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 The current GIS infrastructure is outdated and poses a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.