Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Date of Decision: September 17, 2024

Purpose:

Content: RESOLVED: Cabinet approved the spend through a direct award procurement. As the total cost for the 4 year contract will be £700,000 this is a key decision.   REASONS RESOLVED:   A 4 year contract is the most cost effective as, though it does not realise any budget savings, it will ensure costs for the platform and epress (newspaper and magazine provision) are frozen at the year 1 price for the duration of the contract avoiding any costs of year on year inflationary uplift. Moving to a single 4 year contract will be much more efficient as currently officers from libraries and the procurement team are managing 3 contracts for all e-lending resources. Currently these contracts are re-procured annually with no benefit in doing so. Customers will receive the maximum benefit from a single, consolidated e-lending platform providing access to e-books, e-audiobooks, e-newspapers and e-magazines all of which are currently accessed through separate platforms and separate logins. Borrowbox is by far the most popular of the platforms with our customers. Existing stock that we own on current platforms will either be provided by the new supplier or credit given to purchase new stock to the same value as part of the contract.   ALTERNATIVE OPTIONS: Currently much officer time is wasted on the re-procurement and managing of multiple supplier contracts. Moving to a single 4 year contract with one provider will be much more efficient and will save capacity within service and the procurement team. There has been little benefit in regularly re-procuring in the past as certain suppliers have had a monopoly on certain resources. This is no longer the case.