS) that allows searching and displaying results from different sources (library catalogue alongside a central index of electronic of print journals and e-books at article level and at chapter level).
• Open URL link resolution functionality (link resolver) that must use t he data provided by EFSA related to subscriptions to build the appropriate links to the correct resources by the end users. A to Z list functionality to display the library resources (mainly e-journals, e-books and databases).
• SUSHI Harvester to collect COUNTER usage reports generated by several vendors. You may submit an offer for one or more lots, but your offer should indicate clearly for which lot you are applying. In case you decide to apply for several lots, a technical and financial offer for each lot must be provided.

Legal effects of the invitation to tender and submission of a tender.

This invitation to tender is in no way binding on the contracting authority. The contracting authority’s contractual obligation commences only when the contract with the successful tenderer is signed by both parties.

Up to the signature of the contract the contracting authority may cancel the procurement procedure without tenderers being entitled to claim any compensation. Any such decision must be substantiated and tenderers notified.

The validity period of the tender, during which tenderers may not modify the terms of their tenders in any respect, is indicated under Heading IV.2.6 of the contract notice.

Submission of a tender implies acceptance of all the terms and conditions set out in the procurement documents and, where appropriate, waiver of the tenderer’s own general or specific terms and conditions. The submitted tender is binding on the tenderer to whom the contract is awarded for the duration of the contract.

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