Award

Library collection, storage, scanning and retrieval service

UNIVERSITY OF SOUTHAMPTON

This public procurement record has 1 release in its history.

Award

27 Sep 2023 at 12:27

Award Notice
Summary of the contracting process

The University of Southampton has awarded a contract for the provision of a library collection, storage, scanning, and retrieval service. The contract, with a value of £900,000 GBP, was awarded to COMPASS MINERALS STORAGE & ARCHIVES LIMITED. The procurement method used was selective, calling off from a framework agreement. The contract period is set to run from October 1, 2023, to July 31, 2030. The tender process was initiated on August 4, 2023, with the award date being September 22, 2023. The procurement falls under the industry category of Storage and Warehousing services.

This tender presents an opportunity for businesses, particularly those specialising in storage and archival services, to engage with the University of Southampton. Small and medium-sized enterprises (SMEs) are deemed suitable for this opportunity. The University's procurement stage has now reached the award phase, indicating a closed tender process. Businesses with expertise in the secure storage, transportation, and retrieval of library materials are well-suited to compete for this contract. The procurement focuses on delivering efficient storage solutions conforming to industry standards, thereby providing a platform for growth and collaboration in the academic sector.

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Notice Information

Notice Title

Library collection, storage, scanning and retrieval service

Notice Description

The University of Southampton is reconfiguring its library collections and seeking a managed library store (LS) for items relocated from the University Library located at the Highfield campus in Southampton. The University may wish to arrange collections from other University sites in future years. Approximately 200,000 printed books will be relegated to the LS between October 2023 and July 2024. Some limited items may be shipped from August 2024 onwards. It is envisioned that fortnightly collections will be required between October 2023 and July 2024 in order to move all the books. An average of circa 384 boxes per shipment. The types of books will include a combination of paperback (laminated and non-laminated) and hardback (cloth, sleeved and some leather-bound) items. Most items will be 20th and 21st century. There will also be a limited number of other items such as loose and bound Ph.D. theses, print journals and loose maps. All items will be condition checked to ensure that items are clean, pest and mould free and that the book has structural integrity before dispatch to store. All items have barcodes and RFID-tags inside the items. If the LS wishes to apply an additional barcode to items, using neutral adhesive which does not leave a residue and applied to the external the top-left of the back-cover of the item. Maps must be transported and stored flat. Items stored at the LS will be categorised as 'standard' unless it is indicated that they are 'high value'. Stock will be categorised as "high value" in terms of uniqueness or scarcity and/or high academic value. An estimate of 5-10% will be high value. We anticipate that items relegated to the LS will be housed appropriately for storage efficiency and easy retrieval. We expect a fully secure, environmentally controlled storage facility which conforms to BS 4971, or equivalent. Materials should be stored in archival standard boxes, supplied by the University, according to their size. The Supplier will ensure that the environmental controlled storage facility is independently assessed by appropriately qualified experts at least annually to ensure that the necessary environmental conditions remain compliant with BS 4971, or equivalent. This assessment should be undertaken at the Supplier's cost. The Supplier will provide a collection, transportation, storage, scanning, and retrieval service. Supplier shall accept and be responsible for the safe collection, transportation and delivery , including liability for loss or damage. Damage includes but is not limited to mould damage, pest damage, water damage and fire damage. Damage may also include physical damage for example ripped pages or torn spine. Between 1-2% of items relegated to the LS may be subject to a recall, in response to a user request.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-18a7952b-a21f-4781-bbed-89c8e9cfda94
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/841352e3-9dd2-4cc6-9db5-ae794303789c
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

63 - Supporting and auxiliary transport services; travel agencies services

CPV Codes

63120000 - Storage and warehousing services

Notice Value(s)

Tender Value
£900,000 £500K-£1M
Lots Value
Not specified
Awards Value
£900,000 £500K-£1M
Contracts Value
Not specified

Notice Dates

Publication Date
27 Sep 20232 years ago
Submission Deadline
4 Aug 2023Expired
Future Notice Date
Not specified
Award Date
21 Sep 20232 years ago
Contract Period
30 Sep 2023 - 31 Jul 2030 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF SOUTHAMPTON
Contact Name
Mandy Stephens
Contact Email
procurement@soton.ac.uk
Contact Phone
02380 595000

Buyer Location

Locality
SOUTHAMPTON
Postcode
SO17 1BJ
Post Town
Southampton
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ32 Southampton
Delivery Location
TLJ South East (England)
Local Authority
Southampton
Electoral Ward
Portswood
Westminster Constituency
Southampton Test

Supplier Information

Number of Suppliers
1
Supplier Name

COMPASS MINERALS STORAGE & ARCHIVES

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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