---
title: "Library collection, storage, scanning and retrieval service"
ocid: "ocds-b5fd17-18a7952b-a21f-4781-bbed-89c8e9cfda94"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-18a7952b-a21f-4781-bbed-89c8e9cfda94"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-18a7952b-a21f-4781-bbed-89c8e9cfda94.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-18a7952b-a21f-4781-bbed-89c8e9cfda94.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "UNIVERSITY OF SOUTHAMPTON"
published: "2023-09-27"
---

# Library collection, storage, scanning and retrieval service

Buyer: UNIVERSITY OF SOUTHAMPTON  
Current stage: Award  
OCID: ocds-b5fd17-18a7952b-a21f-4781-bbed-89c8e9cfda94

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## Summary

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.

## Notice

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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/841352e3-9dd2-4cc6-9db5-ae794303789c |
| 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 |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 27 Sep 2023 |
| Submission deadline | 4 Aug 2023 |
| Future notice date | Not specified |
| Award date | 21 Sep 2023 |
| Contract period | 30 Sep 2023 - 31 Jul 2030 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £900,000 |
| Lots value | Not specified |
| Awards value | £900,000 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | UNIVERSITY OF SOUTHAMPTON |
| Locality | SOUTHAMPTON |
| Post town | Southampton |
| Postcode | SO17 1BJ |
| Country | England |
| ITL 1 | TLJ South East (England) |
| ITL 2 | TLJ3 Hampshire and Isle of Wight |
| ITL 3 | TLJ32 Southampton |
| Local authority | Southampton |
| Electoral ward | Portswood |
| Westminster constituency | Southampton Test |
| Delivery location | TLJ South East (England) |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | COMPASS MINERALS STORAGE & ARCHIVES |

## CPV Codes

### Divisions

- 63 - Supporting and auxiliary transport services; travel agencies services

### Codes

- 63120000 - Storage and warehousing services

## Release History

- 27 Sep 2023 at 12:27 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/841352e3-9dd2-4cc6-9db5-ae794303789c

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/841352e3-9dd2-4cc6-9db5-ae794303789c
  27th September 2023 - Awarded contract notice on Contracts Finder

## Notice URLs

- https://www.southampton.ac.uk/

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-18a7952b-a21f-4781-bbed-89c8e9cfda94. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-18a7952b-a21f-4781-bbed-89c8e9cfda94.json.