Purpose

In consultation with and supported by Essex County Council's Procurement team and the Council's IT department, a procurement exercise was completed under the G-Cloud 13 Framework in 2023.
The contract under the G-Cloud Framework initially had a term of two years, with options to extend for an additional 12 months, followed by another 12 months. As part of the procurement process and subsequent concurrence dated 16 February 2023 (KC/0000011/2), 'Legend Software' was appointed to provide the electronic Leisure Management Information System.
Legend Software offers a fully integrated digital solution for the Council's leisure centre customers, including an online service and app that enhances the user-friendly self-service experience.
The contract with Legend Software is scheduled to end in August 2025. To maintain continuity of service and ensure compliance with Public Procurement Regulations, an extension of the contract by 12 months is necessary.

Decision

The Portfolio Holder for Leisure and Public Realm concurs with the Sport and Leisure Operations Manager to:
A) To extend the contract with the appoint 'Legend Software' to provide the electronic Leisure Management Information System, which will serve all three leisure facilities at Clacton, Dovercourt and Walton. This will manage memberships, bookings, till functions and a range of other services essential for the management of the Council's Sports Facilities.
B) To fund Legend ongoing monthly fees: £3,647 / £43,764 per year, from the Management of Sports Facilities Revenue Budget for the 2025/26 revenue budget, as agreed as part of the budget setting process by Full Council in February 2025 as part of the General Fund budget (General Fund Budget and Council Tax report – 2025/26).

Alternative options considered

If the contract is not extended, the three facilities will lack a leisure management system, and re-procurement will take considerable time. Moreover, transferring systems will require extensive planning. Considering LGR and Devolution, extending the contract now allows for understanding the broader context before proceeding with full procurement.