{meta} Agenda item - Request for Approval - Contract Award - Regulatory Services and Refuse Collection Software System

Agenda item

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 the award of the Contract for Regulatory Services and Refuse Collection Software Systems as outlined in the table below.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Community Protection / Refuse Collection Software 

Name of Successful Contractor

Civica

Supplier Registration Number

(to be supplied by Corporate Procurement)

01628868

Type of organisation

(to be supplied by Corporate Procurement)

Public Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£502,866

Full Project

Contract Duration

48 months

Contract Start Date

01/04/2021

Contract End Date

31/03/2025

Optional Extension Periods

3 x 12 months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

John Wooderson 793-2623

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Direct Award

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

Crown Commercial Services RM3821

Data and Applications Solutions Framework

Lot 1a Resource Planning & Management Solutions including Financial & Commercial

Start date 22/02/2019 End date 22/02/2021

Funding Source

Combination of Above (please detail below)

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 

 


 

The reasons for awarding this contract are:

Re-contracting with Civica under the DAS framework via a direct award for Civica CX (replacement for Civica App) and Powersuite, includes Salford retaining the current Regulatory Services software system (Civica App) and transitioning to Civica’s new system (Civica CX) during the early years of the contract. This option includes consultancy support form Civica - project management and training support for staff and the our Digital, Data and technology (DDaT) team to adopt and support the new system. The new system will enable the services using it to work more effectively. Implementing new solutions and systems within the system will be easier, enabling services to support our changing needs/requirements.

Civica’s new Regulatory Services platform (Civica CX) is hosted, allowing upgrades and enhancements to be managed seamlessly by Civica, reducing system downtime and demand on DDaT (Digital Data and Technology) to maintain the system infrastructure.

The product allows staff to be digitally agile. The system is web based and can be accessed from any device with an internet connection.

The product offers improved processing efficiency and reduced administration via process automation (where appropriate) and increases operationally active time, increasing the productivity of teams without the need for increasing team costs / staffing at a time when demands on the services are rising.

Civica CX offers an improved citizen experience – meets the demand of the modern citizen and interacts with them in self-serve ways they find attractive and easy (e.g. online, email and SMS). For example, the system incorporates a citizen portal and booking functionality which allows full end to end processes to be managed within a single system. This reduces the need for integration with other services and is citizen focused by default.

The Civica CX software enables automatic assignment, prioritisation and escalation of work to ensure key performance indicators can be adhered to, enabling services to be truly citizen focused.

 

Options considered and rejected were:

 

Re-contract for the current systems (Civica App and Powersuite).

While this was a viable option, this was dismissed on the grounds that retaining the current Regulatory Services software system (Civica App) would not realise the benefits of adopting a modern and forward-thinking software platform (Civica CX). Modernising both our services and the existing system to suit our evolving citizen and operational needs would require us to continually develop services outside of the system to integrate to it, which would take longer to deliver and require greater involvement from our Digital, Data and technology (DDaT) team. Our ability to react to changing needs/challenges/regulations would be diminished over time.

 

 

 

Assessment of Risk

Should the Council not award a new contract now, there is a risk that costs could increase as renewal of the contract in March would not benefit from discounted pricing.

The current system (Civica App), does not have an end of life date yet, but enhancements to the product are limited to satisfying Statutory Obligations only. A lack of development / new features in the system may limit the ability of Regulatory Services to respond to the changing needs of the citizen and may result in recued operational efficiency over time.

 

The source of funding is Capital and Revenue

 

Legal Advice obtained

When commissioning contracts for the procurement of goods, services or the execution of works, the Council must comply with the requirements of the Public Contracts Regulations 2015 (PCR) 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 agreement exists, this must be used unless there is an auditable reason not to. The proposed award of the contract follows a direct award (call off) under the Crown Commercial Services Framework Agreement (CCS).

 

The CCS Data and Applications Solutions Framework is fully OJEU compliant and has been procured for named authorities, including Salford City Council and other public sector organisations to use. Each Framework is an overarching agreement through which those named organisations can select a service from a range of providers by undertaking an exercise to call off the services (eg. direct award as here or mini competition) and enter into an individual contract/agreement with that provider, according to the terms of the Framework Agreement. A contract will then be formed between the Council and the chosen provider/s.

 

The Council will need to have followed the procedure set out in the Framework Agreement to ensure the direct award process to Civica for the Community Protection and Refuse Collection Software is compliant.

 

Financial Advice obtained

In terms of revenue budget implications, the ongoing costs are currently picked up centrally as part of the ICT software budget.  As identified in the main body of the report, the new contract does represent a small increase in annual costs of approximately £6k which will need to be managed within the existing ICT budget.

 

Procurement Advice obtained

The Crown Commercial Services DAS framework allows for direct award.  Any direct call offs under this framework are subject to a number of conditions, whereas the requirement must be intrinsically linked to a system already within the citizens organisation, the products they are looking to award must be present on the Government eMarketplace, and Framework Schedule 6 Order Form must be signed by both supplier and customer.

Since Civica APP is a system the Council is already using, direct award is complaint with the framework rules and also the Council’s own Contractual Standing Orders.

 

HR Advice obtained

Not applicable

 

Climate Change Implications obtained

The second phase of implementing the Refuse Collection software system (Powersuite) will reduce printing job lists on paper, using in vehicle devices to manage requests/reports of service failures. In addition to reduced printing and paper use, jobs can be pushed out to vehicles in real-time. This will help reduce the amount of fuel used as vehicles can action more jobs as part of an existing journey, rather than extra journeys being required. Powersuite also allows the service to optimise and amend bin rounds, which supports fuel savings, and this would be important were the vehicles to become electric in the future.

 

The new Civica Cx product allows staff to be digitally agile, reducing the need to return to the workplace/home to update the system. Staff can update the system in new ways including digital forms, while working in the community, reducing the need for work to be recorded on paper and input into the system later. In addition, the system will allow better organisation of workload, allowing staff to reduce travel time by organising their workload by locality.

 

The following documents have been used to assist the decision process.

None

 

Contact Officer: John Wooderson   

Telephone number: 0161 793 2623

 

This matter is not subject to consideration by another Lead Member.

The appropriate Scrutiny Committee to call-in the decision is the Overview & Scrutiny Board

 

Signed:         BILL HINDS                      Dated: 25th November 2020

                    Lead Member

 

 

*         This decision was published on 25th November 2020.  

*         This decision will come in force at 4.00 p.m. on 2nd December 2020unless it is called-in in accordance with the Decision Making Process Rules.

 

Supporting documents: