Decision details

North Yorkshire Council (NYC) has an existing contract with Calder Conferences Limited for the booking of external venues via the Crown Commercial Services (CCS) framework (Public Sector Travel and Venue Solutions 5 Framework – RM6217) which is due to expire 13th March 2025.

It is the recommendation to Direct Award the contract for External Venues to Calder Conferences via the CCS Framework (Travel, Transport, Accommodation and Venue Solutions RM6342 Lot 3. Framework Start Date: 01/10/2024 End Date: 30/09/2027). The contract will be in place for up to three years on a 2+1 basis. Calder Conferences are the only supplier on this Lot.

To Direct Award the contract for External Venues to Calder Conferences via the CCS Framework (Travel, Transport, Accommodation and Venue Solutions RM6342 Lot 3. Framework Start Date: 01/10/2024 End Date: 30/09/2027). The contract will be in place for up to three years on a 2+1 basis.

CCS state that Direct Award is a compliant option and is permitted if:
• you develop a clear Statement of Requirements
• your requirements can be met by the suppliers’ catalogues and the description in Call-Off Schedule 20 (Specification) and Framework Schedule 6A Order Form Template (Direct Award) / Framework Schedule 6 Lot 3 Order Form Template
• all the terms of the proposed Call-Off Contract are laid down in Framework Contract and do not require amendment or any supplementary terms and conditions.

Entering into this framework ensures access to external venues where no internal, Council owned venue is available. Using a managed service provider for both training and meeting use allows NYC to access hundreds of venues across the County ranging from community based or voluntary sector facilities to hotels and larger venues where meeting attendance exceeds internal capacity.

The Council’s requirements can be met by this Framework, with Calders Conferences being the only supplier in Lot 3. The use of a Direct Award via the new CCS Framework is seen as the most viable route to contract again with Calder Conferences for a 2+1 year term. Speed to market, continuity of service and minimising impact on resources are all considered to be key factors in the procurement approach taken.

Since Local Government Reorganisation work has been ongoing to rationalise the Council’s property portfolio and bring together the assets across the County. Managing the booking service internally has previously been considered but discounted for a number of reasons.
It is clear that there is currently insufficient resource in place to progress this option further given how resource intensive this would be for Legal, Procurement and Service Areas.

Opting for procurement through a CCS Frameworks ensures NYC stays compliant with procurement regulations, saves time and helps get better value for money.