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Official procurement procedure
Library Archives Services: Collection reconfiguration, storage and retrieval
Library and archive services
Published value
Not published
Submission deadline Not published
Lots published1
Procurement Executive Summary
AI & Search Synopsis
Generated from official OCDS record
Tenderline Synopsis: UNIVERSITY OF EAST ANGLIA: "Library Archives Services: Collection reconfiguration, storage and retrieval". Published status: complete. Published value: Value not published. 1 published lot. Submission deadline not published. See the official notice for participation instructions.
| Contracting Authority | UNIVERSITY OF EAST ANGLIA | Scope & Categories | Not published | Submission Window | complete No deadline published |
|---|---|---|---|---|---|
| Submission Gateway | Direct notice route | Legal Basis & Regime | Standard procurement | Estimated Value (exc. VAT) | Not published |
Bidder Intelligence · Authority Profile: UNIVERSITY OF EAST ANGLIA
Market Analytics
Derived from OCDS awards & bid statistics
Published history for UNIVERSITY OF EAST ANGLIA. These figures describe retained records, not a forecast of bids or a measure of buyer bias.
Published-to-award variance
Not availableInsufficient comparable data
Competition Density
16.2Bids / Report
Supplier ConcentrationHigh Concentration
Crystal Facilities ManagementTop vendor: 100% of attributable valuePayment Terms
Check noticePublished terms
Coverage: 165 active published awards; 52 bid reports (which may be per lot). Supplier values exclude multi-supplier awards, frameworks and DPS, and use GBP only. They are published award values, not payments. Published-to-award variance compares single-lot, single-award, single-supplier GBP procedures with explicitly non-framework/non-DPS status; increases remain in the average. Unpublished data stays unknown. Awarded suppliers are winners, not all bidders.
Historical Awarded Suppliers With This Authority:
| Supplier Name | Historic Awards | Attributable GBP Value |
|---|---|---|
| Crystal Facilities Management | 1 win | £70,000 |
Procedure terms
Contracting AuthorityUNIVERSITY OF EAST ANGLIA | Procedure methodNot published | Procurement categoryNot published |
Statuscomplete | Framework / DPSNot published | CompetitionNot published |
Above thresholdNot published | Legal basisNot published | Tender period startsNot published |
Clarification deadlineNot published | Electronic submissionNot published | Submission languagesNot published |
Published8 Aug 2024, 15:45 BST | Last source update8 Aug 2024, 15:45 BST | Recurring procurementNot published |
ClassificationLibrary and archive services | ||
Delivery area | ||
OCIDocds-h6vhtk-04890c | ||
What is being bought
UEA Library intends to enter into a contract with Archive Vault in respect of the services described below. The proposed contract has a term of 5 years.
"Library and archives services: collection reconfiguration, storage and retrieval " is an expansion of an existing service used by UEA Library for its ongoing Library collections reconfiguration project. The service is essential as it provides bespoke services that enable the Library to "right size" its physical collections and maximize the space available for study over a planned project timescale.
What changed
From the official release history
- Status changed to complete
8 Aug 2024, 15:45 BST - Official notice release published
8 Aug 2024, 15:45 BST - Buyer information updated
8 Aug 2024, 15:45 BST
Lots and requirements (1)
Published by the contracting authority
- Lot 1 · #1Individual lot title not publishedStatus not publishedPublished valueNot published"Library and archive services" covers bespoke academic library collections cataloguing, classification, moving, storage, retrieval, scanning, archiving and disposal service and is the existing service used by UEA Library for its ongoing Library collections project. The contract involves the scaling up of the existing custom logistics solution based on existing bespoke workflows and bespoke software. The solution has been engineered to minimize disruption to library users whilst maximising the return on investment from having set up a bespoke solution in which all the above services are interrelated.Contract periodNot publishedEligibilityNot publishedOptions / renewalNot published
Timeline
- Procedure published
8 Aug 2024, 15:45 BST - Award active
Not published · Not published - Contract active
Signed 1 Aug 2024, 00:00 BST · £312,500
Commercial outcome and competition
Awards Archive Vault Limited Not published · Not published · active |
Contracts Contract £312,500 · signed 1 Aug 2024, 00:00 BST · active |
Bid statisticsNo aggregate bid statistics published |
Buyer and organisations in this procedure
UNIVERSITY OF EAST ANGLIA
Contracting authority GB-COH-RC000651Documents (0)
Official links; attachments are not copied
No linked documents are published
Related procedures (0)
No related procedures published
Planning and rationale
Planning budgetNot published |
No-engagement rationaleNot published |
Procedure rationaleAward of a contract without prior publication of a call for competition in the cases listed Below:
32(2)(b) "where the works, supplies or services can be supplied only by a particular economic operator for any of the following reasons":-
(ii) competition is absent for technical reasons
Explanation:
This award is lawful in accordance with the regulation 32(2)(b)(ii) because the competition is absent for technical reasons. UEA Library has used the bespoke services of Archive Vault since July 2018, and the system is an essential component of the Library's collection management infrastructure such that any splitting up of the services would have a detrimental effect on the day to day running of the Library's current and future services. Academic Libraries like UEA are increasingly using off site storage options for their collections. What makes this project more complex than simply off site storage is that UEA Library is also combining this off site storage move with a bespoke collections "right-sizing" project requiring selective de-accessioning, withdrawal and disposal of stock. This requires consultancy, specialist knowledge of the UEA collections, appropriately trained staff, the ability to keep track of stored and withdrawn materials, the ability to return or scan material in high demand, and adherence to ISO standards for quality and security.
At the present time it would be impossible for UEA Library to procure an alternative economic operator to provide this service as all the current and future stock needs to be managed using the same retrieval software under its bespoke configuration, otherwise the existing stored collections would have to be de-accessioned at great cost and re-catalogued to fit with another service providers cataloging schedules which are unlikely to be suitable for library specific stock. A change of service provider would dramatically increase the risks of stock loss and disruption of existing retrieval services would be high and the Library services could not cease for the duration of such a transfer of services. This would also mean we were unable to keep to our project timescales.
The cataloguing of the UEA material is bespoke and has been devised through consultancy between UEA and Archive Vault. The current solution has also been devised to maximise the sustainability of the solution, ensuing a local company to keep transport costs as low as possible, and bespoke scanning services where possible to avoid unnecessary journeys. It is key that stability of provision is ensured over the next few years to allow proper consideration of the above mentioned aspects.
No other economic provider would be able to provide this bespoke service at this time and in the timeframes required. |