Purpose

The report sought approval to extend the contract for the supply and servicing of library stock for a further two years as detailed in the original PID.  A tender process (further-competition) for the supply and servicing of library stock was undertaken in 2023 by Rotherham Council working on behalf of North West Libraries Procurement Consortium (NWLPC), and Yorkshire Book Consortium (YBC).  Library authorities in the North West and Yorkshire were listed in the tender documents as potential users of the awarded call-off contracts.

Approval was granted for Tameside Libraries, as part of North West Libraries Procurement Consortium, to utilise the call-off contracts awarded for the supply of stock to Peters Ltd and Askews and Holts Library Services Ltd, with effect from 1 August 2023- 31 July 2026 with the option of a further 2 x 1 year extensions.  As a joint procurement with a number of other authorities the cost was significantly cheaper than if we were to procure separately.  The had procured library stock this way for a number of years.  The current contracts expire 31 July 2026.

Permission is sought to implement the option to extend the contract by 2 years.

Decision

RESOLVED

That Tameside Libraries continue to participate in contracts awarded from the procurement process undertaken by Rotherham Council on behalf of the North West Libraries Purchasing Consortium (NWLPC) and the Yorkshire Book Consortium (YBC) in 2023, by implementing the contract option to extend by 2 years with effect from 1 August 2026.

Alternative options considered

To leave the consortium and undertake an independent procurement exercise separate from the consortiums.  This option would be far more expensive.

To extend the contracts by 1 year in 2026 then by another 1 year in 2027.  The option of 2 x1 year extensions is provided for in the contract but would incur more administrative costs and put us out of step with all other participating authorities.