---
title: "Library Archive Management System"
ocid: "ocds-b5fd17-d197032f-cee4-47c9-88d8-503dbd68b45b"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-d197032f-cee4-47c9-88d8-503dbd68b45b"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-d197032f-cee4-47c9-88d8-503dbd68b45b.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-d197032f-cee4-47c9-88d8-503dbd68b45b.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "UNIVERSITY OF SOUTHAMPTON"
published: "2020-09-29"
---

# Library Archive Management System

Buyer: UNIVERSITY OF SOUTHAMPTON  
Current stage: Award  
OCID: ocds-b5fd17-d197032f-cee4-47c9-88d8-503dbd68b45b

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## Summary

The University of Southampton is undertaking the procurement of a Library Archive Management System, specified under tender ID 2019UoS-0096. This initiative, classified under library and archive services, is of significant importance as the University holds approximately 7 million manuscript items, making it one of the largest collections in the UK. The tender process is being conducted through an open procurement method with a submission deadline set for 17 March 2020. Interested parties should note that the service will be delivered at the University’s location in Southampton, England, and the projected contract value is approximately £204,000, with a minimum value of £80,000.

This opportunity presents a promising avenue for businesses involved in software development, particularly those specialising in archival management and digital image viewing solutions. Small and medium-sized enterprises (SMEs) with expertise in creating integrated management systems or improving user experiences with digital collections would find this tender particularly suitable. Vendors capable of offering robust supplier support and innovation in archival processes will be well-positioned to compete effectively in this procurement process.

## Notice

The University Library Special Collections has approximately 7 million manuscript items, making it the seventh largest holdings of archives and manuscripts in a UK HE institution. Southampton is one of the main repositories for Jewish archives in Western Europe. The papers of the first Duke of Wellington and the Broadlands Archive constitute two of the University Library's foremost collections of manuscripts and are a major element in our written heritage. The Wellington Papers provide an unparalleled resource into events of the Napoleonic wars. Papers of Earl Mountbatten of Burma and his wife, Edwina, Countess Mountbatten of Burma, contain the foundation archive for the states of India and Pakistan. The material for Lord Palmerston, Foreign Secretary and Prime Minister, are crucial for understanding Britain's place in the world in the mid-nineteenth century. Southampton is now set to become a centre of archival collections on maritime archaeology. Interest across the range of archive collections continues to grow, due both to their scope and national and international importance. The archive collections do not currently have a workflow management system: document acquisition, description, catalogue display and ultimately image and digital object visualisation is achieved as a series of disjointed processes. There is no single point of entry for accessing information, making finding information about the collections difficult . The existing underpinning irastructure is more than 10 years old and is at end of life. Moving to an integrated Archives Collections Management System with robust supplier support will provide a sustainable solution. Significantly enhanced functionality will deliver a transformative step change in the user experience. There is currently no automated Conservation Document Management System, so most documentation relating to conservation and exhibition work is paper based. The current Digital Image Viewer holds some digitised material from the Special Collections, but is not integrated to or interoperable with the archives catalogues. The University of Southampton (UoS) is seeking bids for: Lot 1: Archives Collections and Conservation Document Management System Lot 2: Digital Image Viewer Additional information: E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate). All documentation in relation to this tender can be downloaded from In-Tend. Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend. Regular monitoring of the portal is the responsibility of the potential supplier/tenderer. If you are not already registered as a supplier with the University of Southampton, you will need to register in InTend in order to access the procurement documentation. Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'. Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend. Further instructions for the submission of responses are below: To submit your return: 1. Log in 2. Click 'Tenders' 3. Locate the relevant project 4. View details 5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender') 6. Click on the 'Attach Documents' button and upload your return. 7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return. 8. Click the red 'Submit Return' button. Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend. Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract 8 / 8 at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University. Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any cos

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/ad11a9c7-188a-4648-b0f6-3f2ecf4b62ed |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure (above threshold) |
| Tender suitability | SME |
| Awardee scale | SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 29 Sep 2020 |
| Submission deadline | 17 Mar 2020 |
| Future notice date | Not specified |
| Award date | 3 Aug 2020 |
| Contract period | 16 Aug 2020 - 16 Aug 2023 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £204,000 |
| Lots value | Not specified |
| Awards value | £45,500 |
| 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 | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | METADATIS |

## CPV Codes

### Divisions

- 92 - Recreational, cultural and sporting services

### Codes

- 92510000 - Library and archive services

## Release History

- 29 Sep 2020 at 12:54 - AwardUpdate - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/ad11a9c7-188a-4648-b0f6-3f2ecf4b62ed
- 29 Sep 2020 at 12:31 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/ad11a9c7-188a-4648-b0f6-3f2ecf4b62ed
- 13 Feb 2020 at 16:03 - TenderAmendment - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/fcbc9a2f-fde6-4223-a4d5-324e7ebde475
- 13 Feb 2020 at 16:00 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/fcbc9a2f-fde6-4223-a4d5-324e7ebde475

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/ad11a9c7-188a-4648-b0f6-3f2ecf4b62ed
  29th September 2020 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/fcbc9a2f-fde6-4223-a4d5-324e7ebde475
  13th February 2020 - Opportunity notice on Contracts Finder
- https://in-tendhost.co.uk/universityofsouthampton/aspx/home
  Tender Portal

## Notice URLs

- https://intendhost.co.uk/

## Provenance

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