Official UK procurement notice
Off-Site Library Book Storage Facility
Authority: University of Southampton (Charity / VCSE)
What is being bought
Published requirement descriptionThe 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at the Hartley Library, other items relegated to a LS from July 2023 onwards and the remaining items deaccessioned (withdrawn from the collection).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.
CPV: For storage purposes · Library services · Storage and retrieval services · Storage and warehousing services
The lotProcurement structure
single lot · value publishedLot #1CancelledRenewalPublished value£875,000
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (14)
- Storage preservation, fire protection and security: 16%
- Implementation: 3%
- Item records: 7%
- Deaccessioning schedule: 5%
- Storage sequencing: 2%
- Collections for ingest: 3%
- Archival boxes or trays: 3%
- Digital access: 6%
- Retrieval and collection/delivery service: 9%
- Insurance, warranties and indemnities: 8%
- End of contract and exit strategy: 10%
- Non Functional Requirements: 3%
- price: 20%
- Sustainability: 5%
Published award criteria (18)
- Storage preservation, fire protection and security: 16%
- Implementation: 3%
- Item records: 7%
- Deaccessioning schedule: 5%
- Storage sequencing: 2%
- Collections for ingest: 3%
- Archival boxes or trays: 3%
- Digital access: 6%
- Retrieval and collection/delivery service: 9%
- Insurance, warranties and indemnities: 8%
- End of contract and exit strategy: 10%
- Sustainability: 5%
- Non Functional Requirements: 3%
- Mandatory requirements detailed in the Functional Requirements: Pass/Fail
- Mandatory requirements detailed in the Non-Functional Requirements: Pass/Fail
- Specified minimum insurance levels: Pass/Fail
- Acceptance of our Terms and Conditions: Pass/Fail
- Price: 20%
- Economic & financial standing
To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.
The University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: "Moderate Risk"; "High Risk"; "Very High Risk"; or "Not Rated", based on the rating provided by Creditsafe
Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.
Minimum level(s) of standards possibly required:
Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:
Employers (Compulsory) Liability: £10 million GBP per occurrence.
Public Liability: £10 million GBP per occurrence.
- Technical & professional ability
Tenderers attention is drawn to the MANDATORY requirements of the award criteria:
- Grounds for mandatory exclusion
- Grounds for discretionary exclusion
- Economic & Financial Standing
- Insurance
- Acceptance of our Terms and Conditions
- Mandatory requirements detailed in the Functional Requirements
- Mandatory requirements detailed in the Non-Functional Requirements
Minimum: BS 4971 or equivalent
- Price carries 20 of 100 points: a 10% discount moves about 2 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Cancelled
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Yes
- First published
- 28 Mar 2023, 17:21 BST
- Last source update
- 10 Jul 2023, 13:35 BST
- Award evaluation window
- 27 Apr 2023 – …
- Authority reference
2022UoS-0573- FTS notice number
2023/S 000-019626- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-03b6caFind a Tender
- Electronic trading
- electronic ordering · electronic payment
Publisher note: 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 In-Tend 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 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 costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process.
How it was run
Official notice- Submission deadline
- 12 May 2023, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 3600 days from the deadline
- Bids opened
- 27 Apr 2023, 12:01 BST
Timeline
27 Apr 2023 → 10 Jul 2023 · 3 dates- Bids opened27 Apr 2023, 12:01 BST
- Submission deadline12 May 2023, 12:00 BST
- Notice published10 Jul 2023, 13:35 BST
Notice history
2 events · 3 releases on Find a Tender · since 26 Apr 2023- Deadline moved to 12 May 2023, 12:00 BST26 Apr 2023, 15:14 BST+15 days · was 27 Apr 2023, 12:00 BST
- Status changed to cancelled10 Jul 2023, 13:35 BST
Published amendments (1 · 1 deadline change)
| When | What | Before | After | Shift |
|---|---|---|---|---|
| — | DeadlineTime limit for receipt of tenders or requests to participate · IV.2.2 | 27 Apr 2023 | 12 May 2023 | +15 d |
| — | Bid openingConditions for opening of tenders · IV.2.7 | 27 Apr 2023 | 12 May 2023 | +15 d |
1 amendment published without a description.
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast1 further award records carry no date or value.
Contracting authority & participating public bodies
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.