--- title: "Off-Site Library Book Storage Facility" ocid: "ocds-h6vhtk-03b6ca" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03b6ca" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-03b6ca.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-03b6ca.json" source: "Find A Tender Service" current_stage: "Award" buyer: "UNIVERSITY OF SOUTHAMPTON" published: "2023-07-10" --- # Off-Site Library Book Storage Facility Buyer: UNIVERSITY OF SOUTHAMPTON Current stage: Award OCID: ocds-h6vhtk-03b6ca [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03b6ca) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-03b6ca.json) ## Summary The University of Southampton has issued a tender for the procurement of an Off-site Library Book Storage Facility. The facility is needed for relocating items from the University Library to a secure, environmentally controlled storage location conforming to specific standards. The University, based in Southampton, UK, requires this facility as part of a collections assessment planned for 2023-24. Items will be retained, relegated, or deaccessioned, with approximately 600,000 printed books to be stored at the University's campus. The procurement process is currently in the active stage, and the deadline for submission is on April 27th, 2023. This tender provides a business opportunity for organizations specializing in storage and retrieval services, library services, and warehousing. Businesses with expertise in preserving and protecting stored materials, implementing secure storage practices, and providing efficient retrieval services are well-suited to compete for this opportunity. The University of Southampton is looking to enter into a 7-year contract for the storage facility, with the total contract value estimated to be between £700,000 and £875,000 GBP, excluding VAT. Interested suppliers must engage through the University's electronic tendering tool, In-Tend, for all communications and submission of bids. ## Notice 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. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/019626-2023 | | 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 | | All stages | Tender, Award | ## Dates | Field | Value | | --- | --- | | Publication date | 10 Jul 2023 | | Submission deadline | 27 Apr 2023 | | Future notice date | Not specified | | Award date | 10 Jul 2023 | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £875,000 | | Lots value | £875,000 | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Cancelled | | Lots status | Cancelled | | Awards status | Unsuccessful | | 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 | TLJ3 Hampshire and Isle of Wight | ## CPV Codes ### Divisions - 63 - Supporting and auxiliary transport services; travel agencies services - 92 - Recreational, cultural and sporting services ### Codes - 63120000 - Storage and warehousing services - 63121000 - Storage and retrieval services - 92511000 - Library services ## Release History - 10 Jul 2023 at 12:35 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/019626-2023 - 26 Apr 2023 at 14:14 - TenderUpdate - Tender Notice - https://www.find-tender.service.gov.uk/Notice/012024-2023 - 28 Mar 2023 at 16:21 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/009052-2023 ## Notice URLs - https://in-tendhost.co.uk/universityofsouthampton - https://intendhost.co.uk/ - 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-h6vhtk-03b6ca. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-03b6ca.json.