Notice Information
Notice Title
Off-Site Library Book Storage Facility
Notice Description
The University of Southampton is seeking a managed library book store (LS) for items relocated from the University Library. We expect a fully secure, environmentally controlled storage facility which conforms to BS 4971.2, or equivalent. The temperature is maintained at 17.5degC +- 1degC and Relative Humidity at 52% +- 5%. Materials should be stored in archival standard trays according to their size and kept in sequence. The Hartley Library, located at the Highfield campus in Southampton, contains approximately 1,000,000 items, mainly printed books and journals. We are planning a collections assessment in 2023-24, which will see some items retained at the Hartley Library, other items relegated to a LS from July 2023 onwards and the remaining items deaccessioned (withdrawn from the collection). This work will be undertaken by a specialist team within the Library and supervised by the Collections Development Team at the University Library. It will precede a major refurbishment of the Hartley Library in 2024-25. There will be approximately 600,000 printed books retained at the Hartley Library, 200,000 printed books relegated to a LS and 200,000 printed books deaccessioned. We anticipate that items relegated to the LS will be housed appropriately for storage efficiency and easy retrieval. Items held in the LS will be subject to annual retention-in-store reviews, and a small number recalled for deaccessioning year-on-year. Conversely, we anticipate that a similar small number of items will be relegated to the LS following retention-on-site (at the Hartley Library) annual reviews. We expect that between 1-2% of items relegated to the LS may be subject to a recall, in response to a user request. Items should be placed in suitable shipping packaging for collection by a University of Southampton approved courier (most urgent) or shipped by Royal Mail tracked postage (non-urgent). Items shipped from the University of Southampton Library will be categorised as 'standard' unless it is indicated as 'high value'. Stock will be categorised as high value in terms of scarcity and/or financial value. All other potential risks, such as, fire, vermin, flooding, must be monitored and controls should be in place to mitigate these risks. There must be a clear line of communication with the University for all matters including incident reporting.
Lot Information
Lot 1
The University of Southampton is seeking a managed library book store (LS) for items relocated from the University Library. We expect a fully secure, environmentally controlled storage facility which conforms to BS 4971.2, or equivalent. The temperature is maintained at 17.5degC +- 1degC and Relative Humidity at 52% +- 5%. Materials should be stored in archival standard trays according to their size and kept in sequence. The Hartley Library, located at the Highfield campus in Southampton, contains approximately 1,000,000 items, mainly printed books and journals. We are planning a collections assessment in 2023-24, which will see some items retained at the Hartley Library, other items relegated to a LS from July 2023 onwards and the remaining items deaccessioned (withdrawn from the collection). This work will be undertaken by a specialist team within the Library and supervised by the Collections Development Team at the University Library. It will precede a major refurbishment of the Hartley Library in 2024-25. There will be approximately 600,000 printed books retained at the Hartley Library, 200,000 printed books relegated to a LS and 200,000 printed books deaccessioned. We anticipate that items relegated to the LS will be housed appropriately for storage efficiency and easy retrieval. Items held in the LS will be subject to annual retention-in-store reviews, and a small number recalled for deaccessioning year-on-year. Conversely, we anticipate that a similar small number of items will be relegated to the LS following retention-on-site (at the Hartley Library) annual reviews. We expect that between 1-2% of items relegated to the LS may be subject to a recall, in response to a user request. Items should be placed in suitable shipping packaging for collection by a University of Southampton approved courier (most urgent) or shipped by Royal Mail tracked postage (non-urgent). Items shipped from the University of Southampton Library will be categorised as 'standard' unless it is indicated as 'high value'. Stock will be categorised as high value in terms of scarcity and/or financial value. All other potential risks, such as, fire, vermin, flooding, must be monitored and controls should be in place to mitigate these risks. There must be a clear line of communication with the University for all matters including incident reporting.
Renewal: The University proposes to enter into a Contract for 7 years / 84 months - this will be the maximum contract period, including any potential extensions with the successful tenderer(s). This will comprise of an initial contract period of 3 years / 36 months with an option to extend by a further four extension periods of 1 year / 12 months each subject to satisfactory performance and at the discretion of the University.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-03b6ca
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/019626-2023
- Current Stage
- Award
- All Stages
- Tender, Award
Procurement Classification
- Notice Type
- Tender Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Open
- Procurement Method Details
- Open procedure
- Tender Suitability
- Not specified
- Awardee Scale
- Not specified
Common Procurement Vocabulary (CPV)
- CPV Divisions
63 - Supporting and auxiliary transport services; travel agencies services
-
- CPV Codes
63120000 - Storage and warehousing services
63121000 - Storage and retrieval services
92511000 - Library services
Notice Value(s)
- Tender Value
- £875,000 £500K-£1M
- Lots Value
- £875,000 £500K-£1M
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 10 Jul 20233 years ago
- Submission Deadline
- 27 Apr 2023Expired
- Future Notice Date
- Not specified
- Award Date
- 10 Jul 20233 years ago
- Contract Period
- Not specified - Not specified
- Recurrence
- Not specified
Notice Status
- Tender Status
- Cancelled
- Lots Status
- Cancelled
- Awards Status
- Unsuccessful
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- UNIVERSITY OF SOUTHAMPTON
- Contact Name
- Available with D3 Tenders Premium →
- Contact Email
- Available with D3 Tenders Premium →
- Contact Phone
- Available with D3 Tenders Premium →
Buyer Location
- Locality
- SOUTHAMPTON
- Postcode
- SO17 1BJ
- Postcode Area
- 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
- TLJ3 Hampshire and Isle of Wight
-
- Local Authority
- Southampton
- Electoral Ward
- Portswood
- Westminster Constituency
- Southampton Test
Further Information
Open Contracting Data Standard (OCDS)
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.