Leisure Management System

Background

The existing Leisure Management System (LMS) has been in place for some years and no longer meets the needs of the Council.

The existing Leisure System is managed in-house however we will consider both in-house and externally hosted ICT systems.

The Council requires the Leisure Management to be an Electronic Point of Sales (EPoS) cash and bookings management system to oversee its 4 facilities which currently include 1 wet and dry, 2 dry and 1 golf facility.

The LMS will be primarily a membership database which will hold details in excess of 20,000 members. A web based module is also required to allow members to book classes and courts at all sites online.

The LMS must support the use of the Council’s Smartcard (e+) which will act as a membership card for the Leisure facilities as well as many other aspects such as recycling points, reward points, library membership, bus pass etc. The Smartcards are deployed using the Smart Citizen system which acts as a single source of information for libraries, leisure etc.

The system will be implemented in a single phase which will include but is not limited to, the deployment of the new system across four sites, integration with the Council’s Smartcard system, migration from the legacy system, user acceptance testing and training of staff.

The Council requires a product needing no bespoke software development other than for items details in the specification (e.g. smartcard interface).

The system should allow modifications to the appearance of reports and templates (e.g. adding the Council’s logo).

The contract duration will be for a maximum of five years, covering an initial period of three years plus an optional extension of two years (i.e. 3 + 2).

There may be a requirement to extend the LMS system to other leisure facilities within the borough during the 5 year contractual agreement.

The Invitation to Tender documents can be downloaded directly from the South East Business Portal and should then be completed and returned to the Council. You MUST also specifically register interest on the South East Business Portal via the button at the top of the opportunity page in order to be kept informed of any changes or notifications regarding this process.

The Council will not be held responsible for not informing any organisation who has not officially registered their interest on the South East Business Portal.

The South East Business Portal is free to use for suppliers/providers and can be found on www.businessportal.southeastiep.gov.uk/; click on Opportunities, select Berkshire as a Sub Region, then select Bracknell Forest Borough Council. Finally click on the title "Leisure Management System".

*** Updated 26 March 2015 - "Appendix B Example Service Levels Final" and "LMS Questions & Answers" documents added to South East Business Portal.*** *** Updated 10 April 2015 - see below***

*** Updated 22 April 2015 - see below***

Additional information: All documents can be downloaded from the South East Business Portal as noted above.

*** Updated 10 April 2015 -"LMS Questions & Answers R2" added to SEBP. Please read document as the project dates have changed, including the closing date is now Noon on Friday, 8th May 2015.***

*** Updated 22 April 2015 -"LMS Questions & Answers R3" added to SEBP. ***