{meta} Agenda item - Request for Approval - Contract Extension - Project Imagine Implementation Services and End User Training

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 an exception to Contractual Standing Orders as permitted within the City Council Constitution and the award of the Contract as detailed in the table below:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Data Migration and Implementation Services and End User Training 

Name of Successful Contractor

ICT Revolutions

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£800,000

Full Project

Contract Duration

11 months

Contract Start Date

01/11/2020

Contract End Date

30/09/2021

Optional Extension Period 1

Optional Extension Period 2

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Becky Bibby

Lead Service Group

People Services

Reason for CSO Exception

(select all that apply)

The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition

The execution of works or the supply of goods or services is controlled by a statutory body

Delivers Best Value to the Council

Special education, health or social care contracts, if it is considered in the Council’s best interests and to meet the Council’s obligations under relevant legislation

The execution of works or the supply of goods and services is required so urgently as not to permit compliance with the requirements of competition

Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents

Procurements made through, or on behalf of, any consortium, local authority, statutory or similar body, provided that tenders or quotations are invited and contracts placed in accordance with national or EU legislation.

Funding Source

Capital Programme

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 

 

The reasons are:

·       Following the delays due to Covid-19, we have identified that there are significant risks in losing the expert knowledge and support from ICT Revolutions, and to maintain the current project timeline we require their knowledge and capacity

 

·       Failure to keep ICT Revolutions as our implementation partners would be high risk, both in terms of cost (increased development and testing time), quality (loss of their expert knowledge) and time (failure to meet the ambitious deadline of August 2021)

 

·       All the planned project contingency was used in extending the current Carefirst licence with OLM due to the Covid-19 delay

 

Options considered and rejected were not extending the support from ICT Revolutions, which would leave the project at significant risk as detailed above.

 

Assessment of risk:

As established elsewhere, a significant risk lies with the council if we choose not to replace Carefirst. Having identified and approved Liquidlogic as the best available solution for our needs, our focus is now towards the best and most effective way of implementing it. 

Conversations with colleagues at other authorities have highlighted common pitfalls regarding the implementation of a new social care system and the need for specialist expertise to manage the implementation.  

 

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, children in need, safeguarding data 

·        Adult safeguarding data, care package information, domiciliary care  

 

It is imperative that this data is migrated in a safe and strategic manner. ICT Revolutions have the experience of doing this across the UK with a tried and proven methodology.  

 

Extending the services of ICT Revolutions will allow SCC implementation resources to focus on system configuration and process change, and achieve a “go-live” with all aspects of Liquidlogic at once. This will help to establish ownership for system users and will avoid the prospect of any group of system users being left behind. Since many of the social work processes are intrinsically linked to finance, bringing the finance module and the provider portal live at the same time will avoid the need for dual working, and will be operationally easier to organise. 

 

The source of funding is capital budget

 

Legal advice obtained  - in Part 2

 

Financial advice obtained

The additional spend identified in this report is not available within the 2020/21 People capital programme. In order to finance the spend, an additional bid would need to be made for unsupported borrowing from the 2021/22 programme. The bids for 2021/22 would need to be considered by Members, with formal approval at Full Council in February 2021.

Alternatively, for the money to be available before April 2021, unused borrowing for schemes in other services may be vired. This would be for schemes which have re-profiled spend from 2020/21 to 2021/22. This would still require a bid by People to be accepted as part of the 21/22 programme to then vire budget back in 21/22 to the re-profiled scheme.

Procurement advice obtained

The original award to ICT revolutions was made through a direct award from the Crown Commercial Services Data and Application Solutions Framework Ref RM3821 Lot 3c (25/01/19 to 24/01/21). This was approved by Procurement Board on 4th December 2019.

The Council can satisfy the criteria laid down in the framework for direct award on the basis that it is intrinsically linked to a system that the Council is currently implementing, and that there are also technical and value for money reasons to justify the selection of ICT Revolutions through Lot 3c Community Health and Social Care, due to their previous experience in other implementation projects migrating Carefirst to Liquidlogic, and their knowledge and expertise in these particular systems.

There is a clause that allows for variation to the contract through mutual agreement, and extension to the term and value of the contract can be made by invoking that clause.

Upon approval, the CCS Call-Off Order Form will need to be amended and resigned to incorporate the extension.

HR advice obtained

There are no staffing implications with regards to the extension of the contract, but the addition of end user training as part of the contract extension will address the issue of staff being adequately trained in order to get the maximum benefit from the system as well as being confident and comfortable end users.

Climate change implications obtained

 

The project is being run completely remotely due to current Covid-19 restrictions, and as such has seen little carbon expenditure due to the lack of travel needed for consultants and partners to be on-site. Reduced requirement for printing due to the enhanced capabilities of the new system will further reduce the carbon expenditure.

Documents used

The relevant documents contain exempt or confidential information and are not available for public inspection.

Contact details

Contact Officer:       Becky Bibby

 

·       The Lead Member has been consulted and is supportive of the proposed contract.

·       The appropriate Scrutiny Committee to call-in the decision is the Children’s Scrutiny Panel

 

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: