Library collection, storage, scanning and retrieval service

Tender description

The University of Southampton is reconfiguring its library collections and seeking a managed library store (LS) for items relocated from the University Library located at the Highfield campus in Southampton. The University may wish to arrange collections from other University sites in future years. Approximately 200,000 printed books will be relegated to the LS between October 2023 and July 2024. Some limited items may be shipped from August 2024 onwards. It is envisioned that fortnightly collections will be required between October 2023 and July 2024 in order to move all the books. An average of circa 384 boxes per shipment. The types of books will include a combination of paperback (laminated and non-laminated) and hardback (cloth, sleeved and some leather-bound) items. Most items will be 20th and 21st century. There will also be a limited number of other items such as loose and bound Ph.D. theses, print journals and loose maps. All items will be condition checked to ensure that items are clean, pest and mould free and that the book has structural integrity before dispatch to store. All items have barcodes and RFID-tags inside the items. If the LS wishes to apply an additional barcode to items, using neutral adhesive which does not leave a residue and applied to the external the top-left of the back-cover of the item. Maps must be transported and stored flat. Items stored at the LS will be categorised as 'standard' unless it is indicated that they are 'high value'. Stock will be categorised as "high value" in terms of uniqueness or scarcity and/or high academic value. An estimate of 5-10% will be high value. We anticipate that items relegated to the LS will be housed appropriately for storage efficiency and easy retrieval. We expect a fully secure, environmentally controlled storage facility which conforms to BS 4971, or equivalent. Materials should be stored in archival standard boxes, supplied by the University, according to their size. The Supplier will ensure that the environmental controlled storage facility is independently assessed by appropriately qualified experts at least annually to ensure that the necessary environmental conditions remain compliant with BS 4971, or equivalent. This assessment should be undertaken at the Supplier's cost. The Supplier will provide a collection, transportation, storage, scanning, and retrieval service. Supplier shall accept and be responsible for the safe collection, transportation and delivery , including liability for loss or damage. Damage includes but is not limited to mould damage, pest damage, water damage and fire damage. Damage may also include physical damage for example ripped pages or torn spine. Between 1-2% of items relegated to the LS may be subject to a recall, in response to a user request.