Geographic Information Systems (GIS)

To inform its procurement strategy, Cornwall Council undertook a comprehensive preliminary market engagement exercise through publication of a Preliminary Market Engagement Notice and accompanying Request for Information (RFI). Five supplier responses were received, including the incumbent supplier, Esri (UK) Ltd. Suppliers were invited to review the Council's detailed requirements and self-assess against mandatory technical, operational, security, integration and support requirements. Analysis of the responses demonstrated that no alternative supplier was capable of meeting all mandatory requirements through a single contractual solution. Whilst one respondent offered a mature and established GIS platform with notable market presence, it was unable to satisfy a number of mandatory requirements that were considered essential to maintaining existing statutory service provision, integration capabilities, security standards and the Council's future cloud migration objectives. Addressing these gaps would have required additional product development, bespoke configuration, third-party solutions and further implementation activity, creating additional cost, delivery risk and uncertainty around future capability. Other supplier proposals relied upon combinations of open-source technologies, consultancy services, third-party products or undeveloped solutions that would have introduced significant implementation risk, increased migration costs, technical incompatibilities and operational challenges. Furthermore, irrespective of individual supplier capability, any migration away from the incumbent ESRI platform would require substantial redevelopment of integrations, migration of business-critical datasets, extensive testing, user retraining and a prolonged transition period across a complex GIS estate supporting numerous statutory and operational services. The Council therefore concluded that alternative supplier solutions would introduce disproportionate technical, operational and commercial risk when compared with a direct award to Esri (UK) Ltd and would not represent a reasonable alternative given the Council's requirement to maintain service continuity whilst progressing its strategic migration to a cloud-hosted GIS environment. The Council considered multiple procurement options, including maintaining the existing arrangements, conducting a call-off through existing framework agreements and dynamic purchasing systems, undertaking a competitive procurement exercise and direct award negotiation with the incumbent supplier. Following consultation with Commercial Services and Legal Services, the Council concluded that a direct award represented the most appropriate procurement route. The Council relied upon Schedule 5, Paragraphs 6 and 7 of the Procurement Act 2023, on the basis that competition was absent for technical reasons, no reasonable alternative solutions existed, and a change of supplier would result in disproportionate technical and operational difficulties arising from the complexity of the Council's existing GIS estate, integrations, operational processes and planned migration to a cloud-hosted architecture. In accordance with the Procurement Act 2023, Cornwall Council subsequently published a Transparency Notice on 14 October 2025 via the UK Central Digital Platform (Find a Tender Service) under notice reference 2025/S 000-065139, titled "Geographic Information Systems (GIS)". The notice set out the Council's intention to proceed with a direct award to Esri (UK) Ltd and detailed the legal and commercial rationale supporting reliance upon Schedule 5, Paragraphs 6 and 7 of the Procurement Act 2023. The notice explained that no alternative supplier had demonstrated the ability to satisfy the Council's mandatory technical, operational, security and integration requirements through a single contractual solution, and that changing supplier would create disproportionate technical, commercial and operational difficulties. Following publication of the Transparency Notice, no challenge, objection or substantive representation was received from the market. The notice remains publicly available at: www.find-tender.service.gov.uk/Notice/065139-2025 ↗ Given the complexity of the Council's GIS estate and the strategic requirement to migrate from an on-premise environment to a cloud-hosted operating model, the Council implemented a six-month extension to the existing contract to allow sufficient time to complete technical discovery activities and commercial negotiations. During this period, an ArcGIS Well-Architected Solution Design Review was undertaken to assess the Council's current architecture, integrations, licensing model and migration requirements. The review concluded that migration would require a phased transition and a period of coexistence between legacy and cloud services, as a simple lift-and-shift approach was not viable due to the extensive dependencies and integrations across the Council's GIS environment. The outcomes of the discovery exercise informed detailed commercial negotiations with Esri (UK) Ltd. These negotiations resulted in a bespoke phased licensing and migration model specifically designed to support the Council's cloud migration roadmap. The proposed arrangement allows the Council to transition progressively from its existing on-premise ArcGIS environment to ArcGIS Online whilst maintaining continuity of business-critical and statutory services. The negotiated solution provides licensing flexibility throughout the migration period, reduces the requirement for future contract variations and avoids significant costs that would otherwise arise through platform replacement, service disruption, redevelopment of integrations, retraining of users, migration activities and dual-running of competing GIS environments.