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 2026. To maintain continuity of service and ensure compliance with Public Procurement Regulations, an extension of the contract by 12 months is necessary, with agreement of to the contract variation.

Decision

A)To extend the contract with Legend to provide the electronic Leisure Management Information System, for all three leisure facilities at Clacton, Dovercourt and Walton. This manages memberships, bookings, till functions and a range of other services essential for the management of the Council's Sports Facilities.
B)This extension is for 12 months.
C)To fund the £42,751.44 quoted by Legend to extend the contract for 12 months, from the Management of Sports Facilities Revenue Budget for the 2026/27 revenue budget, as agreed as part of the budget setting process by Full Council in February 2026 as part of the General Fund budget (General Fund Budget and Council Tax report – 2026/27).

Alternative options considered

This contract extension is due to run to 16th August 2027, consideration will be taken to allow for a transition period while LGR is implemented fully.