Section one: Contracting authority/entity
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
BUILDING 37, HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Telephone
+44 2380595000
Country
United Kingdom
Region code
UKJ32 - Southampton
UK Register of Learning Providers (UKPRN number)
10007158
Internet address(es)
Main address
Buyer's address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Off-site Library Book Storage Facility
Reference number
2022UoS-0573
two.1.2) Main CPV code
- 63121000 - Storage and retrieval services
two.1.3) Type of contract
Services
two.1.4) Short 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 17.5°C ± 1°C 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at the Hartley Library, other items relegated to a LS from July 2023 onwards and the remaining items deaccessioned (withdrawn from the collection).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.
Section six. Complementary information
six.6) Original notice reference
Notice number: 2023/S 000-009052
Section seven. Changes
seven.1.2) Text to be corrected in the original notice
Section number
IV.2.2
Place of text to be modified
Time limit for receipt of tenders or requests to participate
Instead of
Date
27 April 2023
Local time
12:00pm
Read
Date
12 May 2023
Local time
12:00pm
Section number
IV.2.7
Place of text to be modified
Conditions for opening of tenders
Instead of
Date
27 April 2023
Local time
12:01pm
Read
Date
12 May 2023
Local time
12:01pm