Purpose

Summary

This report seeks approval from the Interim Chief Executive to award a contract for the licences and associated management to continue to access the Brightly Software Confirm Highways Asset Management System (HAMS). The contract scheduled to commence on 24 November 2024 for a period of 5 years with the potential to extend by a further 2 years at the Council’s sole discretion.

The current highways asset management system and associated licence arrangements were procured through the Crown Commercial Services (CCS) G-Cloud 11 Framework with the contract commencing 24 November 2020 with the system going live 1 April 2021. The G-Cloud 11 Framework has a duration of 2 years plus an additional 2 years (in 1-year increments) to a maximum of 4 years ending 24 November 2024 which the Council elected to access. There is no option to extend the contract further.

The route to market has been assessed in conjunction with the Council’s Legal and Procurement Teams and the recommended procurement option is to award a contract to Softcat PLC in order to access the Brightly Software through the Kent County Supplies (KCS) Procurement Services (a division of Kent County Council) National Framework for the Supply of Software Products and Associated Services.

Decisions

1.    To approve an award to Softcat PLC through the KCS Procurement Services contract, incorporating the terms of the KCS Framework, under the direct award procedure at £1,415,976.30 plus VAT.

2.    To provide the authority to the Director of Highways and Transportation to implement the required KCS Procurement Services Framework contract requirements and deliver the associated monitoring arrangements.

3.    To provide authority to officers, in line with the scheme of delegation and in consultation with the Executive Director Environment, to approve and instruct changes in accordance with the KCS Procurement Services Framework contract, including invoking the extension clause subject to both Softcat PLC and Brightly Software meeting the terms of the contract.