Agenda and decisions

Procurement Board - Wednesday, 4 December 2019 10.00 am

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

Contact: Carol Eddleston, Senior Democratic Services Advisor

Items

No.

Item

Apologies for absence

Declarations of interest

To approve, as a correct record, the minutes of the meeting held on 27 November 2019 PDF 77 KB

Matters arising

Decision items - Part 1 (open to the public)

Request for Approval - Exception to Contractual Standing Orders - Schools ICT Managed Service Contract PDF 136 KB

Decision:

Salford City Council – Record of Decision

I, City Mayor Paul Dennett, in exercise of the powers conferred on me by the Scheme of Delegation of the Council do hereby approve:

(a) Approve an exception to Contractual Standing Orders to enter into a Contract for Schools ICT Managed Service as detailed in the table below:

Detail required
Title/Description of Contracted Service/Supply/Project	Schools ICT Managed Service Contract
Name of Successful Contractor	RM Education
Supplier Registration Number	8736512
Type of organisation	Private Limited Company
Status of Organisation	Non-SME
Contract Value	£1.6m	Per Annum (estimated average)
Contract Duration	24 months
Contract Start Date	20/09/2020
Contract End Date	21/09/2022
Optional Extension Period 1	N/A
Optional Extension Period 2	N/A
Who will approve each Extension Period?	Choose an item.
Contact Officer (Name & number)	Craig Monaghan - 0339
Lead Service Group	People Services
How the contract was procured?	Other
Framework Details (if applicable)	N/A
Funding Source	Revenue Budget
Reason for CSO Exception (select all that apply)	The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests
	Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies
	For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer
	Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail
	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
	School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders
	The shared legal service, in respect of the appointment of counsel
	Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990
Funding Source	Revenue Budget

The Reasons are: We have a trusted partner within the current provider and the continuity provided by the option of the extension gives schools, particularly those still progressing to the modern technologies, the added security and support they may require.

Options considered and rejected were: Not to award the contract. The reasons are

Salford Council initially went out to Tender in 2016 and only two bids were received, one of which from the incumbent provider. Recent tendering activity by academies in Salford resulted in the same two companies bidding, one of which has now gone into administration. This demonstrates the number of suppliers in the market for this type of service is extremely limited.

ASSESSMENT ... view the full decision text for item 5a

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

Exclusion of the public

Decision items - Part 2 (closed to the public)

Request for Approval - Contract Award - Data Migration and Implementation Services PDF 79 KB

Additional documents:

Restricted enclosure 6 View the reasons why document 8a/2 is restricted

Decision:

Salford City Council – Record of Decision

I, Councillor Bill Hinds, in exercise of the powers conferred on me by the Scheme of Delegation of the Council do hereby approve:

(a) Approve the award of the Contract for Data Migration and Implementation Services as detailed in the table below:

Detail required
Title/Description of Contracted Service/Supply/Project	Data Migration and Implementation Services for the Integrated Adults and Children’s Social Care Case Management and integrated Finance System
Name of Successful Contractor	ICT Revolutions
Supplier Registration Number (to be supplied by Corporate Procurement)	08541894
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value	£559,800	Full Project
Contract Duration	16 months
Contract Start Date	TBC
Contract End Date	TBC
Optional Extension Period 1	NA
Optional Extension Period 2
Who will approve each Extension Period?	Choose an item.
Contact Officer (Name & number)	Steven Fry
Lead Service Group	Service Reform
How the contract was procured? (to be supplied by Corporate Procurement)	Framework Call-off (Direct)
Framework Details (if applicable) (Procurement Body, Framework Reference & Title, Start/End Dates, Hyperlink, etc.)	Crown Commercial Services Data and Application Solutions RM3821 Lot 3c 25/01/19 to 24/01/21
Funding Source	Capital and Revenue budget

The Reasons are:

As approved at the Procurement Board on 7^th August 2019, a replacement product (Liquidlogic) was identified after a thorough procurement process. The full approved contract value (5 years) for the above system is £1,840,099.

Liquidlogic is used by a number of GM authorities and a number of discussions have taken place to learn from their experience to inform the approach for successful implementation in Salford. This highlighted the need for a robust and rigorous approach to implementation which is critically important given that this system will underpin the whole social care service for children’s and adults in the city.

Consequently, it is proposed to engage with an expert third party called ICT Revolutions to assist with several crucial and notoriously problematic stages of the implementation.

· Data migration

· Data Cleansing

· Configuration

· User acceptance testing

ICT Revolutions offer specialist professional services in this area, and have an excellent track record of assisting with the implementation of social care systems. They specialise in Liquidlogic migration from Carefirst and to date have successfully managed over 20 migrations.

This revised approach will give the project resilience and expertise at exactly the point where social care implementations notoriously stumble. It will have the considerable advantage of significantly reducing the implementation timescale (from 24 months to a proposed 16), with consequent benefits in terms of efficiency and mitigating risk around further financial spending if the project was to slip. Once Liquidlogic is implemented as the live system, the council can cease our spending commitments with OLM (for Carefirst), and avoid incurring extra costs.

The types of data that need to be migrated are some of the most sensitive we hold as a city council. These include and are not exhaustive to:

· Looked after children, ... view the full decision text for item 8a

Date and time of next meeting

10:00am on Wednesday 11 December 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.