Decision

Salford City Council – Record of Decision

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Geographical Information Systems (GIS) software procurement – project Wayfinder

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

DN742419 / S1358

Name of Successful Contractor

ESRI

Supplier Registration Number

(to be supplied by Procurement

OE031630

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 £55,091

Year 2 £57,808

Year 3 £60,660

Total contract value £ (including extensions)

£172,039 total project value

Contract Duration

36 months

Contract Start Date

23/03/2025

Contract End Date

22/03/2028

Optional Extension Period 1

0 months

Optional Extension Period 2

0 months

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, accept the recommendation of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve:

• to Award the Contract to ESRI forGeographical Information Systems (GIS Project Wayfinder), 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

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

No

EC: Committed to becoming Accredited Living wage Employer

Yes

?

The Reasons are:

Salford City Council's GIS services support various platforms, including interactive maps, the Arcus system, and several pages on the council's website for services like checking bin collection dates and finding nearby schools. The current GIS infrastructure is outdated and poses a security risk, necessitating migration to a cloud-based platform. Salford has three GIS software packages with limited licenses, resulting in poor performance and limited knowledge sharing. A modern, single GIS system is needed to enable work from any location.

Options considered and rejected were:

A stakeholder survey in August-September 2024 identified GIS user requirements. User stories were shared with suppliers, and ESRI was chosen for its competitive enterprise license offering for local government. ESRI's solution includes secure, web-based GIS for most users, desktop GIS for advanced users, and mobile apps for data capture and visualisation.

Assessment of Risk:

The City Councils current GIS infrastructure (three packages currently utilised) is old and presents a security risk, it is therefore imperative that a new mapping system is procured. Project Wayfinder was established to resolve this issue and to provide a single GIS software solution. ESRI were the highest scoring provider which supports our cyber security requirements and offers a web-based GIS solution together with desktop and mobile applications.

The source of funding is: provision within the DDaT budget to fund this software.

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 done before February 24th 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 soft market testing exercise with suppliers to consolidate all GIS services into a single, cloud-based platform.

The proposed award of the contract follows a call off exercise in accordance with the CCS Framework: Vertical Application Solutions, which is a fully compliant framework from a legislative perspective available for the Council (and other local authorities as described) to use.

Financial Advice obtained: Submitted by: Paul Guest – SCC Senior Accountant

The City Councils current GIS infrastructure (three packages currently utilised) is old and presents a security risk, it is therefore imperative that a new mapping system is procured. Project Wayfinder was established to resolve this issue and to provide a single GIS software solution. ESRI were the highest scoring provider which supports our cyber security requirements and offers a web-based GIS solution together with desktop and mobile applications.

There is provision within the DDaT budget to fund this software.

Procurement Advice obtained: Supplied by: Emma Heyes, Category Manager, The Corporate Procurement Team

The decision to award this contract to ESRI for GIS software comes after soft market testing and engagement with staff across the Council identified that ESRI offered the best solution that met the needs of end users and the Council’s security requirements.

Crown Commercial Services framework RM6259 Vertical Application Solutions Lot 3: Housing, Environmental and Planning Solutions, was identified as a suitable route to market for the proposed purchase of a new licence for GIS.

Direct award is permitted and this route provides access to the Suppliers’ Service Offers within a structured catalogue format, on the Government eMarketplace.

The Framework terms and conditions and contract call-off forms and schedules will 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 and 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.

Signed:    Cllr J Youd          Dated:    24 March 2025.

               Lead Member

FOR DEMOCRATIC SERVICES USE ONLY

*           This decision was published on 24 March 2025

*           This decision will come in force at 4.00 p.m. on 31 March 2025 unless it is called-in in accordance with the Decision Making Process Rules.