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Decisions

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Details of previous decisions are available as follows:

Officer decisions are not subject to call-in, however during the period of five working days from the publication of a decision taken by the City Mayor, Deputy City Mayors or a Lead Member, a request to 'call-in' a decision may be made by either:

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Decisions recommendations approved (subject to call-in)

04/12/2019 - Request for Approval - Contract Award - Data Migration and Implementation Services ref: 582    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 04/12/2019 - Procurement Board

Decision published: 04/12/2019

Effective from: 12/12/2019

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, 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, and ICT Revolutions have the experience of doing this across the UK with a tried and proven methodology.

 

The engagement of ICT Revolutions will be through the Crown Commercial Services Data and Application Solutions RM3821 Lot 3c.

The cost of the implementation services proposed by ICT Revolutions is £559,800 which is within the budget allocated for this programme as part of the capital programme.

Options considered and rejected were: Not to award

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.

There is considerable value in revising the implementation timetable, and of completing all tasks within 16 months.

Securing the services of ICT Revolutions will allow SCC implementation resources to focus on system configuration and process change, and to aim for 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 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.

If the implementation of Liquidlogic is delayed beyond March 2021, SCC will incur significant extra cost in prolonging the yearly support and maintenance charge from OLM (the suppliers of Carefirst)


SOURCE OF FUNDING:  

Capital budget


 

LEGAL IMPLICATIONS Submitted by: Tony Hatton

 

When commissioning contracts for the procurement of goods, services or the execution of works, the Council must comply with 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 exists, this must be used unless there is an auditable reason not to do so.

 

Suppliers providing services through the Crown Commercial Services Data and Application Solutions framework are vetted and contracted through a standard public sector contract that clearly defines their responsibilities, which allows the Council to access a large, community of pre-accredited suppliers who have been vetted against strict criteria, verifying capability to deliver in the chosen category. The Framework provides its own suite of contract documents which the Council shall be required to use when calling off under the Framework.

 

In general terms, the purpose of a framework agreement is to select, through a procurement/evaluation process, a number of providers 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 mini competition or, in this instance, by direct award. A contract will then be formed between the Council and chosen provider.

 

The Council will need to have followed the call-off procedure set out under the terms of the framework to ensure the procurement process is compliant, namely that justifiable direct award to ICT Revolution is permitted.  Assuming that to be the case, the procurement process for this award appears to be robust and compliant with the requirements of CSO’s and PCR.

 

Liquidlogic have worked with ICT Revolutions successfully a number of times on very similar projects with other neighbouring local authorities, and whilst a contract has recently been awarded and signed with Liquidlogic, Legal Services are advised that the specialist and dedicated implementation services to be provided by ICT Revolution are outside of the scope of services to be provided by Liquidlogic. Data migration consultancy services were specifically excluded from the contract with Liquidlogic, which gave the Council greater flexibility in securing a provider of ICT services (cleansing, transfer, migration etc) to avoid unnecessary and costly delays in the process, and realise other benefits referred to in the body of the report.

 

The award of the contract will commit the Council to the formal arrangement with the contractor, and once awarded Legal Services will assist with review and execution of contractual documentation upon receipt of instructions to ensure the Council’s position and interests are protected.


FINANCIAL IMPLICATIONS Submitted by:  Chris Hesketh

The proposed change in data migration and implementation has a negligible impact on the project costs previously approved at Procurement Board


PROCUREMENT IMPLICATIONS: Submitted by:  Emma Heyes

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

 

Crown Commercial Services awarded the Data and Applications Solutions framework RM3821 in February 2019 following a fully OJEU complaint tendering process. The framework allows for direct award and mini-competition.

 

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 section 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.


CONTACT OFFICER:     Steven Fry                     TEL. NO. 0161 793 3911


 

This decision is not subject to consideration by another Lead Member

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

 

Signed:            BILL HINDS         Dated:     04 December 2019                            

                       Lead Member


 

This decision was published on 04 December 2019.

This decision will come in force on 11 December 2019 unless it is called-in in accordance with the Decision Making Process Rules.


04/12/2019 - Request for Approval - Exception to Contractual Standing Orders - Schools ICT Managed Service Contract ref: 583    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 04/12/2019 - Procurement Board

Decision published: 04/12/2019

Effective from: 12/12/2019

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 OF RISK:  The current contract comes to an end in September 2020 some schools will still be part way along their journey and it may leave a gap in there ICT provider and support if we did not extend the current contract. This means that schools would need to think about changes immediately and source another provider. In addition, both the 2016 competitive process and the recent academies procurement process demonstrates the gap in the market place for companies of sufficient size to undertake such a large scale managed service.


SOURCE OF FUNDING:  

The cost of this contract is fully funded by the schools receiving the services from within their individual delegated school budgets


Legal Advice obtained: Tony Hatton, Principal Solicitor.

Financial Advice obtained: Chris Mee, Strategic Finance Manager.

Procurement Advice obtained: Emma Hayes, Category Manager.


CONTACT OFFICER:     Craig Monaghan                  TEL. NO. 793-0339


This decision is not subject to consideration by another Lead Member

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

 

Signed:              PAUL DENNETT                    Dated:    04 December 2019                                  

City Mayor


This decision was published on 04 December 2019.                           

This decision will come in force on 11 December 2019 unless it is called-in in accordance with the Decision Making Process Rules.