Agenda item

11.1

The Interim Head of Libraries, Archives and Information Service introduced the report which sought authority to continue to commission library books and other materials, for Sheffield Libraries Archives and Information Service, for the next 3 years until 2026/2027 via a joint arrangement with the North-West and Yorkshire Book Consortium (NW&YBC).

11.2

RESOLVED UNANIMOUSLY: That the Communities. Parks and Leisure Policy Committee:-

1.     Approve the commissioning and purchase of library books and other materials for the next 3 years until 2026/2027 through a joint arrangement with the North-West and Yorkshire Book Consortium (NW&YBC).

11.3

Reasons for Decision

11.3.1

Joining together with the 36 Authorities in the consortium, will ensure that we obtain optimum discounts and efficiencies leading to best value.

11.3.2

Options for the Council to purchase books and materials outside of the consortium are unlikely to secure the terms and discounts that would be on offer as part of a wider collaborative group. Additional costs would be incurred in resourcing any process and significant officer time would also be required.

11.3.3

It is essential that the Library Service continues to be able to provide a regular supply of new library books and other materials to our customers, both adult and children. Not having a mechanism for purchasing books and materials is not an option due to our statutory duty.

11.3.4

The current contracts run out on 31st May 2023. Usual practice is to order books 3 months in advance, so new orders must be placed promptly to avoid delay and meet the expectations of our customers.

11.4

Alternatives Considered and Rejected

11.4.1

A separate independent process by SCC would involve additional workload and costs and the likelihood of less favourable prices and terms. In previous exercises, the terms/costs achieved by the consortium framework were possible because of the number of participating authorities and the economies of scale in tendering.

11.4.2

Not having a mechanism for purchasing books and materials is not an Page 57 Page 6 of 6 option due to our statutory duty.

11.1

The Interim Head of Libraries, Archives and Information Service introduced the report which sought authority to continue to commission library books and other materials, for Sheffield Libraries Archives and Information Service, for the next 3 years until 2026/2027 via a joint arrangement with the North-West and Yorkshire Book Consortium (NW&YBC).

11.2

RESOLVED UNANIMOUSLY: That the Communities. Parks and Leisure Policy Committee:-

1.     Approve the commissioning and purchase of library books and other materials for the next 3 years until 2026/2027 through a joint arrangement with the North-West and Yorkshire Book Consortium (NW&YBC).

11.3

Reasons for Decision

11.3.1

Joining together with the 36 Authorities in the consortium, will ensure that we obtain optimum discounts and efficiencies leading to best value.

11.3.2

Options for the Council to purchase books and materials outside of the consortium are unlikely to secure the terms and discounts that would be on offer as part of a wider collaborative group. Additional costs would be incurred in resourcing any process and significant officer time would also be required.

11.3.3

It is essential that the Library Service continues to be able to provide a regular supply of new library books and other materials to our customers, both adult and children. Not having a mechanism for purchasing books and materials is not an option due to our statutory duty.

11.3.4

The current contracts run out on 31st May 2023. Usual practice is to order books 3 months in advance, so new orders must be placed promptly to avoid delay and meet the expectations of our customers.

11.4

Alternatives Considered and Rejected

11.4.1

A separate independent process by SCC would involve additional workload and costs and the likelihood of less favourable prices and terms. In previous exercises, the terms/costs achieved by the consortium framework were possible because of the number of participating authorities and the economies of scale in tendering.

11.4.2

Not having a mechanism for purchasing books and materials is not an Page 57 Page 6 of 6 option due to our statutory duty.