Purpose

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 1st 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.

Decision

RECORD OF OFFICER EXECUTIVE DECISION

 

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
1st 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

 
I certify that this is a true
record of the executive decision to approve the contract award for the
supply and service of library
books.
 
Signed by the
Decision Maker  
Dated:         
28/07/23

Name:         
Paul Woodcock                           
Job Title:     Strategic Director