Source: https://tendernation.io/opportunities/01a13c5f-d2f4-70ee-92bd-c42deaa1aeae/library-archive-management-system awarded GB open procedure Suitable for SMEs # Library Archive Management System [University of Southampton](https://tendernation.io/buyers/university-of-southampton) Estimated value £80,000 to £204,000 Published 13 Feb 2020 Deadline Closed 17 Mar 2020 ## Who can bid - Buyer says suitable for SMEs The buyer ticked “suitable for SMEs” on the notice. Anyone can still bid. - Open procedure Anyone can submit a full tender; there is no shortlisting stage. [More contracts for small businesses and VCSEs](https://tendernation.io/opportunities/for-small-businesses) ## About this tender 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 Additional information: E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend ([intendhost.co.uk](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: - Log in - Click 'Tenders' - Locate the relevant project - View details - Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender') - Click on the 'Attach Documents' button and upload your return. - 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. - 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 Read full description ## CPV classification Library and archive services Source Contracts Finder (UK) [View official notice](https://www.contractsfinder.service.gov.uk/notice/d197032f-cee4-47c9-88d8-503dbd68b45b) Never miss a tender like this again Get AI summaries, deadline alerts and a bid pipeline for tenders matched to your business. Free to start. [Track tenders free](https://tendernation.io/register) [Buyer profile University of Southampton: past awards and live tenders](https://tendernation.io/buyers/university-of-southampton) [Sector More Recreation, culture & sport services tenders](https://tendernation.io/sectors/recreation-culture-sport) ## More tenders like this [MTC for repairs & maintenance of CCTV, door access & PA systems · Belfast City Council · 29 days left · 16 Nov 2026](https://tendernation.io/opportunities/01a14427-9b26-71c9-b0fc-1762ac4fd84f/mtc-for-repairs-maintenance-of-cctv-door-access-pa-systems) [Writing agency services – Upptagning, redigering och utskrift av yttranden i kommunfullmäktige 2027 · Stadsledningskontoret · 30 days left · 16 Nov 2026](https://tendernation.io/opportunities/01a14210-a9c3-73ad-87c8-2e6ffaf24b6d/sweden-writing-agency-services-upptagning-redigering-och-utskrift-av-yttran) [Archive services – servizi DI censimento, riordino, inventariazione, digitalizzazione E valorizzazione dell’archivio DI deposito E storico dell’arpas nell’ambito del progetto “memoria E innovazione: archivio digitale E · Agenzia Regionale Protezione Ambiente della Sardegna · 30 days left · 17 Nov 2026](https://tendernation.io/opportunities/01a14210-1f36-7130-a383-f0b3938dbf36/italy-archive-services-servizi-di-censimento-riordino-inventariazione-dig) [Sports facilities operation services – renouvellement de la delegation de service public POUR la gestion et l'exploitation DU centre aquatique intercommunal citelium · Communaute D'agglomeration de la Region de Chateau Thierry · 31 days left · 17 Nov 2026](https://tendernation.io/opportunities/01a14210-9d21-7022-a36e-bead20117002/france-sports-facilities-operation-services-renouvellement-de-la-delegation) [Sports facilities operation services – Entretien général du mobilier non raccordé dans les parcs gérés par Bruxelles environnement/ Algemeen onderhoud van het niet-aangesloten meubilair in de door Leefmilieu Brussel beheerde parken. · Bruxelles Environnement · 29 days left · 16 Nov 2026](https://tendernation.io/opportunities/01a14210-0282-718b-a1ea-64a042f2219c/belgium-sports-facilities-operation-services-entretien-general-du-mobilier-n) [Museum services and preservation services of historical sites and buildings – Servicio de mantenimiento integral de los edificios e instalaciones asignados al Instituto de Cultura de Barcelona · Institut de Cultura de Barcelona · 29 days left · 16 Nov 2026](https://tendernation.io/opportunities/01a14210-b1c7-71f0-b866-023ddac57d7a/spain-museum-services-and-preservation-services-of-historical-sites-and-buildi)