Quotation Estimate Librarian in Spain Madrid –Free Word Template Download with AI
Professional Librarian Services — Spain Madrid
Document Reference: QTE-2025-MAD-LIB-0047 | Issued in Madrid, Spain
This Quotation Estimate is issued by Biblioteca Profesional Madrid S.L. to provide comprehensive Librarian professional services to the Universidad Complutense de Madrid, located in the heart of Spain Madrid. The scope of work encompasses the full spectrum of academic library operations, including but not limited to: cataloguing and classification of new acquisitions using the Spanish National Bibliographic Agency (BNE) standards, digital migration of legacy collections, reference and information literacy training for faculty and students, interlibrary loan coordination with other institutions across the Madrid metropolitan area, and ongoing maintenance of the library management system (ILS).
The Librarian team assigned to this engagement in Spain Madrid will consist of one Senior Librarian (full-time), two Junior Librarians (full-time), and one Digital Archivist (part-time, 20 hours per week). All personnel will be based at the client's premises in Madrid and will comply with all applicable Spanish labour regulations and data protection requirements under the GDPR and the Spanish Organic Law 3/2018 on Personal Data Protection.
| Ref | Description of Librarian Service | Frequency | Unit Rate (EUR) | Quantity | Amount (EUR) |
|---|---|---|---|---|---|
| 01 | Senior Librarian – Full-time (35 hrs/week) – Collection development, strategic planning, and oversight of all library operations in Madrid | Monthly | 4,200.00 | 12 | 50,400.00 |
| 02 | Junior Librarian – Full-time (35 hrs/week) – Cataloguing, circulation desk support, and reader assistance (2 positions) | Monthly | 2,850.00 | 24 | 68,400.00 |
| 03 | Digital Archivist – Part-time (20 hrs/week) – Digitisation of historical manuscripts, metadata management, and digital repository curation | Monthly | 1,900.00 | 12 | 22,800.00 |
| 04 | Information Literacy Workshops – Design and delivery of 8 workshops per semester for undergraduate and postgraduate students in Madrid | Semesterly | 1,200.00 | 4 | 4,800.00 |
| 05 | Interlibrary Loan & Document Delivery Coordination – Management of requests with BNE, CSIC, and 15+ partner institutions across Spain | Monthly | 850.00 | 12 | 10,200.00 |
| 06 | Annual Collection Audit & Weeding Report – Comprehensive review of physical and digital holdings with recommendations for the Madrid campus | Annual | 3,500.00 | 1 | 3,500.00 |
| 07 | Software Licensing & ILS Maintenance – Annual subscription for library management platform and technical support | Annual | 6,200.00 | 1 | 6,200.00 |
| 08 | Travel & Local Transport Allowance – Commuting within Madrid city limits for on-site Librarian duties | Monthly | 120.00 | 12 | 1,440.00 |
| Subtotal (before VAT) | 167,740.00 | ||||
| VAT (21% – Spanish standard rate) | 35,225.40 | ||||
| TOTAL QUOTATION ESTIMATE (EUR) | 202,965.40 | ||||
3.1 Validity: This Quotation Estimate is valid for a period of ninety (90) calendar days from the date of issue. After this period, all rates and conditions may be subject to revision due to market fluctuations in the Spain Madrid professional services sector.
3.2 Acceptance: The client shall confirm acceptance of this Quotation Estimate in writing (email or signed copy) within the validity period. Upon acceptance, a formal service contract will be drafted in accordance with Spanish civil and commercial law.
3.3 Payment: Invoices for Librarian services rendered in Spain Madrid shall be issued on the first business day of each month for the preceding period. Payment is due within thirty (30) days of invoice date via bank transfer to the IBAN specified above. Late payments shall accrue interest at the rate established by the Spanish Late Payment Directive (Reglamento (UE) 2011/7).
3.4 Cancellation: Either party may terminate the engagement with sixty (60) days written notice. In the event of early termination by the client, a pro-rata charge for the remaining contracted Librarian hours in Spain Madrid shall apply.
3.5 Confidentiality & Data Protection: All personnel providing Librarian services in Spain Madrid shall sign individual Non-Disclosure Agreements (NDAs) and comply with the client's data handling policies. Personal data of library users will be processed in strict accordance with the GDPR and Spanish data protection legislation.
3.6 Intellectual Property: All reports, audit documents, and workshop materials produced under this Quotation Estimate shall become the property of the client upon full payment. The provider retains the right to reference the engagement in professional portfolios with prior written consent.
3.7 Governing Law: This Quotation Estimate and any resulting contract shall be governed by the laws of Spain. Any disputes arising from the provision of Librarian services in Spain Madrid shall be subject to the exclusive jurisdiction of the courts of Madrid.
3.8 Force Majeure: Neither party shall be liable for failure to perform obligations due to events beyond reasonable control, including but not limited to natural disasters, government-mandated closures, or public health emergencies affecting the Madrid region.
This Quotation Estimate does not include the cost of physical book acquisitions, binding services, or major facility renovations. Should the client require these additional services, a supplementary Quotation Estimate will be prepared at no additional cost. All Librarian personnel assigned to this project in Spain Madrid hold relevant qualifications from accredited Spanish universities and possess a minimum of five years of professional experience in academic library environments. The provider maintains full professional indemnity insurance (minimum coverage: €1,000,000) and employer's liability insurance as required by Spanish law.
For and on behalf of
Biblioteca Profesional Madrid S.L.
Authorised Signatory
Name: Carlos Mendoza Ruiz
Title: Director General
Date: _______________
Accepted by
Universidad Complutense de Madrid
Authorised Signatory
Name: Dr. Elena Vargas
Title: Head of Library Services
Date: _______________
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