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.

Content

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.