Official UK procurement notice
24077 Provision of Library Management System for the Spine Network
Authority: Cambridgeshire County Council (Local council)·Consortium: 4 public authorities
What is being bought
Published requirement descriptionhe Authority is a member of the SPINE consortium, which is responsible for delivering a shared database between all members of the consortium -
- Cambridgeshire County Council,
- Norfolk County Council,
- Peterborough City Council
- Suffolk County Council.
The system manages all customer and stock items for the services, alongside links to third party platforms such us eBook venders, open plus, self service machines and online databases.
It is the core database that controls how library services operate and managed their processes.
Four separate SAAS agreements will be awarded to one Supplier who can meet the requirements in full, for an initial contract term of 48 months with a potential of extension of a further 24 months.
The Total estimated value of this procurement is £1,500,000 inclusive of Vat. Individual value for each SPINE member was approximately between £40,000 - £70,000 annually.
Bidders were invited to submit their submissions via the ProContract E-tendering system.
- The authority expects to re-tender this requirement around 30 May 2029, 23:59 BST.
CPV: Library management services · Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£1,250,000
What it takes to wini
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 morei
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).
Published award criteria (2)
- Price
- Quality
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open 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
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA, CPTPP)
- Recurring procurement
- Yes · next expected 30 May 2029
- First published
- 27 May 2025, 13:15 BST
- Last source update
- 19 Jan 2026, 11:09 GMT
- Award evaluation window
- Submission end – 30 Sept 2025
- Authority reference
24077- FTS notice number
2025/S 000-038892- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-052701Find a Tender
How it was run
Official notice- Submission deadline
- 1 Sept 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
procontract.due-north.com/Procurer/Advert/View ↗
all tender submissions must be submitted via Cambridgeshire County Council's ProContract e-tendering portal.
see advert link.
Bidders must register (this is free) to review and submit a bid.
no other submissions - email, post etc... will be accepted. It must be via ProContract to be compliant
Timeline
27 May 2025 → 31 May 2026 · 9 dates- Planning notice published27 May 2025, 13:15 BST
- Next notice expected18 Jun 2025, 23:59 BST
- Tender notice published10 Jul 2025, 12:03 BST
- Submission deadline1 Sept 2025, 12:00 BST
- Award decision expected by392 days ago30 Sept 2025, 23:59 BST
- Assessment summaries sent376 days ago17 Oct 2025, 00:00 BST
- Standstill ends364 days ago28 Oct 2025, 23:59 GMT
- Latest notice published282 days ago19 Jan 2026, 11:09 GMT
- Contract starts150 days ago31 May 2026, 00:00 BST
Notice history
9 events · 4 releases on Find a Tender · since 27 May 2025- Preliminary market engagement notice published27 May 2025, 13:15 BSTUK2
- Tender notice published10 Jul 2025, 12:03 BSTUK4
- Status changed to active10 Jul 2025, 12:03 BST
- Procurement method changed10 Jul 2025, 12:03 BST
- Deadline published: 1 Sept 2025, 12:00 BST10 Jul 2025, 12:03 BST
- Contract award notice published17 Oct 2025, 12:18 BSTUK6
- Status changed to complete17 Oct 2025, 12:18 BST
- Contract signature expected1 Dec 2025, 23:59 GMTscheduled
- Contract details notice published19 Jan 2026, 11:09 GMTUK7
Routine re-releases (4)
- 2025-05: 1 release · 27 May 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| CIVICA UK LIMITED24077 Provision of Library Management System for SPINE Network31 May 2026 – 30 May 2030 · up to 30 May 2032Extensions: allow extension of up to 24 months. The Authority has the right to exercise extensions in 6 or 12 month intervals, but not exceeding 24 months in total · Options: Digital Asset Module - improvement to core system Room booking Module- - improvement to core system Enhanced Management Reporting Module - improvement to core system SMS package: 50,000 per annum across consortium - if used by the Authority. Development days - Half a day and full - for improvements to core system or additional modules. Additional consultancy - half a day and full - for advice and support on projects relating to the improvement of the system Training - as and when required Events Module - to improvement core system offer Postcode data supply - 2 updates per annum | £984,536 | 15 Oct 2025 | Awarded |
Contracts
Contract 1 · CIVICA UK LIMITED
- Signed
- 15 Dec 2025
- Value
- £984,536
- Period
- 31 May 2026 – 30 May 2030 · up to 30 May 2032 with extensions
- Status
- active
- Extensions
- Extension available up to two years
No agreed KPIs: N/A
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 4final-stage tenders | 3 | 0 | — |
Contracting authority & participating public bodies
4 public bodies on the noticeConsortium members and other public bodies
- Norfolk County CouncilContracting authorityPublic authority - sub-central government
- Peterborough City CouncilContracting authorityPublic authority - sub-central government
- Suffolk County CouncilContracting authorityPublic authority - sub-central government
Bidders & participating suppliers
1 commercial party on the notice- CIVICA UK LIMITEDAwarded supplier
Official documents & specifications (6)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications all tender documents can be found via Cambridgeshire County Council's ProContract etendering portal. advert: https://procontract.due-north.com/Procurer/Advert/View?advertId=5b240e8e-df50-f011-813a-005056b64545&fromAdvertEvent=True main portal opportunity page: https://procontract…
- Technical specifications all technical specifications to be met can be reviewed via Cambridgeshire County Council's ProContract Etendering portal. advert: https://procontract.due-north.com/Procurer/Advert/View?advertId=5b240e8e-df50-f011-813a-005056b64545&fromAdvertEvent=True
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender