Purpose

This report is recommending a
strategy for the re-procurement of a Streets Asset Management
System through the government digital marketplace framework,
G-Cloud 14. The current G-Cloud 12 contract for the council’s
asset management system is with Brightly using their system,
Confirm. Confirm is an asset management system used primarily by
Highways, Playgrounds and Trees teams on a rolling annual contract
since 2018. The system was procured to coincide with start of
‘Next Generation of Highways Contract’ delivered by FM
Conway. The current G-Cloud contract with Brightly ends on 30
September 2025. 
 
From 1 October 2025, the
council will need to ensure that there is a solution to maintain
business continuity. It is also worth noting that a change from the
existing asset management software system, Confirm, would require
at least 18 months to migrate data and processes to a new system.
There are other alternative software providers via the G-Cloud
framework, however, the internal cost will be greatly reduced by
retaining the same system by means of a framework call off. The
benefits of re-procuring the existing asset management software
solution, Confirm, through the new G-Cloud 14, are outlined
below. 
 

Content

For the reasons as detailed in
the report, the Director of Streets and Environment is
AGREED:
 
To approve the procurement
strategy which will lead to a contract award for a 3+1 year contract for Streets Asset Management
System using a call-off contract under the government digital
marketplace framework, G-Cloud 14 with the existing supplier
Confirm by Brightly, from 1 October 2025, at an estimated total
cost of £717,875 over the 4 years. 
 

Reasons for the decision

The Streets Asset Management
System, Confirm by Brightly, has been in use since 2018 to support
the Council’s operational delivery of Highways, Playgrounds
and Trees and Woodlands work. The current contract expires at the
end of September 2025. A new contract is recommended to be procured
for this service with the same supplier, Brightly, under the G-
Cloud procurement framework. The new contract will start 1 Oct
2025 

Alternative options considered

Procuring via open competition
was considered, however, the main suppliers of Asset Management
software are available via the G-Cloud framework. It is therefore
recommended to procure the services via the G-Cloud framework using
the direct award ability under the
framework.  
 
Alternative options include
procuring other cheaper suppliers via the G-Cloud framework,
however, the cost saving could be used up by paying for the data
within the existing system to be migrated to a new system, staff
training, setting up the new system to work with Croydon Councils
systems, decommissioning the existing system, integration with
other Council customer facing systems such as ‘Love Clean
Streets’, etc.