Agenda item

[Report of the director for Adults and Health. To be introduced  by the Cabinet Member for Health, Social Care and Well-Being]

Request to approve new supplier and contract for social care case management system for Children’s and Adults social services.

The Cabinet Member for Health, Social Care and Well Being introduced the report which sought approval to award a contract for the provision of social care case management software, support and maintenance.  The new system would ensure that Haringey had a system which offered the most up to date technology and best value for money.  This would provide the authority with a future proof system which would effectively and efficiently support social care practitioners in the delivery of services to Haringey residents.

In response to a question from Councillor Palmer, Beverley Tarka – Director of Adults & Health – advised that it would take around 18 months to migrate to the new system.

Further to considering exempt information at item 34,

RESOLVED to

1.         Approve, in accordance with Contract Standing Order 9.07.1(d), the award of a contract for the provision of the social care software, support and maintenance services for a period of 7 years with an option to extend by a further 2 x 3 years and 1 x 2 years with a total maximum value £3,270,081 to the recommended bidder, identified in the exempt part of the report, to commence in Autumn 2021.

2.         That Cabinet delegate the decision to agree an implementation start date to the Director of Adults and Health.

3.         That Cabinet notes that this contract includes the provision of software licences, replacement and new modules, support and maintenance together with migration to the new system.

Reasons for decision

The decision is required as the current contract expires on 31 October 2021 and the procurement process has been undertaken to ensure that a new contract is in place to meet the council’s requirements.

The recommendation is based on a robust evaluation process following a restricted tender process. The restricted tender was published on 6th July 2020 and allowed the authority to pre-select five suppliers to be taken through to the full tender process based on their replies to a Standard Questionnaire and user site references. The five suppliers selected were all established social care system providers. The five suppliers were sent the full Invitation to Tender package on 9th September 2020. Three suppliers responded by the deadline of 9th October 2020.

The evaluation of the responses was based on a 50% quality and 50% price ratio. Responses included two days of supplier presentations based on scenarios devised by the services involved.

The overall result of the three involved suppliers is as follows:

Supplier A (recommended bidder):

Price Score: 46 Quality Score: 41 = total: 87

Supplier B (joint second):

Price Score: 38 Quality Score: 41 = total: 79

Supplier C (joint second):

Price Score: 44 Quality Score: 35 = total: 79

The recommended bidder is one of the market leaders and uses the most innovative and up to date technologies. The recommended bidder has:

 A proven track record in system development.

 A strong user group who can influence on priority for new/enhanced functionality.

 Financial checks undertaken have confirmed their suitability for a 15-year contract and should be a major player in the market for the foreseeable future.

 Their system is highly locally configurable.

 The spine of the system is built around statutory reporting with imbedded data validation that ensures accuracy of reporting and minimizes the need for data cleansing. Reports are run off a “data warehouse” which means that running large reports (e.g., statutory returns) does not impact on system performance.

 The implementation will incorporate state of the art portals and interfaces which improve quality and efficiency of interaction with service users and partner agencies.

The new system will incorporate functionality that will improve ways of working for Children’s and Adult Services. Key areas include:

 ‘Group Working’ this will enable sibling groups or carer/cared for to be recorded against simultaneously rather than as individual records. This will significantly decrease the recording burden for front line practitioners.

 ‘Portals’ this will allow for referrals to be made directly by the public and partner agencies. Service users and partner agencies – with appropriate security of access – will be able to contribute directly to assessments, plans and records.  This will include contributions/comments from Looked After Children and their carers, recording service user/parental permission to share information with involved agencies and direct notification of hospital discharge.

 ‘Specialist Assessments’ – e.g. from health, residential units, day care, education

– will be able to be directly recorded or uploaded onto the system. This will significantly increase the speed of response offered to vulnerable adults and children. It will also increase the quality of information that the involved practitioner/s will be able to take into account for the intervention needed.

 ‘Financial assessments/information’ will be able to be processed quicker including payments both to and from the authority.

 ‘New mobile technologies and apps’ will allow practitioners to record directly on the system from any location. The overall impact will be increased efficiency in recording and processing of work, freeing up practitioners for more face-to face time with service users.

Alternative options considered

Do Nothing

This was not a viable option as the current contract for the existing social care management system expires on 31 October 2021.

Renew existing contract

The existing contract could not be further renewed without undertaking a compliant procurement as the contract had no provision for extension or variation after the 2-year award.

Procure via a Public Sector Framework

A review of the available and appropriate Frameworks was undertaken. The use of a Framework was rejected as all available providers were not available on the same Framework.