Contract Award - Social Care Case Management Solution
North Lanarkshire Council · 6 September 2022
Back to Adult Social Work, Care and Wellbeing Committee — 6 September 2022 and its agenda
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North Lanarkshire Council Report Adult Social Work Care and Wellbeing Committee Does this report require to be approved? ☒ Yes ☐ No Ref: Date: 06 September 2022 Contract Award for a Social Care Case Management Solution From Ross McGuffie, Chief Officer E-mail Ross.McGuffie@lanarkshire.scot.nhs.uk Telephone 01698 858143 Executive Summary The Adult Social Work Care and Wellbeing Committee is asked to approve the award of a Call-Off Contract for Provision of a Social Care Case Management Solution (the ‘Contract’) to Access UK Ltd. The Call-Off Contract is for an initial period of 60 months anticipated to commence on 20 September 2022. The Council reserves the right to extend the Call-Off Contract for additional periods up to a maximum of a further 60 months. The value of the Call-Off Contract shall not exceed one million five hundred thousand Sterling (£1,500,000.00) exclusive of VAT. Recommendations It is recommended that Adult Social Work Care and Wellbeing Committee approves the award of the Call-Off Contract to Access UK Ltd at the maximum value of one million five hundred thousand Sterling (£1,500,000.00) exclusive of VAT. This recommendation follows the completion of a procurement procedure, where the tender recommended for award has been evaluated as providing the most economically advantageous tender in terms of cost and quality for the Council. The Plan for North Lanarkshire Priority Improve the health and wellbeing of our communities Ambition Statement (12) Ensure our residents are able to achieve, maintain, and recover their independence through appropriate supports at home and in their communities 1. Background
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1.1 The requirements of the Call-Off Contract have never been contracted before by the Council therefore historical contract information is not available. 1.2 The National Framework for the supply of Social Care Case Management Solutions, established by Scotland Excel on behalf of member local authorities, went live 1st October 2020. The Council utilised this Framework by conducting a mini competition to deliver a call-off contract for our new Social Care Case Management Solution. 2. Report 2.1 A user intelligence group (the ‘UIG’) of technical and procurement representatives was formed to review technical specifications, discuss trading processes, market conditions and trends, ways to maximise community benefits and sustainability and to agree the procurement strategy that would deliver maximum benefit for the Council via the Call-Off Contract. 2.2 The initial estimated value of the Call-off Contract dictated that the procurement procedure be undertaken in accordance with the Public Contracts (Scotland) Regulations 2015. 2.3 The procurement procedure was undertaken as a “Mini Competition” from the Scotland Excel framework agreement for Social Care Case Management Ref No 14-20, Lot 3 Social Care System Provided as Software as a Service (SaaS). 2.4 The Contract award recommendation is made on the basis of the tenderer who submitted the most economically advantageous tender. 2.5 The tender submitted by Access UK Limited has been evaluated as representing the most economically advantageous tender for this Call-off Contract. 2.6 Appendix 1 confirms the scoring achieved by each tenderer, further details of the procurement procedure is provided in Appendix 2 and the SME status and location of all tenderers is located within Appendix 3. 2.7 The value of the Call-Off Contract shall not exceed one million five hundred thousand Sterling (£1,500,000.00) exclusive of VAT. including any option to extend the Contract. 2.8 The costs associated with contract delivery will be contained within the capital budget and Integrated Joint Board resources. Price Savings / Increases 2.9 Current costs The annual costs for our in house system mySWIS are detailed below: Technical Costs for Oracle Software: £36,000.00 Staffing & Resources: £154,307 Benefits
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The investment in this system will yield many benefits as detailed below some of which are likely to deliver savings over the contract period • More efficient use of social worker time • Improved workflows for case management • Reduce potential Health & Safety risks to staff and stakeholders • Reduction in paper based system through use of hand held/mobile devices • Improved statutory and legislative reporting and compliance. • Improved quality assurance and key performance indicators • Improved customer satisfaction and contact with service users • More efficient use of social worker time 2.10 Price Stability The prices will remain fixed for the first 5 years of the contract. Prices thereafter will increase annually in line with CPI (Consumer Price Index). Community Benefits 2.11.1 The Council is committed to maximising the delivery of community benefits. The procurement included a community benefit requirement, this approach is designed to deliver local community benefits where possible. 2.11.2 Within their tender, Access UK Limited committed to deliver the following community benefits within the Call-off Contract: Community Benefit Type Quantity Committed Office 365 Training Sessions 3 CV and Interview Workshops 2 Virtual Learning Sessions 2 2.11.3 The community benefits delivered as part of the Call-Off Contract does not include the creation of jobs or apprenticeships. Fair Work First 2.12 Within their framework submission, Access UK Limited advised that they will commit to the Scottish Governments “Fair Work First” initiative. Contract Strategy 2.13 Officers from Health and Social Care, Business Process Change and Improvement Team will be responsible for managing the Call-Off Contract which will be undertaken in accordance with the Councils agreed approach to contract and supplier management. 3. Measures of success
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3.1 The Call-off Contract will deliver the following outcomes through the Social Care Case Management Solution that: • is fit for purpose and aligns with DigitalNL work streams, corporate transformation and future policy and practice developments. • will support a consistent assessment and care planning approach across all care groups - which integrates all assessment and plan formats to maximise efficiency of social work practice and fulfil the local authority’s legal duties relating to social work and meets Statutory requirements for reporting. • facilitates reporting of outcomes in line with The Plan for North Lanarkshire • addresses any GDPR requirements in relation to the secure upload and access to information, including retention, destruction and archiving • will provide a source for all data to be held collectively in one location thus reducing the requirement for individual spreadsheets/database/word documents held by differing members of staff • will provide dashboard analysis and reporting to better inform future investment and current service provision and legislative compliance. • will facilitate direct front facing contact with individuals who use services • will streamline workflow and processes and provide a holistic view of a service user • will enable staff to work with a mobile offline solution with automatic upload to online system upon re-connection. 4. Supporting documents Appendix 1 Summary of Tender Evaluation Process Appendix 2 Summary of Procurement Process Appendix 3 SME Status and Location of All Tenderers Ross McGuffie Chief Officer Adult & Health & Social Care
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5. Impacts ( http://connect/report-template-guidance ) 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☐ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? The value of the Call-Off Contract shall not exceed one million five hundred thousand Sterling (£1,500,000.00) exclusive of VAT. The Call-Off Contract is for an initial period of 60 months anticipated to commence on 20 September 2022. The Council reserves the right to extend the Call-Off Contract for additional periods up to a maximum of a further 60 months. The costs associated with contract delivery will be contained within the capital budget and Integrated Joint Board. 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☒ No ☐ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? Regulated Contracts awarded by the Council must be compliant with procurement legislation, statutory guidance and the Council’s internal procurement procedural rules (General Contract Standing Orders). 5.5 Data protection impact
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Does the report / project / practice contain or involve the processing of personal data? Yes ☒ No ☐ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☒ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☒ No ☐ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? It was agreed at EAGG that no existing other suitable in-house solution existed and that permission for a procurement was granted. The implementation of new system will align with the council’s digital infrastructure and platforms A business change process will be part of the implementation to ensure that it supports social work practices and joint working. A data sharing agreement with supplier will be managed through contract management meetings. Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☒ No ☐ Agreed at EAGG on 24th August 2022. 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? 5.9 Risk impact Is there a risk impact? Yes ☒ No ☐ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed?
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All identified risks are included in a RAID (Risk, Assumptions, Issues and Dependencies) log produced from the corporate risk toolkit and will be monitored during implementation and ongoing contract management. Appendix 1 – Summary of Tender Evaluation Process Scoring Final Rank Tenderer Name Quality Quality weight 70%) Costs (Price weight 30%) Total Recommended for Contract Award (Y / N) 1 Access UK Ltd 63.23% 30% 93.23% Y 2 OLM Systems Ltd 63.13% 22.31% 85.44% N 3 LiquidLogic Ltd 62.88% 13.12% 76.00% N
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Appendix 2 – Summary of Procurement Process Response Procurement Procedure Utilised: Mini Competition Governing Legislation / Regulations: Public Procurement (Scotland) Regulations 2015 Date Contract Strategy Approved: 05 January 2022 Date Contract Notice Published: 14 April 2020 Number of Companies Invited to Take Part: 5 SME % of Expressions of Interest: 0 NLC Based % of Expressions of Interest: 0 Tender Return Deadline: 23 May 2022 Number of Tenders Received: 4 Tenders Received from SME’s: 4 Tenders Received from NLC Based Tenderers: 0 Number of Non−compliant Tenders: 1 Number of Compliant Tenders: 3 Number of Recommended Tenderers: 1 Basis of Contract Award: Quality: 70% Price: 30% Evaluation Team: Representatives from Adult Health & Social Care, Education & Families and Business Solutions. Anticipated Contract Start Date: 19 September 2022 Total Contract Period (Months): 60 + 24 + 24 +12 Maximum Total Contract Value: £1,500,000.00
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Appendix 3 – SME Status and location of all Tenderers Name of Tenderer Size of Tendering Organisation (Micro, Small, Medium or Large) Location (Local Authority / Council Area) Access UK LTD Medium Essex OLM Systems Ltd Medium Middlesex LiquidLogic Ltd Medium Leeds Advanced Medium Berkshire