Minutes:
The previous December Cabinet
decision report had been amended to correct a minor error. The
narrative ‘Peters Book Selling
Service[ incorrect name of the supplier] had been replaced with Peters Limited[ correct
title of the supplier] and approval was sought to accept this
amendment.
This was to allow the entering of a call-off contract for the purchase of Library Stock with the preferred Contractors (Askews and Holts Library Services Ltd and Peters Ltd) 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.
Further to consideration of the exempt information at 9,
RESOLVED
That approval be given for the Council to enter into Call-off contracts with Askews and Holts Library Services Ltd and Peters Ltd 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.
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 storytimes.
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
Supplier |
Price Score |
Quality Score |
Final Score |
Ranking |
Askews and Holts Library Services Ltd |
47 |
45 |
92 |
1st |
Supplier B |
50 |
41 |
91 |
2nd |
Lot 2
Supplier |
Price Score |
Quality Score |
Final Score |
Ranking |
Peters Ltd |
50 |
45 |
95 |
1st |
Supplier A |
49 |
45 |
94 |
2nd |
Supplier B |
49 |
44 |
93 |
3rd |
Lot 3
Supplier |
Price Score |
Quality Score |
Final Score |
Ranking |
Askews and Holts Library Services Ltd |
50 |
40 |
90 |
1st |
Supplier D |
49 |
39 |
88 |
2nd |
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.
Supporting documents: