Social Care Case Management System
Renfrewshire Council · 9 February 2023
Back to Finance, Resources and Customer Services Policy Board — 9 February 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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___________________________________________________________________ To: Finance, Resources and Customer Service Policy Board On: 9th February 2023 ___________________________________________________________________ Report by: The Chief Executive and the Director of Finance and Resources ___________________________________________________________________ Heading: Contract Award: Provision of a Social Care Case Management System ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Contract for the Provision of a Social Care Case Management System (RC-CPU-22-253) to OLM Systems Limited. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with Schedule 5: Award Procedure and Customer Guidance issued for Lots 1-3 of the Crown Commercial Services G Cloud 13 Framework Agreement RM1557.13 and the Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was prepared by the Corporate Procurement Unit and approved by the Head of Digital, Transformation and Customer Services and the Strategic Commercial and Procurement Manager. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
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2.1 Authorise the Head of Corporate Governance to award a Call-Off Contract for the Provision of Support and Maintenance of a Social Care Case Management System (RC-CPU-22-253) to OLM Systems Limited in accordance to the award procedure under Crown Commercial Services G- Cloud 13 Framework Agreement RM1557.13. 2.2 Authorise a maximum Call-Off contract value of up to £643,062.60 excluding VAT (an annual contract value of £160,765.65 excluding VAT). 2.3 Note the initial contract period of three years with the Council having the option to extend the service period for up to 12 months. The start date of the 1st April 2023 will be confirmed in the Crown Commercial Services G-Cloud 13 Framework Agreement RM1557.13 Order Form. _________________________________________________________ 3. Background 3.1 The Council has a requirement for a contract to replace the current Software as a service (SaaS) social care case management system which will expire on 31st March 2023 provided by OLM Systems Limited. The social care case management software system provides case management, financial information, and document management. The system is used by Renfrewshire Health and Social Care Partnership, Children’s Services and Criminal Justice. 3.2 The council identified the Crown Commercial Services as a suitable route to market. The G-Cloud 13 Framework Agreement RM1557.13 was established on 9 November 2022 (the “Framework”). The Framework consists of 3 Lots and Lot 2 of this Framework offers a suite of cloud provisioned software and associated services including services for Social Care systems. 3.3 Following the Framework Award Procedure (Schedule 5) and the Crown Commercial Services RM1557.13 G-Cloud 13 Lots 1-3 Customer Guidance Buying Process the Council followed the Step process and searched terms. At Step 3 – longlist to shortlist it was found that only one supplier provided an offering which was suitable against the high level and further filtered short list requirements. The filters used are detailed below -:
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Filters List of Filters Used Description of Filters Used Search Result (Suppliers) 1 Care Management The primary purpose of the application is the assessment, planning, implementation, and evaluation of services to meet the specific needs of the supported people. 1433 2 SAAS The solution must be cloud-hosted/software-as-a-service solution, with no reliance on Council provisioned server or storage infrastructure. 51 3 Multi Agency The application must facilitate multi-agency working where social workers work closely with other professions or agencies to support and safeguard vulnerable people. 6 4 Open API The solution must have open APIs. This supports flexibility, data interoperability and cost efficiency. 1 3.4 Following Steps 1-3 the offering provided under the Framework by OLM Services Limited has been evaluated by council officers against the Service Description available on the Contract Award Service and the offering was identified by council officers as meeting the Council’s requirements therefore the council is able to progress to make a direct award under the Crown Commercial Services G-Cloud 13 Framework Agreement RM1557.13. 3.5 Community benefits were requested as part of the Call-Off Contract, OLM Systems Limited will deliver three graduate job opportunities within Renfrewshire. ___________________________________________________________________ Implications of the Report 1. Financial – Costs in respect of this Contract will be funded by the ICT Revenue budget. 2. HR & Organisational Development – No TUPE implications. 3. Community/Council Planning – • Working together to improve outcomes – this contract will support the Council continues to provide the services required to the residents of Renfrewshire. 4. Legal - The procurement was carried out in accordance with Schedule 5: Award Procedure and Customer Guidance issued for Lots 1-3 of the Crown Commercial Services G Cloud 13 Framework Agreement RM1577.13 and the
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Council’s Standing Orders Relating to Contracts. The Framework allows for Suppliers Terms to form part of this Call-off Contract. 5. Property/Assets - None 6. Information Technology – This contract will ensure continuation of the council’s social care case management system, operating as a SaaS. 7. Equality & Human Rights - The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – There are no health and safety implications associated with the award of this contract. 9. Procurement - The procurement procedure outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government 10. Risk – The insurance held by OLM Services Limited are assessed as part of their appointment on to the Framework and will be reviewed by the council’s risk team. 11. Privacy Impact – OLM Systems Limited are required to agree to the conditions of the Framework which includes provisions for Data Protection and GDPR and will also be reviewed by the council’s information governance team as part of the buying process through the conclusion of the order form. 12. Cosla Policy Position – No Cosla Policy Position implications have arisen or are anticipated. 13. Climate Risk – The level of impact associated with provision of this service has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. ________________________________________________________________ Author: Alexandra Donaldson, Strategic Commercial Category Manager, Corporate Procurement Unit, Alexandra.donaldson@renfrewshire.gov.uk