Report - Provision of a GIS System
Renfrewshire Council · 13 February 2025
Back to Finance, Resources and Customer Services Policy Board — 13 February 2025 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 13 February 2025 ___________________________________________________________________ Report by: The Chief Executive and The Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for the Provision of a GIS System (RC-CPU-24-266) ___________________________________________________________________ 1. Summary 1.1 The purpose of this paper is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Contract for the Provision of a GIS System (RC-CPU-24-266). 1.2 The procurement exercise was conducted in accordance with the Renfrewshire Council’s Standing Orders Relating to Contracts and the Public Contracts (Scotland) Regulations 2015. 1.3 A Request to Negotiate document was approved by the Interim Corporate Procurement Manager on 9 January 2025 on behalf of the Head of Finance and Procurement. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Service Policy Board:
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2.1.1 Authorises the Head of Corporate Governance to award a Contract for the Provision of a GIS System to Esri (UK) Ltd, subject to the Head of Finance and Procurement, in consultation with the Head of Corporate Governance, being satisfied that the terms and conditions are acceptable to the Council. 2.1.2 Authorises the Contract period of 3 years from 1 April 2025 until 31 March 2028. 2.1.3 Authorises the maximum approved Contract value of £216,218 excluding VAT for the full Contract period. _________________________________________________________ 3. Background 3.1 The Council currently utilise a suite of GIS software products which are produced by Environmental Systems Research Institute Inc (ESRI Inc.) and supplied under licence by their sole UK distributor ESRI (UK) Limited. As the products are bespoke to ESRI Inc, the Council conducted a negotiated procedure to purchase the Enterprise Licence Agreement from their national UK distributor ESRI (UK) Limited due to the protection of the exclusive rights held by ESRI Inc and their subsidiary. 3.2 ESRI (UK) Ltd use the name ArcGIS to refer to its suite of Geographical Information System (GIS) products, which operate on desktop server and mobile platforms to deliver data driven knowledge to all sectors and levels of the Council. The Council relies upon the GIS software to deliver geospatial services to citizens and external partners including mapping applications on our public website, vehicle routing functionality and gritter tracking, while third parties use the mapping software for information and progress reporting on projects such as gully cleaning operations and the installation, commissioning and deinstallation of Christmas lights. ArcGIS also provides the survey platform used in public consultation and the Council’s Open Data Portal. 3.3 This procurement exercise was conducted using the negotiated procedure in accordance with Regulation 33 (1)(b) (iii) of the Public Contract (Scotland) Regulations 2015 which states that “a contracting authority may award a public contract following negotiated procedure without prior publication of a contract notice or prior information notice in any of the following cases— (iii)the protection of exclusive rights, including intellectual property rights but only, in the case of paragraphs (ii) and (iii), where no reasonable alternative or substitute exists and the absence of competition is not the result of an artificial narrowing down of the parameters of the procurement.”
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3.4 The costs and charges in respect of this Contract will be funded by the Chief Executives Policy and Partnerships Budget. Due to the remodelling of the previous licence structure for the GIS services requirement, the Council will benefit from a reduced annual cost for these licences compared to previous years, as the annual cost over each of the past 4 years was £85,000. 3.5 The award of this Contract is subject to the Council agreement of the Supplier’s Small Enterprise Agreement Local Government Licence as use of these GIS services requires the Council to agree these Supplier terms and conditions. ___________________________________________________________________ Implications of the Report 1. Financial - the maximum approved Contract value of £216,218 excluding VAT for the full Contract period, this includes costs of £80,671 excluding VAT in year 1 of the Contract, £66,121 excluding VAT in year 2 and £69,426 excluding VAT in year 3. 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – Working together to improve outcomes – this Contract will ensure the Council takes advantage of new technologies to deliver better and more efficient services. 4. Legal - This procurement exercise was conducted under the negotiated procedure of The Public Contracts (Scotland) Regulations 2015 and the requirements of the Council’s Standing Orders relating to Contracts. The award of this Contract is subject to the Council agreement of the Supplier’s Small Enterprise Agreement Local Government Licence once agreed by the Council. 5. Property/Assets - No property/assets implications have arisen or are anticipated as this will be a cloud based hosted system. 6. Information Technology - This Contract will ensure continuation of the licensing of the GIS software system, avoiding disruption to the service should the current contract expire with no subsequent Contract in place.
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7. Equality & Human Rights - The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. 8. Health & Safety - No Health & Safety implications are anticipated. 9. Procurement – The procurement was conducted as a negotiated procedure in accordance with the Public Contracts (Scotland) Regulations 2015 and award of this Contract is subject to the agreement of the Supplier’s updated Amendment to the Enterprise Licence Agreement which have not yet been formally agreed. 10. Risk - Esri (UK) Ltd’s insurance documents were evaluated by Corporate Risk and met the Council’s minimum requirements regarding insurable risk. 11. Privacy Impact – None directly arising from this report. 12. Climate Risk – The level of impact associated with this Contract has been assessed using the Scottish Government Sustainability Test and is considered to be low risk with limited climate change implications noted as part of this Contract. 13. Children’s Rights – no Children’s Rights implications have arisen or are anticipated. 14. Cosla Policy Position – No Cosla policy position implications have arisen or are anticipated. _______________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Rachel Davison, Digital Category Manager, rachel.davison@renfrewshire.gov.uk