Section one: Contracting authority
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
Finance Office, Building 37
Southampton
SO17 1BJ
Contact
Mandy Stephens
Telephone
+44 2380595000
Country
United Kingdom
Region code
UKJ32 - Southampton
UK Register of Learning Providers (UKPRN number)
10007158
Internet address(es)
Main address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
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at the Hartley Library, other items relegated to a LS from July 2023 onwards and the remaining items deaccessioned (withdrawn from the collection).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.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 63120000 - Storage and warehousing services
- 92511000 - Library services
- FG12 - For storage purposes
two.2.3) Place of performance
NUTS codes
- UKJ3 - Hampshire and Isle of Wight
two.2.4) Description of the procurement
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.
two.2.5) Award criteria
Quality criterion - Name: Storage preservation, fire protection and security / Weighting: 16%
Quality criterion - Name: Implementation / Weighting: 3%
Quality criterion - Name: Item records / Weighting: 7%
Quality criterion - Name: Deaccessioning schedule / Weighting: 5%
Quality criterion - Name: Storage sequencing / Weighting: 2%
Quality criterion - Name: Collections for ingest / Weighting: 3%
Quality criterion - Name: Archival boxes or trays / Weighting: 3%
Quality criterion - Name: Digital access / Weighting: 6%
Quality criterion - Name: Retrieval and collection/delivery service / Weighting: 9%
Quality criterion - Name: Insurance, warranties and indemnities / Weighting: 8%
Quality criterion - Name: End of contract and exit strategy / Weighting: 10%
Quality criterion - Name: Sustainability / Weighting: 5%
Quality criterion - Name: Non Functional Requirements / Weighting: 3%
Quality criterion - Name: Mandatory requirements detailed in the Functional Requirements / Weighting: Pass/Fail
Quality criterion - Name: Mandatory requirements detailed in the Non-Functional Requirements / Weighting: Pass/Fail
Quality criterion - Name: Specified minimum insurance levels / Weighting: Pass/Fail
Quality criterion - Name: Acceptance of our Terms and Conditions / Weighting: Pass/Fail
Price - Weighting: 20%
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-009052
Section five. Award of contract
A contract/lot is awarded: No
five.1) Information on non-award
The contract/lot is not awarded
Other reasons (discontinuation of procedure)
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
University of Southampton
Southampton
Country
United Kingdom