Issue - decisions

Date of Decision:

28/07/2023

Title:

Supply and Service of Library Books

Decision Maker:

(Including Job Title)

Paul Woodcock

Strategic Director, Regeneration and Environment

Specific Delegation:

(If any)

Section 4C6; para 2b of Constitution, Appendix 9, Responsibility for functions (Strategic Director of Regeneration and Environment – Delegated Executive Functions, Culture, Sport and Tourism, Libraries and Neighbourhood Hubs)

Brief Description of Decision:

Approval of contract award for the selection, processing and supply of library materials (predominantly books) in the categories Fiction, Non-fiction and reference suitable for adults and children for North West and Yorkshire Libraries Book Supply Consortium.  The contract will commence 1^st August 2023 for an initial contract period of 36 months followed by an option to extend for a further 12 months and 12 months. Following a competitive tender process award contracts to be awarded to Askews & Holts Library Services for Adult stock and Peters Ltd for Children’s stock.

Reasons for the Decision:

A tender exercise for the supply of library books has been carried out on behalf of the Northwest and Yorkshire Libraries Book Supply Consortium.

The Consortium is accessed by 42 Local Authorities across Yorkshire and the North West including Rotherham and has been previously tendered via the ESPO Framework. Stockport led on the last tender exercise but is not in a position to lead on this round of procurement activity. Rotherham has now taken the lead role for this round.  Any potential risks have been explored and controls put in place.

The new tender offered the potential for both adult and children’s books to be purchased from the same supplier, or for the provision to continue with two suppliers as the tender was split into two lots.

In engaging in a further competition via the ESPO Framework we have ensured we can provide a replacement service within the given timescale alleviating risks to the Consortium members Library services.

Details of alternative options considered and rejected:

Rotherham libraries no longer being part of the consortium however this would lead to greater costs and the tender process would still need to be undertaken.

Conflicts of interest declared by any Executive Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

Approved Tender Evaluation report