Published date: 13 February 2020

Last edited date: 13 February 2020

This notice was replaced on 29 September 2020

This notice does not contain the most up-to-date information about this procurement. The most recent notice is:

Awarded contract (published 29 September 2020, last edited 29 September 2020)

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Contract summary

Industry

  • Library and archive services - 92510000

Location of contract

SO17 1BJ

Value of contract

£80,000 to £204,000

Procurement reference

2019UoS-0096

Published date

13 February 2020

Closing date

17 March 2020

Contract start date

22 June 2020

Contract end date

21 June 2023

Contract type

Service contract

Procedure type

Open procedure (above threshold)

Any interested supplier may submit a tender in response to an opportunity notice.

This procedure can be used for procurements above the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

The University Library Special Collections has approximately 7 million manuscript items, making it the seventh largest holdings of archives and manuscripts in a UK HE institution. Southampton is one of the main repositories for Jewish archives in Western Europe.

The papers of the first Duke of Wellington and the Broadlands Archive constitute two of the University Library's foremost collections of manuscripts and are a major element in our written heritage. The Wellington Papers provide an unparalleled resource into events of the Napoleonic wars. Papers of Earl Mountbatten of Burma and his wife, Edwina, Countess Mountbatten of Burma, contain the foundation archive for the states of India and Pakistan. The material for Lord Palmerston, Foreign Secretary and Prime Minister, are crucial for understanding Britain's place in the world in the mid-nineteenth century.

Southampton is now set to become a centre of archival collections on maritime archaeology.

Interest across the range of archive collections continues to grow, due both to their scope and national and international importance.

The archive collections do not currently have a workflow management system: document acquisition, description, catalogue display and ultimately image and digital object visualisation is achieved as a series of disjointed processes. There is no single point of entry for accessing information, making finding information about the collections difficult
.
The existing underpinning irastructure is more than 10 years old and is at end of life. Moving to an integrated Archives Collections Management System with robust supplier support will provide a sustainable solution. Significantly enhanced functionality will deliver a transformative step change in the user experience.
There is currently no automated Conservation Document Management System, so most documentation relating to conservation and exhibition work is paper based.

The current Digital Image Viewer holds some digitised material from the Special Collections, but is not integrated to or interoperable with the archives catalogues.

The University of Southampton (UoS) is seeking bids for:
Lot 1: Archives Collections and Conservation Document Management System
Lot 2: Digital Image Viewer

More information

Links

Additional text

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 InTend 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
8 / 8
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 cos

About the buyer

Contact name

Tony Fay

Address

University Road
SOUTHAMPTON
SO171BJ
England

Telephone

02380594696

Email

a.s.fay@soton.ac.uk