Decision details

Date of Decision:

13^th April 2026

Title:

Replacement and upgrade of back office software for planning, building control and local land charges Dataspace upgrade

Decision Maker:

(Including Job Title)

Simon Moss, Service Director, Planning, Regeneration & Transports

Details of Specific Delegation

or

Delegation contained in the relevant Sub-Scheme of Delegation.

Delegated powers to Service Director of Planning, Regeneration and Transport:

Sub Scheme of Delegation - Strategic Director of Regeneration and Environment

Page 3 refers:

Each to act in relation to matters within their remit unless absent in which case any other Assistant Director may act …

3. In respect of procurement, contract administration and best value:

In accordance with Financial and Procurement Procedure Rules, matters relating to the specification for works, goods and services, the seeking of estimates, quotations and tenders, the evaluation of the same and acceptance of tenders relating to contracts for works, goods and services in accordance with approved budgets or supplementary estimates.

Decision:

To do a direct GCloud award to Resolution for the provision of Dataspace. The total contract value excluding VAT is £361,989.

Reasons for the Decision:

Current contracts are coming to an end and the service needs software to enable its statutory duties

Details of alternative options considered and rejected:

The planning, building control and land charges team currently use 2 bits of software to undertake their statutory functions: FastSuite and Dataspace.  Recent changes to Building Regulations require the Council to undertake work in accordance with Building Safety Regulator requirements and provide documented evidence of compliance.

FastSuite does not have that functionality whereas and enhanced version of Dataspace does.  It is therefore necessary to consolidate the functions within FastSuite into a single software solution provided by Resolution called Dataspace which is currently used by the teams for document management purposes.

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

None

Conflicts of interest declared by the Decision Maker if they sit as a Cabinet appointed representative to an outside body which relates to the decision:

None

Dispensations Granted:

(If any)

None

Reports or parts of reports relevant to the decision being taken:

Procurement business case for the replacement and consolidation of back office software for planning, building control and local land charges

Nigel Hancock – Head of planning and building control