Content

Salford City Council – Record of
Decision
 

Detail required

Answers

Title/Description of Contracted
Service/Supply/Project

Confirm on
Demand software system

Procurement Reference numbers (DN and CR
number supplied by Procurement)

DN739607 /
S1336

Name of Successful
Contractor

Brightly (A
Siemens Company)

Supplier Registration Number

(to be supplied by Procurement

12838751

Proclass
Classification No.

(to be completed by
procurement)

270000

Type of organisation

(to be supplied by
Procurement)

Private Limited Company

Status of Organisation

(to be supplied by
Procurement)

Non-SME

Contract Value (£)

Year 1 Total £115,605.92
Year 2 Total £108,105.92
Year 3 Total £108,105.92
Year 4
£112,350.15 (optional extension)

Total contract value £ (including
extensions)

£444,167.91 total project value

Contract Duration

36 months

Contract Start Date

01/04/2025

Contract End Date

31/03/2028

Optional Extension Period 1

1 year 01/04/2028 - 31/03/2029

Optional Extension Period 2

N/A

Who will approve each Extension
Period?

Executive Director (extension <
£150k)

Contact Officer (Name &
number)

Matthew
Wylie tel. 0161 7932041

I Councillor Youd, Lead Member
for Finance and Support Services and chairman of the Procurement
Board, in exercise of the powers contained within the
Council Constitution
do hereby approve:
 

to Award the Contract for the
Confirm On Demand software system, as detailed in the table
below:

 

 

 

 

Lead Service
Group

Reform &
Transformation

How the
contract was procured?
(to be supplied by
procurement)

Direct Award/ Call
off

Framework Details (where
applicable)
(procurement body, framework
reference & title, start/ end date

G-Cloud 14

Funding
Source

Revenue Budget

Ethical Contractor (EC):
Mayor’s Employment Charter

N/A
 

EC: Committed to sign The
Mayor’s Employment Charter

N/A
 
 

EC: Committed to the principles
outlined in the Mayor’s Employment
charter

N/A
 

EC: Accredited Living Wage
Employer

Yes
 

EC: Committed to becoming
Accredited Living wage Employer

N/A
?

 
The
Reasons are:
The Confirm on Demand
application is a strategic asset management tool supporting
delivery of the highways and street scene services including
Highway Network Management, Construction Services, GMRAPS
Integration, street lighting maintenance, street cleansing, grounds
maintenance including parks and play areas.
 
The system provides a
hosted web based and desktop platform for officers to perform
routine and reactive work and a mobile app for operational teams to
utilise around the City.
 
Options considered and rejected were:
Changing supplier or
system was not considered feasible due to the resources committed
to other large scale IT projects, including the councils cloud
migration, a two
year system migration for planning and building control and a
review of the HR and finance systems (Project Genesis).
 
However, Place
customers were consulted on a re-contract and a consensus was
agreed to re-procure the Confirm system. Of relevance, was the
‘Reach Project’ – a project to improve both the
customer journey / experience for highways related transactions and
the efficiency of the related back-office processes. This project
is scheduled to commence in 2025 and the preference was to retain the
existing system and prioritise delivering the aims of the Reach
project.
 
Assessment of Risk:
In order to address
the risk of increase in software licensing costs, a full review and
analysis of the concurrent licence usage was undertaken. This
identified peak licence usage per day for both desktop and mobile
users and resulted in reduction of licences for the new contract.
The new contract also includes provision for Confirm learn –
an online staff training platform to support the services using the
application.
 
The
source of funding is:
There is provision within the
DDaT budget to fund this software and
represents a saving of £50,832.09 from the previous contract.
DDaT Place Systems cost centre
C1030.
 
Legal Advice
obtained:
Supplied by: Tony Hatton, Solicitor Group Leader,
Commercial Legal and Democratic Services, Manchester Shared Legal
Service.
When
procuring contracts for the procurement of goods, services, or the
execution of works, the Council must comply with the Public
Contracts Regulations 2015 (PCR) (for procurements which commenced
before 24th February 2025) and its own Contractual Standing Orders
(CSO’s), failing which a contract may be subject to a legal
challenge from an aggrieved provider. The proposed award of this
contract follows a selection exercise to enable a direct call-off
in accordance with the Crown Commercial Services G-Cloud 13
Framework Agreement for the confirm on demand software
system.
 
The Council
will need to have followed the procedure set out in the framework
agreement to ensure the procurement process is compliant in
accordance with the terms of the Crown Commercial G-Cloud 14
Framework Agreement. Following the selection exercise, it is
proposed to directly award the contract to Brightly for the supply
of the confirm on demand software system. The procurement
procedures appear robust and compliant with the requirements of the
Council’s CSO’s and PCR.
 
Financial Advice
obtained:
Submitted by: Paul Guest – SCC Senior
Accountant
The Confirm
software application is an essential strategic asset management
tool supporting the Place directorate in managing its assets.
Confirm is a hosted web-based application that also includes a
desktop and mobile app to enable operational staff to manage
routine and reactive work around the city, ensuring that officers
can receive and report on job requests whilst out in the City,
without having to return to the depot.
There is
provision within the DDaT budget to
fund this software.
 
Procurement Advice
obtained: Supplied by: Emma Heyes,
Category Manager, The Corporate Procurement Team
Crown Commercial Services,
GCloud 14 is a compliant framework
accessible to all public sector organisations.
 
Buyers are to ensure that they
comply with all the requirements of the call-off procedures set out
in the GCloud14 User Guide. The online digital marketplace is used
to select providers based on a buyer’s requirements and
filtering the results by using keywords to arrive at a
shortlist.
 
In this case Brightly Software
(Confirm on Demand) is the only solution that meets all of the
Council’s requirements.
 
The GCloud 14 Call-Off Order Form should be completed
to form the contract between the parties.
 
Additionally, the contract will
require sealing by legal services as the total value exceeds
£75k.
 
HR Advice
obtained: N/A
 
Climate Change Implications
obtained: N/A
 
Contact Officer: Matthew Wylie
Telephone number: 0161 7932041
 
Please delete from the bullets
below any which are not relevant:
·     
This matter is also subject to consider by the Lead
Member for Resources & Transformation. The Lead Member has been
consulted and is supportive of the proposed contract.
·     
This matter is not subject to consideration by
another Lead Member.
·     
The appropriate Scrutiny Committee to call-in the
decision is the
 
 

Signed:   Cllr J
Youd           Dated:
   28 April
2025.
           
   Lead Member
 

FOR DEMOCRATIC SERVICES USE
ONLY:
 
*          
This decision was published on 28 April 2025
*          
This decision will come in force at 4.00 p.m. on 6 May 2025
unless it is called-in in
accordance with the Decision Making
Process Rules.