Purpose

Cloudbooking is the existing Managed Workspace
Booking System (MWBS) deployed by Lincolnshire County Council. The
contract with Cloudbooking was procured through the G-Cloud12
framework; the current contract ends on 31st March 2025.

Retaining Cloudbooking
The process to procure and rollout a new contract for a MWBS will
surpass the remaining length of the existing contract with
Cloudbooking; for this reason, Cloudbooking is required to be
retained beyond 31st March 2025 to continue to manage desk
resources available to staff on LCC sites until a new long-term
MWBS contract has been established and rolled out.
The pressure for desk space on campus has increased and there is an
expectation for staff to use all resources available to them on
campus. Without Cloudbooking, staff will not have the ability to
plan their work location with their peers, and this is likely to
negatively affect the office attendance on campus.

Procuring Cloudbooking through reseller
A new contract needs to be in place with Cloudbooking to continue
using the existing MWBS for our sites. Cloudbooking is not on the
current version of G-Cloud (G-Cloud13), so LCC have considered
options and have concluded procuring Cloudbooking through the
reseller Phoenix as the most appropriate option available. Phoenix
apply a 2.5% fee on top of the contract value but this still
represents the best option. This was a recommendation from the LCC
Commercial Team and they have confirmed that no exception is
required under CPPR.

The quote from Phoenix for 1 year subscription for Cloudbooking
licences is £23,109. This covers all existing desk, parking,
and visitor management resources on Cloudbooking on campus. It is
anticipated that Spalding will come online in the next financial
year and this will increase the annual forecast to
£30,000.
Details of

Decision

To continue with the use of the Managed
Workspace Booking System via Cloudbooking Limited for 12 months
from 1st April 2025 through the reseller Phoenix.

To utilise our Software reseller contract with Phoenix Software,
who act as our broker, and who will then secure the contracts on
our behalf, which are up to the value of £30,000

This is made up of:
•Licences for the system to a value of £23,109 of which
a PO will be required for 1 April 2025
•Allowance for adding additional desks to be added to the
system at County Offices and Spalding when the Rationalisation
project is complete. PO’s will be raised as and when this is
required but will not take us over the Contract value.
•Any additional assistance required depending on business
need
The funding for this system is within the Corporate Property FM
Landlord revenue budget.