Purpose

The recommendation to extend the contract with
JDi Solutions for the Opus Consult Planning Policy consultation
system is based on the following key considerations:
1.Ease of use
The system is specifically designed to meet the requirements of
Planning Policy consultations, offering a streamlined and intuitive
interface without unnecessary complexity. This improves usability
for both officers and members of the public.
2.Compliance with Standards
The system meets all relevant standards for data protection,
cybersecurity, and accessibility. A Data Protection Risk Assessment
has confirmed the platform as low risk, with built-in GDPR
safeguards that reduce the potential for human error.
3.Value for Money
The annual cost is lower than comparable systems available through
the G-Cloud 13 framework. The Council continues to benefit from a
cost-effective solution that meets operational needs.
4.Proven Performance and Support
Over the past two years, JDi Solutions has demonstrated responsive
and flexible support, particularly during high-profile
consultations such as the Local Plan Review Issues and Options
Consultation.
5.Procurement Compliance
The original procurement was conducted via the G-Cloud framework in
accordance with the Council’s procurement rules. The proposed
extension remains within the scope of the framework
agreement.
6.Funded using existing budgets
The contract extension will be funded from existing budgets, with
no additional financial pressure on the Council.
The system continues to meet both the legislative and operational
requirements of the Planning Policy team and supports the
Council’s commitment to accessible, transparent, and
efficient public engagement.

Content

Officer decision to agree a one-year extension
to the contract with JDi Solutions Limited for the continued use of
the Opus Consult Planning Policy consultation system. This
extension is in accordance with the original contract procured via
the UK Government’s G-Cloud 13 Framework (Lot 2: Cloud
Software), and remains compliant with the Council’s
Procurement Procedure Rules.
The Council regularly undertakes statutory and non-statutory
consultations on Planning Policy documents and requires a reliable,
accessible, and user-friendly platform to facilitate public
engagement and manage consultation responses.
Opus Consult has demonstrated strong performance, ease of use for
both officers and the public, and alignment with the
Council’s consultation requirements. The system continues to
offer good value for money and supports the Council’s
commitment to inclusive, transparent, and efficient planning
processes.

Alternative options considered

Option 1 - Extend the Contract
Extending the existing contract with JDi Solutions for one year
allows the Council to continue benefiting from a proven,
user-friendly, and cost-effective consultation system that meets
all Planning Policy requirements
Option 2 - Do Nothing
Allowing the contract to expire without replacement would leave the
Council without a digital consultation platform. This would
necessitate manual processing of consultation responses,
significantly reducing efficiency and limiting public engagement
opportunities.
Option 3 - 3)Procure an Alternative System
A market comparison was undertaken via the G-Cloud 13 framework.
While other systems were available, none fully met the functional
requirements of the Planning Policy team or offered better value
for money.