Decision details

Procurement of booking system hosting and licensing

Decision Maker: Lead Specialist for ICT

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


Procurement of booking system services to continue to supply a facility management module for room, vehicle and space booking at the Council.

Reasons for the decision:

The Council's existing agreement expires on 30th June 2024. The Council continues to require a room, vehicle and space booking platform.

Alternative options considered:

The remaining module of this system provides a room, vehicle and space booking platform used by the Council and other building tenants. The Council has been exploring use of calendar functionality included as part of its current Microsoft user licensing. This project has yet to commence due to other project priorities, but this is expected to provide similar functionality at no additional cost to the Council.

For this reason other commercial options were not considered at this time, as better value for money is expected from migrating to Microsoft calendar functionality that is included within existing licensing.

Source of Authority to take Decision:

Council Constitution dated 15th May 2024, Part 3, Page 3-42, paragraph 2(c):


2. To undertake the day-to-day management and operation of staff reporting to them and of the premises and services for which they are responsible in accordance with the policies and procedures laid down by the Council, including:

(c) entering into contracts (in consultation with the relevant Lead Councillor where the value is above £200,000), memoranda of understanding or other arrangements

Publication date: 04/06/2024

Date of decision: 04/06/2024