BIBLIOTHECA LIMITED

open+ access, open+ count

OPEN+ ACCESS: Allows libraries to their extended opening hours in unstaffed mode, using software to control schedules for door access (via LMS link) and control library hardware (lights, kiosks)

OPEN+ COUNT: A standalone software sets/displays patron occupancy on internal/external screens

Features

• ACCESS: Controls Access
• ACCESS: Monitors Activity
• ACCESS: Manages Devices
• ACCESS: Broadcast Messages
• ACCESS: Schedule opening times
• COUNT: measures and displays patron occupancy (people flow)
• COUNT: reporting dashboards
• COUNT : standalone solution

Benefits

• ACCESS: No reliance on staff to open/close the library
• ACCESS: Events are recorded together with video footage
• ACCESS: PCs and kiosks are automatically started and shutdown
• ACCESS: voice messages communicate with Library users
• ACCESS: Flexible opening hours to suit the public
• COUNT: Accurate footfall data so can staff at busy times
• COUNT: Correlate count data for patron insights

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tenders-uk@bibliotheca.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

757538425683787

Contact

Chris Millican
0161 498 1140
tenders-uk@bibliotheca.com

About your service

• Service categories:

  Applications

  Production and operations

  Service industry and public sector operations

  • Other
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: The open+ access solution designed for patrons and not staff access control
• System requirements:
  • Internet Access: 1 mbit
  • Administration software: Processor 1 GHz or faster
  • Administration software: RAM Min: 1GB (32-bit) or 2 GB (64-bit)
  • Administration software: Harddisk: 500MB
  • Administration software: GPU: DirectX 9 or newer
  • Administration software:Screen: 1366 x 768 (preferred) 800x600 (min)
  • Electronic door locks
  • Network with PoE support for cameras

User support

• Email or online ticketing support: Yes
• Support response times: Response within 4 hours for email and online (online immediate acknowledgement and tracking reference)
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Remote access is available 8am to 8pm Monday to Friday and 9am to 5pm Saturday and Sunday (excludes Bank Holidays). We have specialist open+ access software technicians; ; We will attend site on the next business day Monday to Friday when an onsite visit is required by a field engineer for hardware issues (reported before 3.30pm previous day).
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Our training package comprises onsite staff training, Systems and Administration training, supportive online documentation and access to self-help. Systems Administration training takes place on site and typically takes circa 2 to 3 hours, staff can also join training online. Bibliotheca provides 24/7 access to an online portal with access to comprehensive user guides and training videos
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Customers will be offered a copy of data with personal and/or statistic information (not settings). All other data will be deleted from the server.
• End-of-contract process: At the end of a contract, all customer data will be deleted from the server. This service is included as part of the contract cost.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Documentation is customer accessible via our online portal or via any Bibliotheca touch point the customer contacts

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems: Windows
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The Administration software program is only for Library Staff. Within the application they can administrate all settings and see logfiles and surveillance recordings. The only patron facing interface is the PIN pad door entry panel
• Accessibility standards: None or don’t know
• Description of accessibility: Open+ integrates with the LMS to authenticate the patron access request. If both the library ID and PIN code are valid, then the access door to the library unlocks electronically allowing the patron to access the library.; ; If either the library ID or PIN code is invalid (or if the patron has been placed on a ‘blocked patron’ list), the access door will remain locked and a message will be displayed on the screen.
• Accessibility testing: Patron facing interfaces are optimised.; The Door Entry Panel is designed to be easy to use. 2D barcode scanner (if used) is scanning from the bottom making it easy to reach from a wheel chair (installation is considerate of DDA). The 7” LED backlit screen displays messages, providing simple, clear instructions with the option for patrons to select their preferred onscreen language. The tactile telephone style numerical keypad includes a raised bump on the number 5 button to assist visually impaired patrons to orientate the keyboard and easily enter a PIN, should the library service chose to implement this additional level of security.Pin-pad complies with :; http://www.ecbs.org/keyboard-layout-for-atm-and-pos-pin-entry-devices/keyboard-layout.html which is used by Nordic countries guidelines
• API: No
• Customisation available: No

Scaling

• Independence of resources: The open+ solution is easy to scale since the load is very flat. Most users generate very little traffic.

Analytics

• Service usage metrics: Yes
• Metrics types: The administration system also allows a statistical insight into the branches number of visitors based on number, gender, age and time of day. The statistics is illustrated by data and graphs in a given period, which may be spread over days, weeks, months or years.
• Reporting types:
  • Real-time dashboards
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: Less than once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type: Deleted data can’t be directly accessed / Cryptographic Erasure

Data importing and exporting

• Data export approach: Data can be exported from the administration program
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: No data import

Data-in-transit protection

• Data protection between buyer and supplier networks: Other
• Other protection between networks: We only allow outgoing traffic from Library Controller to Open Library Server. Connection is TLS encrypted.
• Data protection within supplier network: Other
• Other protection within supplier network: SSL encryption

Availability and resilience

• Guaranteed availability: The solutions are available 24/7 and we work to extended support and maintenance hours for which SLA's which are available on request. There are no refunds based on availability of the solution
• Approach to resilience: This information is available on request
• Outage reporting: Open+ system failures will be managed via the support and maintenance agreement to the agreed Service Level Agreements.; Any network failures would be recorded in the open+ log files

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Username or password
• Access restriction testing frequency: At least every 6 months
• Management access authentication: Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: User-defined

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Industry Best practice
• Information security policies and processes: Internal based policies
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Bibliotheca has a change control review process as well as a commercial Software Configuration Management and Operations ticketing workflow system to govern all changes to our service
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Bibliotheca actively scans its service assets for vulnerabilities on a regular basis. Depending on the rated severity of a potential vulnerability bibliotheca responds accordingly and follows its change control process to eliminate or quarantine the vulnerability
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Bibliotheca actively scans its service assets for compromises on a regular basis. bibliotheca responds accordingly and follows its change control process to eliminate or quarantine the potential compromise.
• Incident management type: Supplier-defined controls
• Incident management approach: In the event of an operational security incident that impacts our customers/users accounts or information, Bibliotheca will notify the impacted users and provide them a report of the impact and any additional steps to follow
• Post-quantum cryptography secure: Yes

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: Yes
• Connected networks: Public Services Network (PSN)

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 10%
• Between £500,001 and £1,000,000: 10%
• Between £1,000,001 and £2,500,000: 20%
• Between £2,500,001 and £5,000,000: 20%
• Over £5,000,001: 20%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: NQA
• ISO 9001 accreditation date: Monday 17 June 2024
• What the ISO 9001 doesn’t cover: All activities related to the provision of our G-Cloud services are covered by our ISO 9001 certification.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 63c51d2f-4534-4f32-a9f8-56f80c246e69
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tenders-uk@bibliotheca.com. Tell them what format you need. It will help if you say what assistive technology you use.