Purpose

The reasons for a contract extension are as
follows:
? The continuation of an essential service within the prison
service.
? Gives assurance of further employment to Council Staff to April
2026, by which time a new contract should be in place.
? Continuation of positive and valued working relationship with our
local custodial institutions.
? Neutral cost to Council. Staff costs and book purchases paid for
by HMPPS.
? Provides time for Culture Services management to engage with a
national programme of contract renewal with prison library
services, against a backdrop of changing contract schedules and
requirements, changes to prison regimes and also ongoing cost
pressures.

Prison library services across England have been negotiating for
improved terms, including a better financial uplift from the
Ministry of Justice (MoJ), and certainties on specific issues such
as KPIs and new VAT costs (which will not be added to the cost of
running prison libraries).

Once the Officer Decision Record is approved, the service will
engage with Legal and Procurement services to ensure the extension
is managed effectively.

Content

To approve the extension of an existing
contract to provide library services on behalf of HMP Lindholme,
HMP Moorland HMP Hatfield and The Lakes. The Lakes site forms part
of Hatfield
with one Governing Governor so it operates under the umbrella of
Hatfield.

We are allocated one budget for Hatfield to cover costs for library
services at Hatfield and the Lakes and this is split to cover costs
of service provision at each site. Extension date from expiry date
of the contract will be 1st of April 2025 to the 31st of March
2026.

Costs to date for 2025-2026 are totalling £285,171 across
prison library sites (Moorlands, Lindholme, Hatfield and the
Lakes). Costs include the staff for the libraries and purchases of
new books.

The proposed 2025-26 budgets per site are as follows:
HMP Hatfield & The Lakes combined and split -
£65,465.82
HMP Lindholme - £116,663.60
HMP Moorland - £114,932.91

Total £297,06.51
All costs are paid for by His Majesty’s Prisons and Probation
Services (HMPPS).

Alternative options considered

Allow termination of contract. This is not a
viable option. The library service contributes to the wider
education and skills programme within prisons, can form part of
OFSTED reviews of learning provisions, and a lack of provision
would likely be challengeable on a legal basis by the prisoner
community. There is no viable alternative provider, and where there
are other commercial providers, these do not provide the same level
of established range and quality of provisions as provided by City
of Doncaster Council’s library service officers.

? Termination or alternative solutions are therefore rejected on
the basis of a need to continue delivery of service, which cannot
be easily sourced elsewhere by HMPPS, and with a smooth transition
as possible to a new contract position in 2026-27.

? Termination or alternative is also rejected on the basis that
continuation of contract also allows continuation of employment up
to 2026-27 for Council staff, and ahead of any longer term
negotiated position.