Decision details

Decision made to purchase an existing ICT software system.
Confirm software is used to keep digital records of council assets. Records against any given asset include maintenance undertaken on the asset, the condition of the asset when inspected, public enquiries raised against the asset, and any street works or licence permits granted or refused against the asset. From the information gathered in Confirm we can predict the best time within an assets life to repair/replace it before it becomes costly and a danger to the public. Inspections and repairs on an asset are date stamped and evidenced photographically within Confirm which provide essential information for insurance claims in court.
Accessing Confirm on mobile devices has saved staff the doublehanding task of returning to the office and typing up their on-site work for the day. Most assets have an interest for multiple teams within the council and, by using Confirm as a single source system, duplicated or out of sync records between different teams have been removed. I.e., everyone sees the same picture and everyone has access to the information.
Confirm is critical for several teams to meet statutory duties and reporting. These include but are not limited to: Highways receiving and responding to public enquires under its duties of section 41 of the Highways Act. Bridge Condition Indicator scores submitted annually to Whole Government Accounts. Energy Extract report of all the council’s highway electrical assets to Western Power Distribution. Statutory export of National Street Gazetteer records monthly.

Approval for the extension of the existing Confirm software G-Cloud contract into the optional 4th year.
Confirm is the asset management and maintenance reporting software used by teams across the Growth and Regeneration directorate. The existing contract was procured in December 2020, via the G-cloud platform. We are in the 3rd year of a 4 year (2 + 1 + 1) G-cloud contract with Brightly to provide us with the Confirm software. To ensure the continuation of this critical service, we have approved activation of the final 12 month extension of the contract. The 4th year of the contract will run from 1st February 2024 to 31st January 2025.

Option 1 - Do nothing option rejected. Allow the current contract to expire. Asset register and business as usual processes would be lost. Bristol City Council would be unable to meet statutory requirement for maintaining and recording repairs to assets, reporting energy usage to the national grid and providing evidence for court claims against the council.
Option 2 -
Option 3 -