Decision details
Decision to award a contract for Library Management System
Decision Maker: Director of Economy and Place (Historic)
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
Purpose:
Under the terms of the Public Libraries and
Museums Act 1964, Herefordshire Council has a statutory duty to
provide a comprehensive and efficient library service, including
the provision of ‘bibliographic and other information as may
be required by persons using it’. The delivery of library
services is managed via Herefordshire Libraries Library Management
System (LMS).
Library Management Systems provide specialist IT services for
library authorities including bespoke scripts and services specific
to individual library authorities. It integrates with the
council’s own IT systems, supplier and partners IT systems,
as well as library service hardware.
The council has made a significant investment in the current LMS
which has been crucial in delivering new online and digital library
services and developing mutually beneficial relationships with
local partners. The ongoing development of other library systems
and services is dependent on the compatibility and reliability of
the LMS.
The current maintenance contract for the LMS is on a one-year
rolling arrangement ending 30 June 2020.
In March 2018 a Decision was taken to initiate a procurement
process for a new LMS contract starting in 2020. This contract
would be for a minimum of five years to support the current and
future development of the LMS and give the potential for financial
savings.
Following this Decision, a review of service requirements and
procurement options was undertaken with the Herefordshire Council
Commercial Services team. The review included an assessment of the
current LMS and alternative products in the market place, as well
as potential costs incurred should the service move to a new system
(estimated up to £90k for additional library staffing,
equipment, training, systems, project management, support, and
resourcing).
The Framework Managed Services for Business Framework Agreement -
Y16018 provides a compliant process for the procurement of a new
LMS contract for the optimum term required which will enable the
delivery of improved library services and reduce costs by an
estimated £5k on the current annual service charge from year
two of the contract (current value up to £395k over five
years). It also offers the potential for further savings which will
be reinvested to fund service improvements.
Based on the costs to move to a new system combined with
maintenance costs of alternative systems, the best value solution
was provided by Capita.
Contact: Jon Chedgzoy, Museum, Libraries and Archives Manager Email: jchedgzoy@herefordshire.gov.uk.
Publication date: 20/07/2020
Date of decision: 20/07/2020
Accompanying Documents: