Decision Maker:

Outcome:

Is Key Decision?: No

Is Callable In?: Yes

Date of Decision: March 24, 2025

Purpose:

Content: 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 The current GIS infrastructure is outdated and poses a security risk, necessitating migration to a cloud-based platform.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.