Purpose

This report details the business justification and contract
strategy for the purchase of library lending materials for a 4-year
(2 years + 2 years) period from 1st April
2024.  This report recommends the purchase of
lending materials via the Central Buying Consortium (CBC) library
framework which is currently being retendered by West Sussex County
Council (WSCC).  Camden currently use an existing
CBC framework which is due to end on 31st March 2024,
this is working well and has presented no problems to
Camden.  The market is very limited in terms of
suppliers, but the process will be an open tender process and the
tender will be issued at the end of September and evaluated on 50%
pricing and 50% technical. The Contract Review Group have reviewed
the current specification and no significant changes are required.
The replacement CBC framework agreement will have the following
Lots, all of which will be used by Camden: Lot 1 made up of Lot 1a
Adult Fiction, Lot 1b Adult Non-fiction such that bidders
have to bid for both, Lot 2 Childrens fiction and
non-fiction, Lot 3 Audio Visual materials. Suppliers can bid for
all Lots or any combination of Lots.  The outcome
of this tender process will be known in December 2023 with
mobilisation January to March 2024.
 
Local councils have to abide by the Public
Libraries & Museums Act 1964 which makes public library
services a statutory duty for local authorities. 
The key points of this act for Camden Council is that
it must:
 

Provide a comprehensive and efficient library service for
all persons in the area that want to make use of it.
Lend books and other printed material free of charge for
those who live, work or study in the area.

 
Library materials may be borrowed, free of charge by those
that live, work, visit or study in the London Borough of
Camden. In 2022-2023 (April to March) more than 241k
physical items were borrowed from Camden Libraries and in the same
year, there were 603k visits made to Camden
Libraries. 
 
Not all of the stock fund is spent through
the CBC framework as we purchase digital resources from alternative
suppliers. Additional revenue reserves have been allocated for
24/25 and 25/26 so estimated spend through the framework over the
four-year period will be £450k. The use of the
framework provides flexibility, as Camden are not required to
commit to minimum order volumes or spend via the framework
agreement so if budgets fluctuate over the contract term this will
not pose an issue.
 
The use of the CBC framework agreement will allow Camden
to achieve discounts on the recommended retail price (RRP), this
allows Camden to maximise their purchasing power within a set
budget. The actual level of discount against RRP will be
based on the outcome of the tender exercise and the materials
purchased by Camden.
 
The procurement strategy report is being presented to the
Director of Recreation for approval in line with Contract Standing
Orders. 
 

Content

THAT the Director of Recreation approves the
procurement strategy, which is for the Council to use the Central
Buying Consortium library framework agreement, led by West Sussex
County Council. The procurement strategy for the CBC includes a
price/quality split of 50%/50% and contract term of 2 years plus 2
years of extension for an estimated aggregate value (including
extensions of £450k).