URL: https://democracy.stratford.gov.uk/ieDecisionDetails.aspx?ID=4171

Decision Maker: Head of Environmental and Operational Services

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose:

Content: To procure and award contract to SFG20.   In order to satisfy statutory compliance requirements, assets within SDC’s estate require inspection and survey on a set frequency (commonly known as Pre-Planned Maintenance, or PPM).  However, the assets that require this are not all captured, and those that have limited data recorded.  This means that the scheduling of these inspections and surveys is sporadic at best, and realistically not covering all assets that are required under statutory compliance.  This puts SDC at risk of legislative breaches that could result in financial and reputational damage should an incident occur. There is therefore the need to identify all assets within the estate that we have direct responsibility for e.g. excluding leased properties.  There is also a requirement to record the associated data, such as manufacturer, make, model, capacity, rating, condition etc. Once asset data is obtained, it can then be reviewed and the type of PPM, and frequency, determined.  Once a schedule has been created, it can be issued to market for competitive pricing with the intention of appointing a single provider.  This provider can then start to carry out the PPM’s and associated service reports / recommendations and SDC can then procure necessary repairs / maintenance / replacement. SFG20 will survey our properties (excluding open air car parks and Windsor Street car park) to identify all assets and collate associated data.  They will apply a ‘tag’ to each asset comprising a QR code, so when this is scanned, it brings up all of the associated data for the asset. SFG20 will also determine what PPM’s are needed, the associated specification and time required to complete.  It will also produce a schedule based upon the type of asset and required PPM, including the frequency.  Such frequencies can be as short as monthly, so the schedule would be too complicated for SDC to produce themselves, especially as the number of assets could be over a thousand. The PPM specifications, frequencies and associated time required will form the basis of the procurement and allow bidders to price with accuracy, realism and certainty, whilst also allowing SDC to evaluate with consistency and confidence.  This will ensure that the ‘correct’ bidder will be appointed and VFM evaluated and achieved. The data will be hosted on SFG20 cloud-based software, however, an API will be written to allow two-way transfer of data with our recently procured Computer Aided Facilities Management software, Jellyhaus.  SFG20 is a secondary system to Jellyhaus and is not intended for use as the primary mechanism for SDC to manage its assets. Of note is that as the schedules that specify the PPM’s is part of the fee proposal, it can be decided which PPM’s are carried out by in-house staff, and they will have an industry standard specification to follow to ensure compliance.  This will lead to cost savings as the quantity of PPM’s in the procurement via the market can be reduced. The procurement of this product and service is the key enabler to delivering SDC’s asset management strategy and ensure legal compliance at all times going forward. Although there are several companies in existence that offer similar products, none offer the depth and detail that SFG20 does.  For example, Smartlog provides a portal to store assets and associated data, including PPM frequency, however, it does not produce PPM schedules with associated time requirements, nor do they survey and tag assets to identify them and capture relevant data and condition. In fact, Smartlog is described as “… a user-friendly online health & safety compliance management system that allows for the monitoring and auditing of all of your health & safety policies and procedures.” Asset management is only a small part of their software and does not match SFG20 in their product offer.     1.   Award to SFG20. 2.   Aborting the project.  

Date of Decision: May 20, 2026