Agenda item

[Report of the interim Director for Transformation and Resources. To be introduced by the Cabinet Member for Adult Social Care and Culture.]

The purpose of the report is to recommend award of contract(s) to one or more suppliers for 3 principal areas of library stock: books for adults, books for children and audio-visual items, for a 3-5 year period.

The Cabinet Member for Adult Social Care and Culture introduced the report which was continuing the Council investment in Libraries.

The report further sought approval to enter into call-off contract for the purchase of Library Stock with the preferred Contractors (Askews and Holts Library Services Ltd and Peters Book Selling Services) for a period of 3 years with an option to extend for a further 2 years as allowed under the Council Contracts Standing Order (CSO) 9.07.1(d) for a total contract value of not exceeding £1,000,000.

RESOLVED

1. That approval be given for the Council to enter into Call-off contracts with Askews and Holts Library Services Ltd and Peters Book Selling Services for purchase of library stock in accordance with CSO 7.01(b) as permitted under CSO 9.07.1(d) for a maximum value of £1,000,000.

2. That the contract period is 1 January 2018 – 31 December 2020 (with option to extend for up to a further 2 years.
   
   
   

Reasons for decision

Library services contribute to key priorities 1, 2 & 3 by providing access to education, learning and employment opportunities through the resources they provide and staff expertise. They are at the heart of communities and help to foster a sense of place, helping to combat social isolation.

The purchase of stock is budgeted for and forms a fundamental part of Business as Usual. Library stock is a core element of the service. It provides communities and individuals with access to materials that facilitate learning for all ages, it supports educational attainment, helps to improve literacy levels and to get people into further education and the work place. It combats social isolation, for example though book groups and baby and toddler story times.

Failure to provide quality library stock impacts significantly on the levels of use and the ability of libraries to contribute to the Council’s priorities; it carries a reputational risk for the Council and compromises our ability to comply with the Public Libraries Act of 1964.

In order to ensure compliance with procurement legislation and ensure value for money, strategic procurement led a Mini Competition exercise in accordance with CSO 7.01(b). The ESPO Framework, Library Stock supply (ref 376F) was used. The tender was sent to six suppliers (industry leading suppliers) that were registered in the Framework Agreement. The Mini Competition was based on:

Price   50%
Quality 50%

The reason the above evaluation weighting was applied was to ensure the Council’s requirement for high quality, sensitive, accurate and critical data was met by the winning supplier/s.

The Pricing Schedule for each Lot was a shopping basket of 50 books (for Lots 1 and 2 and audio visual material for Lot 3), that suppliers were asked to bid for (net of discount of retail price).

Suppliers     

The following is the summary of the outcome of the tender evaluation and clarification process for all Suppliers that tendered for the various Lots:

Lot 1

 Lot 2

Lot 3

Alternative options considered

Do nothing
This was not an option as purchase of new library stock is essential to ensure that library provision is current and in the case of non- fiction and reference materials accurate.

Direct Award as an alternative to a mini competition
This was not considered as viable option as the mini competition would yield a better cost effective (value for money) outcome.