Purchase Order Librarian in United Kingdom Birmingham –Free Word Template Download with AI
PO Reference: PO-BHM-2025-04782
Librarian Professional Services Procurement
City of Birmingham, West Midlands, United Kingdom
Date of Issue: 14 June 2025
Purchasing Authority (Buyer)
Birmingham City Council
Libraries and Cultural Services Division
100 New Street
Birmingham, B2 4QA
United Kingdom
Contact: Procurement Office
Email: [email protected]
Telephone: +44 (0)121 303 1000
Supplier / Service Provider
West Midlands Library Professionals Ltd.
Registered Office: 42 Corporation Street
Birmingham, B4 7AT
United Kingdom
Company Reg. No: 09876543
VAT No: GB 123 4567 89
Contact: Contracts Manager
Email: [email protected]
Telephone: +44 (0)121 456 7890
This Purchase Order is issued by Birmingham City Council, acting as the purchasing authority for the City of Birmingham in the United Kingdom, to procure the professional services of a qualified Librarian for a fixed-term engagement. This Purchase Order governs all terms, conditions, deliverables, and financial obligations associated with the engagement of the Librarian. The Librarian shall be responsible for the management, curation, and operational oversight of the Birmingham Central Library collection, as well as the coordination of community literacy programmes across the United Kingdom Birmingham metropolitan area.
The Librarian engaged under this Purchase Order shall perform the following duties and responsibilities within the United Kingdom Birmingham library network:
- Full management and cataloguing of the Birmingham Central Library collection, comprising approximately 1.2 million physical and digital items, in accordance with the Library of Congress Classification system and British Standards Institution (BSI) guidelines.
- Development and implementation of community outreach programmes targeting underserved populations in the United Kingdom Birmingham area, including the wards of Erdington, Selly Oak, and Harborne.
- Supervision of a team of no fewer than twelve (12) assistant librarians and library technicians operating across three branch locations in Birmingham, United Kingdom.
- Coordination of inter-library loan agreements with the British Library, the Bodleian Library in Oxford, and the National Library of Scotland to expand access for Birmingham residents.
- Annual budget planning and procurement recommendations for new acquisitions, digital infrastructure upgrades, and conservation materials, submitted to the Birmingham City Council Finance Committee.
- Compliance with the UK Copyright, Designs and Patents Act 1988 and all applicable data protection regulations under the UK General Data Protection Regulation (UK GDPR) in the handling of patron records.
| Item No. | Description | Quantity | Unit Rate (GBP) | Total (GBP) |
|---|---|---|---|---|
| 01 | Senior Librarian – Professional Services (12-month contract, 37.5 hrs/week) | 1 | 58,400.00 | 58,400.00 |
| 02 | Specialist Training – Digital Cataloguing Systems (ILS/OPAC migration) | 1 | 4,250.00 | 4,250.00 |
| 03 | Professional Membership – Chartered Institute of Library and Information Professionals (CILIP), annual | 1 | 320.00 | 320.00 |
| 04 | Library Management Software Licence – Annual Subscription (Birmingham network, 3 sites) | 3 | 2,800.00 | 8,400.00 |
| 05 | Conservation and Preservation Equipment Package (acid-free storage, humidity monitors) | 1 | 6,750.00 | 6,750.00 |
| 06 | Community Programme Materials – Literacy and Digital Inclusion (annual supply) | 1 | 3,180.00 | 3,180.00 |
| Subtotal (GBP) | 81,300.00 | |||
| VAT @ 20% (GBP) | 16,260.00 | |||
| Grand Total (GBP) | 97,560.00 | |||
Payment under this Purchase Order shall be made in accordance with the following schedule. The Purchasing Authority, Birmingham City Council, shall issue payment via BACS transfer to the Supplier's designated bank account within the United Kingdom. Invoices must reference Purchase Order number PO-BHM-2025-04782 to ensure correct allocation.
- 50% Advance Payment: GBP 48,780.00 (inclusive of VAT) due within fourteen (14) calendar days of the Supplier's written acceptance of this Purchase Order.
- 25% Milestone Payment: GBP 24,390.00 (inclusive of VAT) due upon completion of the digital cataloguing migration and ILIS/OPAC system integration, to be certified by the Birmingham City Council IT Services Division.
- 25% Final Payment: GBP 24,390.00 (inclusive of VAT) due within thirty (30) calendar days of the successful completion of the twelve-month Librarian engagement period and submission of the final annual report to the Council.
The Librarian shall commence duties no later than 1 September 2025 at the Birmingham Central Library, 100 New Street, Birmingham, B2 4QA, United Kingdom. All equipment, software licences, and conservation materials listed in Section 3 shall be delivered to the designated site no later than 25 August 2025. The Supplier is responsible for all logistics, insurance in transit, and installation within the United Kingdom Birmingham premises.
- This Purchase Order is governed by the laws of England and Wales. Any disputes arising from this Purchase Order shall be subject to the exclusive jurisdiction of the courts of Birmingham, United Kingdom.
- The Librarian engaged under this Purchase Order must hold a minimum of a Master's degree in Library and Information Science (MSc LIS) or equivalent, and must be a registered member of the Chartered Institute of Library and Information Professionals (CILIP).
- The Supplier warrants that the Librarian shall comply with all Birmingham City Council policies, including the Equality and Diversity Policy, Health and Safety at Work Act 1974 obligations, and the Council's Code of Conduct for contracted professionals.
- Either party may terminate this Purchase Order with thirty (30) days' written notice. In the event of termination, the Purchasing Authority shall be liable only for services rendered and materials delivered up to the date of termination.
- All intellectual property created by the Librarian in the course of this engagement, including programme materials, cataloguing records, and community reports, shall vest in Birmingham City Council upon payment in full.
- The Supplier shall maintain professional indemnity insurance of no less than GBP 5,000,000 and public liability insurance of no less than GBP 10,000,000 for the duration of this Purchase Order.
- This Purchase Order does not constitute a permanent employment contract. The Librarian is engaged as a contracted professional service provider and shall not be deemed an employee of Birmingham City Council for the purposes of the Employment Rights Act 1996.
This Purchase Order becomes binding upon written acceptance by both parties. The Supplier's acceptance shall be communicated in writing to the Birmingham City Council Procurement Office within ten (10) business days of the date of issue. Failure to respond within this period shall be construed as rejection of this Purchase Order.
For and on behalf of Birmingham City Council (Purchasing Authority)
Name: ______________________________
Title: Head of Procurement, Libraries & Cultural Services
Signature: ______________________________
Date: ______________________________
For and on behalf of West Midlands Library Professionals Ltd. (Supplier)
Name: ______________________________
Title: Contracts Manager
Signature: ______________________________
Date: ______________________________
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