{meta} Agenda for Procurement Board on Wednesday, 7 August 2019, 10.00 am

Agenda and decisions

Venue: The Boardroom, Salford Civic Centre, Chorley Road, Swinton

Contact: Carol Eddleston, Senior Democratic Services Advisor 

Items
No. Item

1.

Apologies for absence

2.

Declarations of interest

3.

To approve, as a correct record, the minutes of the meeting held on 24 July 2019 pdf icon PDF 60 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public) - No Items.

6.

Any other business - Part 1 (open to the public)

7.

Exclusion of the public

8.

Decision items - Part 2 (closed to the public)

8a

Car Club Procurement pdf icon PDF 81 KB

Additional documents:

Decision:

Salford City Council - Record of Decision

 

I, Councillor Hinds, Lead Member for Finance and Support Services and chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve:

 

(1)       An exception to Contractual Standing Orders in accordance with Paragraph 3.1 as follows:

·       *Where the council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates.

·       *There are value for money reasons justifying an exception.

 

(2)       The award of the Contract for provision of a car club scheme as detailed in the table below:

 

Detail required

Title/Description of Contracted Service/Supply/Project

Provision of car club scheme

Name of Successful Contractor

Co-Wheels Car Club Community Interest Company

Supplier Registration Number

(to be supplied by Corporate Procurement)

6512325

Type of organisation

(to be supplied by Corporate Procurement)

Other

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£88,799.95

Full Project

Contract Duration

Six months

Contract Start Date

01/11/2019

Contract End Date

30/04/2020

Optional Extension Period 1

0 months

Optional Extension Period 2

0 months

Who will approve each Extension Period?

Contact Officer (Name & number)

Joseph Pendlebery

Lead Service Group

Service Reform & Development

Reason for CSO Exception

(select all that apply)

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

 

There are value for money reasons justifying a CSO Exception

 

Funding Source

Revenue Budget

The Reasons are to:

·       Allow partners organisations (TFGM, Salford Royal Foundation Trust, Stockport Council and Trafford Council) time to develop their individual Employee Car Club schemes and explore entering into a joint procurement exercise with Salford Council.

·       Allow time to engage with the whole workforce in reviewing the current scheme and adopt a co-production approach to the development of a new scheme so it meets the needs of all of our employees and maximises on the benefits through increased take up.

·       Allow the market time to develop the infrastructure needed for a successful scheme (based on early market testing on the needs of the organisation to date).

This award will give the time needed to develop a scheme that meets our business travel needs as part of the wider sustainable travel plan, allow the Council to maximise the financial benefits through a procurement collaboration, increase the impact of carbon emissions reductions not only for Salford City Council but for the employees of TFGM, Salford Royal Foundation Trust, Stockport Council and Trafford Council benefiting the wider GM population.

This current scheme will continue to provide the city with a car club service and fulfil part of the corporate business travel requirements for employees whilst reducing carbon emissions for the council and its employees by increasing miles travelled in low and no emission vehicles.

Once the review has been concluded a future paper will be submitted to Procurement Board regarding the tendering for  ...  view the full decision text for item 8a

8b

Request for Approval - Contract Award - Integrated Children & Adults Social Care Case Management and Integrated Finance System pdf icon PDF 86 KB

Additional documents:

Decision:

Salford City Council - Record of Decision

 

I Paul Dennett, City Mayor, in exercise of the powers contained within the Council Constitution do hereby approve:

 

 

Detail required

Title/Description of Contracted Service/Supply/Project

Integrated Adults and Children’s Social Care Case Management and integrated Finance System 

Name of Successful Contractor

Liquidlogic Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

04006349

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£1,840,099 

Full Project

Contract Duration

60 Months

Contract Start Date

TBC*

Contract End Date

TBC*

Optional Extension Period 1

24 months

Optional Extension Period 2

months

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Steven Fry

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by Corporate Procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

(Procurement Body, Framework Reference & Title, Start/End Dates, Hyperlink, etc.)

Crown Commercial Services 

Data and Application Solutions RM3821  

Lot 3c Community Health & Social Care 

Start 25/01/2019 

Ends 24/01/2021 

Funding Source

Combination of Above (please detail below)

Capital and revenue Budget

 

* The contract start date will be determined once the implementation team has agreed a Go-Live date 


 

The Reasons are:

The Council’s current Social Care Case Management system (CareFirst) which has been used in the Council since 2001, now has a number of limitations, in terms of meeting both current and future needs of the Council.

Carefirst is not being further developed by its supplier, and is outdated. It has been the cornerstone of all social work case management in Salford for many years, and approximately £56m per year is paid out through it to providers and individuals.  

Current Social work practices are in many cases defined and held back by the limitations of Carefirst, and there is a pressing need for change to a specialised social care case management system that meets the needs of a complex workforce, offers good integration with health partners and other 3rd party professionals, and offers a range of portals for citizen and professional engagement.

A full business case was prepared to provide the justification to go out to tender to replace Carefirst in December 2018.

 

Options considered and rejected were:

The business case detailed various options and those which were rejected were to do nothing and remain with Carefirst, full OJEU tender via the open marketplace, and upgrade the current system via direct negotiation.

 

Assessment of Risk:

A significant risk lies with the council if we choose not to replace Carefirst. It is an outdated and inflexible system that is the cause of significant frustration for a large user-base, many of whom have had to evolve elaborate and time-consuming workarounds to perform their daily duties. It is running at the limits of its capacity.  Given the large amounts of money administered through it, and the core services delivered and administered through it, alongside the need for increased  ...  view the full decision text for item 8b

9.

Date and time of next meeting

10:00a.m. on Wednesday 28 August 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.