Purpose

Contract award for the Smart Lock and Booking System for the PlayZone at Whitmore Park through the Football Foundation’s Framework

Decision

That the Assistant Director of Community and Leisure and  the Solicitor to the Council permit the appointment of Clubspark Group Limited under waiver of the competitive requirements of Rule 5.8 of the authority’s Contract Procedure Rules for the smart lock and booking system for the PlayZone at Whitmore Park for the sum of £12,906.50 for a period of 10 years (plus transaction charges and fees associated with every £1,000 worth of income of £40.00 and card process fees including payment gateway processing fees of 1.5% + 20p and an application fee of 1.4% + 5p per transaction).  It is anticipated that the transaction charges and processing fees will be minimal as the PlayZone sessions will be free to book for residents, community groups and organisations that deliver activities for the community (a hire charge will be applicable for any commercial bookings).

The cost breakdown is provided below:

• System Design Proposal – Installation of a lockable access control system (inc. self-close hinges) that works in tandem with floodlights – One-off cost of £4,640
• Annual Service and Maintenance - Each access control system is to be maintained in accordance with a planned preventative maintenance schedule and code of practice. The preventative maintenance frequency for access control systems of this form is annually, that is, 12 months from the month in which the installation was completed - £598.50 per annum.  Cost for the life of the contract - £5,386.50.
• Clubspark Licence - £288.00 per annum.  Cost for the life of the contract - £2,880.00 plus transaction charges and fees associated with every £1,000 worth of income of £40.00

Card Process Fees - To ensure that Clubspark and venues/providers/local authorities are compliant with both GDPR and financial regulations, Clubspark uses certified payment providers, where transactions and application fees apply.  These equate to a payment gateway processing fee of 1.5% + 20p and an application fee of 1.4% + 5p per transaction