Purpose

The room and resource booking system is a critical operational tool used for both internal and external bookings across the organisation. The existing contract expired in October 2025, and continuity of service is required to avoid operational disruption.

Hubstar Ltd is the incumbent supplier and owns the proprietary system currently in use. A direct award ensures service continuity, avoids the costs and risks associated with system replacement in the short term, and allows time for a future procurement exercise should this be required.

Decision

To approve the undertaking of a direct award contract to Hubstar Ltd (formerly Smartway Ltd) for the continued provision, support, and maintenance of the Council’s existing room and resource booking system, following the expiry of the previous contract in October 2025.