URL: https://democracy.croydon.gov.uk/ieDecisionDetails.aspx?ID=2552

Decision Maker: Director of Streets and Environment

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

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: 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.    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.    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  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.    

Date of Decision: August 7, 2025