Decision details

Library Management System procurement

Decision Maker: Executive Member for Culture, Arts & Housing

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


The purpose of the report is to ask Executive Member to agree that we can move forward with the Outline Business Case and procurement of a new Library Management System.


i) That an open procurement exercise will take place to purchase a Library Management System

ii) That following a successful procurement exercise the decision to implement will be taken by Executive Member and Director

Reasons for the decision:

The current library management system contract ends in March 2025 and there is no option for extension.
Open procurement offers the opportunity to procure a system that will meet both current and future needs and offer an improved experience for staff, volunteers and customers.

Alternative options considered:

• There is no option to retain the current system as we need to re-procure to be compliant with Public Contracts Regulations 2015.
• There is a regional consortium procuring a joint system but we cannot guarantee that this will be ready for us to join in time for the end of our contract.
• There is no suitable framework in existence that we can use to procure a new system, hence the need to go to open procurement.

Publication date: 18/12/2023

Date of decision: 13/12/2023

Accompanying Documents: