{meta} Agenda item - Request for Approval - Contract Award - Integrated Children & Adults Social Care Case Management and Integrated Finance System

Agenda item

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Carefirst is not being further developed by its supplier, and is outdated.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 efficiency, remaining with the status quo will reduce our ability to provide a responsive and efficient service in this area. 

 

Liquidlogic is the market leader in social care provision around the UK and in GM. It has many items of functionality that our services can take advantage of. As such, its acquisition would represent opportunity rather than risk 

 

The source of funding is:

Capital Programme and Revenue budget (see comments above and Finance comments below) 

 

Legal Advice obtained:

 

When commissioning contracts for the procurement of goods, services or the execution of works, the Council must comply with the public procurement regulations and its own Contractual Standing Orders (CSO’s), failing which a contract may be subject to legal challenge from an aggrieved provider. CSO’s stipulate that where a suitable framework exists, this must be used unless there is an auditable reason not to do so.?? 

 

The purpose of a framework agreement is to select, through a procurement/evaluation process, a provider who can meet the service requirements of the Council, as and when those services are required. If they are required the Council will undertake an exercise to call on the services from one or more of the providers who have been selected to be on the framework and this may be through a number of ways including further competition or direct award. A contract will then be formed between the Council and chosen provider based on the call off contract terms of the framework. 

 

The Crown Commercial Service call off?contract terms are robust terms and provide for sufficient rights, protections and remedies for Salford calling off this contract under the framework.?? 

 

Financial Advice obtained:

 

The approved capital programme for 2019/20 includes £1,000,000 for the purchase of a Carefirst successor system. The capital cost of the successful tender is £1,230,712. Therefore, a commitment to an additional £230,712 in the 2020/21 capital programme will be necessary if the proposal in this report is agreed. 

 

Section 6 of this report identifies running costs for the replacement system at £53,956 per annum above current costs by year three of operation. In an environment when revenue budgets are already under pressure, it will be necessary to identify and agree between services which revenue budgets will bear these additional costs.  

 

Procurement Advice obtained:

 

Salford City Council’s contractual standing orders stipulates that if there is a suitable framework in place this must be used unless there is an auditable reason not to do so. 

 

Crown Commercial Services Data and Applications Solutions was selected as the route to market as this is a very recently let OJEU compliant framework which went live in February 2019, and gave the Council access to the most suitable providers in the marketplace for Social Care systems.  Lot 3c Community Health & Social Care has 15 suppliers and all were invited to bid via The Chest. 

 

Four bids were received, and two were found to not meet the full specification of requirements and were therefore excluded. 

 

The bidder that has been selected has been successful on the basis that they have provided the tender which has scored the highest and therefore offers the Most Economically Advantageous Tender of both quality and cost aspects. 

 

Following approval the Crown Commercial Services framework Call-Off documents will need to be completed to form the contract between the parties. 

 

Contact Officer:  Steven Fry                              Tel No 793 3641

 

 

 

 

*         Councillor Hinds has been consulted separately on this decision in his          capacity as Lead Member for Finance and Support Services.   

 

*         The appropriate scrutiny committees to call-in the decision are the Children’s Scrutiny Panel and the          Health and Social Care Scrutiny Panel.

 

 

Signed:      PAUL DENNETT                  Dated:    15 August 2019     

                  City Mayor

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on  15 August 2019.

 

*         This decision will come in force at 4.00 p.m. on 22 August 2019 unless it is called-in in accordance with the Decision Making Process

Supporting documents: