Purpose

Request Executive approval to
procure a corporate Geographic Information System
(GIS) 

Content

RESOLVED

 

KEY DECISION

 

That the Executive:

 

i)     Approved the commencement of the procurement
process to purchase and implement a new, unified, cloud-based
Geographic Information System (GIS) for North Northamptonshire
Council in line with Option 3 outlined at 3.3 of this
report.

 

ii)    Delegated authority to the Assistant Chief
Executive in consultation with the relevant Executive member, to
take any further decisions and/or actions required to conclude the
procurement and implementation of the new GIS system.

 

iii) Approved the commencement of the procurement
process to purchase and implement a new, unified, cloud-based
Geographic Information System (GIS) for North Northamptonshire
Council.

 

iv) Noted
the revenue and capital implications associated with the transition
to a single GIS platform, as outlined in this report.

 

v)  Endorsed the approach to consolidate existing
GIS instances and to ensure the new solution aligns with the
Council’s digital transformation and data-driven
objectives.

 

 

Reason for Recommendations: The
total value of the procurement will exceed the £500,000 key
decision threshold and therefore requires Executive approval. The
recommended course of action will enable the Council to address the
limitations of the current fragmented GIS environment, improve
service delivery, and support statutory and operational
requirements. A unified GIS will provide a robust, scalable, and
future-proof platform, delivering efficiencies, and enhanced
capabilities for both staff and residents. This approach is
consistent with the Council’s strategic priorities and
commitment to modern, efficient public services.

 

Alternative Option Considered: In
developing this business case, several alternative options for
delivering GIS services were evaluated. Each option was assessed
for its ability to meet statutory requirements, support operational
needs, and align with the Council’s strategic
objectives.

 

Option 1: Do
Nothing

This option would involve
continuing with the existing fragmented GIS infrastructure and
support arrangements. While it avoids immediate change, it would
result in significant risks, including the inability to extend
current contracts beyond their expiry dates, loss of access to
critical data and mapping capabilities, and failure to meet
statutory obligations. Service continuity and efficiency would be
compromised, and the Council would not realise the benefits of a
unified, modern GIS platform. This option is not
recommended.

 

Option 2:
Continue with ESRI under a New Contract

By choosing this option,
disruption is kept to a minimum, and staff can continue using a
familiar system. Because it relies on existing expertise, it is the
most cost-effective approach, avoiding additional costs and
reducing the need for extra training or a complex transition.
Extending the current GIS contract brings advantages, including
less disruption and stable expenses. However, we acknowledge that
our use of ESRI technology has become lengthy, and to comply with
council procurement procedures, we will seek new technology through
a competitive process.

 

Option 3:
Competitive Market Procurement for a Fully Cloud-Based
Solution
This option involves going out to
the market to procure a new, cloud-based GIS solution. It allows
for competitive bidding, potentially leading to better value for
money and access to innovative features. While it requires
additional resources for migration and training, it ensures the
Council selects the best-fit solution for its needs and aligns with
the One Council vision. This is the recommended option.

 

Option 4: Open
Source GIS with Cloud Database

Deploying a free, open-source GIS
application such as QGIS and/or MapInfo was considered. However,
this approach presents challenges around support, sustainability,
and statutory compliance. It would require significant investment
in technical resources and may introduce cybersecurity risks. The
lack of formal vendor support and integration capabilities makes
this option unsuitable for the Council’s business-critical
requirements.