Decision

Following a procurement exercise carried out through the Government Commercial Agency G-Cloud 14 framework (reference DN816297) Lot 2 Cloud Software, the Director of Corporate Services has decided to award a contract for a term of three years, with the option to extend for a further year with effect from 3rd August 2026 to Spektrix Limited to provide the ticketing and box office software used by the Floral Pavilion Theatre.
Based on forecast annual ticket sales of £4 million per year, the estimated value of the three-year contract plus extension (4 years in total) is £301,528.92 net of VAT. The final amount payable will vary depending on actual ticket sales, in accordance with the contract pricing mechanism.

Reasons for the decision

Floral Pavilion Theatre requires a robust, secure and fully supported ticketing and box office system to manage ticket sales, customer relationship management, memberships, fundraising activity, reporting and operational functions.
A procurement exercise was undertaken through the Government Commercial Service G-Cloud 14 framework (reference DN816297) to identify the supplier that offered the best overall combination of quality, functionality and value for money that met the operational, technical and business requirements of the venue.
Following evaluation of available suppliers, Spektrix Limited achieved the highest overall score and demonstrated the best combination of functionality, usability, sector experience, implementation support and value for money. The contract award will ensure continuity of service and support the ongoing operation and development of Floral Pavilion Theatre.

Alternative options considered

•Do Nothing – This option was rejected as it would risk disruption to box office operations and could adversely affect ticket sales, customer service, financial reporting and business continuity.
•Procure an Alternative Supplier – Alternative suppliers available through the G-Cloud 14 framework were considered and evaluated as part of the procurement exercise. However, they achieved lower evaluation scores against the Council's requirements and assessment criteria than Spektrix Limited. The award to Spektrix Limited was therefore determined to provide the best overall value for money.