Shaping the future of library services 2023

Libraries are an important community asset and involve a lot more than books. From places to meet others, learn new skills and get involved in activities at all ages, libraries play a special and unique role in peoples lives.

To make sure we continue to enjoy a progressive and successful library service for many years to come, Suffolk County Council is re-procuring the library service and would like to invite you to have your say to make sure our libraries continue to be fit for the future.

In 2012, a new independent charity entitled Suffolk’s Libraries Industrial and Provident Society (IPS) Limited, was formed. The Suffolk’s Libraries IPS Limited manages all fixed libraries and mobile libraries, while Suffolk County Council remains the statutory library authority with responsibility for funding and monitoring the library service.

As part of the ongoing management and contractual arrangements that were established in 2012, we have now reached the stage where the council's contract with Suffolk's Libraries IPS Limited is coming to an end and therefore a new contract must be awarded from June 2025. The term of the contract will be 6 years, with the option to extend for a further 6 years

This is an opportunity to understand what makes libraries such an important aspect of our communities, setting out what we want from libraries in the future and how we can continue to build on their success over the coming years.

Suffolk’s libraries include the following:

• 45 fixed library buildings
• Three mobile libraries
• Three pop-up libraries (community funded)

As a largely rural county, it’s important that everyone in Suffolk has an opportunity to access library services, wherever they live. At the same time, libraries continue to provide a core role so that people can enjoy reading (in many formats), plus a space to go online, meet others and take part in many different groups and activities.

Why is the County Council going out to tender?

The contract with our current provider, Suffolk’s Libraries Industrial and Provident Society (IPS) Limited, ends in May 2025. To make sure we continue to enjoy a progressive and successful library service for many years to come, the council will be undertaking a competitive procurement process ahead of offering a new contract to deliver the county’s library services, from June 2025 and beyond.

It is an opportunity to:

• test the market and identify the most advantageous provider for our library service
• ensure value for money for the taxpayer
• undertake public consultation on the future of the library service, and the mobile library vans that are due for replacement.

Why can’t you give the contract to Suffolk’s Libraries IPS Limited?

Due to the value of the new contract (Circa £80m over 12 years), the Public Contracts Regulations require that the Council undertake a competitive procurement.

This will allow us to test the current market to ensure we are providing the best value for money for our residents.

It also gives us an opportunity to consult with residents about what they would like to see from their library services. This feedback will be used to inform the requirements and future development of the new service.

How long will the new contract be?

6 years + with the option to extend for a further 6 years.

Are you going to cut the budget?

No. At The Cabinet meeting on 11 July 2023 the County Council agreed to increase the budget from £5.9m per year to £6.8m per year, making the contract worth a total of circa £80 million over the 12 year period. The increase takes into account increased service costs, management of the library outreach service and to allow for innovation in future years

Is the intention to cut services?

The council is committed to retaining libraries at 45 locations as in the current service. The public consultation asks about service preferences for the outreach service so we know if needs are changing and if we need to consider how these can most efficiently be met. There is no intention to cut services, only to consider if there are more efficient ways of delivering what people need in the future.

Are you going to shut any libraries?

The council is committed to retaining libraries at 45 locations as in the current service.

Are you going to change the timings of mobile library stops?

Mobile library stops are continually under review. Any changes to services in particular locations would be subject to public consultation with the community.

What happens after the public consultation?

The results of the public consultation will be analysed and a report prepared that will be presented to Suffolk County Council’s Cabinet in March 2024, when they consider the content of the tender specification.

If you change provider, will staff change?

TUPE ('Transfer of Undertakings (Protection of Employment)) will apply, meaning that if there is a change in provider the existing staff will be transferred to the new provider.

What if want to respond in a different language?

The questionnaire has been translated into

• Romanian
• Portuguese
• Arabic

If you, or someone you know, needs an interpreter to access the background information and questionnaire, this can be provided free of charge.

To arrange this please phone 0345 606 6067 or email libraries.consultation@suffolk.gov.uk to let us know what your first language is. We will then arrange for someone to take you through the questionnaire in your own language or provide a translated text version.

Have you considered the barriers people might face in engaging in the public consultation?

The Equalities Impact Assessment has been updated following engagement with over 30 organisations on the how we can overcome barriers to engagement in the public consultation for those with the 9 Protected Characteristics (Disability, gender, age, gender reassignment, sexual orientation, race, religion or belief, marriage/civil partnership, maternity and pregnancy). In Suffolk consideration is also given to rurality and socio-economic disadvantage.

It will be updated again when the results of the survey have been analysed and proposals for the way forward for the library procurement are presented to Suffolk County Council’s Cabinet in March 2024.

An Equality Impact Assessment (EIA) screening helps to demonstrate how the Council meets its statutory Public Sector Equality Duty. It requires us to pay “due regard” to the impact of our decision on people with protected characteristics in setting and implementing policies or developing services.

The EIA presented to The Cabinet on 11 July 2023 with the Library Procurement paper has been updated following engagement with over 30 organisations asking about barriers to engagement for those with protected characteristics.

The updated EIA also considers the impact of the questions asked in the consultation on the protected characteristics. It will be further updated after the consultation and will be presented to the Cabinet with the consultation report in March 2024.

Posters

You can download the consultation posters below:

Library building

• English consultation poster - library building
• Polish consultation poster - library building
• Ukrainian consultation poster - library building
• Portuguese consultation poster - library building
• Romanian consultation poster - library building
• Urdu consultation poster - library building

Mobile libraries 

• English consultation poster - mobile libraries
• Polish consultation poster - mobile libraries 
• Ukrainian consultation poster - mobile libraries 
• Portuguese consultation poster - mobile libraries 
• Romanian consultation poster - mobile libraries 
• Urdu consultation poster - mobile libraries

Email signatures

You can download the images below and add them to your email signature.

• Email signature - wild reads
• Email signature - Sudbury library
• Email signature - non-fiction
• Email signature - mobile library
• Email signature - children's area