{meta} Agenda for Procurement Board on Wednesday, 4 December 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 27 November 2019 pdf icon PDF 77 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Exception to Contractual Standing Orders - Schools ICT Managed Service Contract pdf icon 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

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

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

Additional documents:

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 7th 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

9.

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.