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Decision details

The Library and Archives Service: Procurement of Operator

Decision Maker: Executive

Decision status: Decision Made

Is Key decision?: Yes

Is subject to call in?: Yes


Purpose of Report: This report seeks authority to initiate the procurement process for the operation of the Council’s library and archives service.

The Executive will be asked to:
• Note the outcome of the consultation conducted between November 2017 and February 2018;
• Agree the key elements of the services specification for the new contract;
• Agree the financial envelope for the contract;
• Agree the process by which:
            (i)   the procurement framework will be developed and
            (ii)  the contract awarded at the end of the process.


Resolved:  (i)      That the outcome of the public consultation conducted between November 2017 and February 2018 be noted.


                   (ii)      That the key aspects of the service specification for the new contract set out in paragraphs 14 to 20 of the report be approved.


                   (iii)     That the term of the contract be 15 years, with an option for a 5 year extension.


                   (iv)    That the financial framework for the contract set out in paragraphs 21 to 30 of the report be approved.


                   (v)     That a ‘Sinking Fund’ of £147,000 per annum be established from existing budgets and used to address the council’s building maintenance liabilities over the term of the contract.


                   (vi)    That the recommended price/quality split of 40% price, 60%% quality, as set out in paragraph 35, be approved for use in the evaluation.


                   (vii)    That authority be delegated to the Director of Children, Education & Communities to:

a)   develop and implement the procurement framework as set out in the report, including establishing the final evaluation criteria and headline weightings to be used in assessing bids, and

b)   award the contract at the end of the process, provided the price is within budget.


Reason:     To enable the council to meet its statutory duty with regard to the provision of library services.

Report author: Charlie Croft

Publication date: 22/06/2018

Date of decision: 21/06/2018

Decided at meeting: 21/06/2018 - Executive

Effective from: 26/06/2018

Accompanying Documents:


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