All reports 1. Governance Service receive draft report Name of GSO Andrew Charlwood. Name of Finance officer. Date. Date. Date. Date.

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1 DELEGATED POWERS REPORT NO. SUBJECT: Contract Award for Early Intervention Case Management Software Product Control sheet All of the following actions MUST be completed at each stage of the process and the signed and dated report MUST be passed to the Governance Service for publishing All reports 1. Governance Service receive draft report Name of GSO Andrew Charlwood 2. Governance Service cleared draft report as being constitutionally appropriate 3. Finance clearance obtained (report author to complete) 4. Staff and other resources issues clearance obtained (report author to complete) 5. Strategic Procurement clearance obtained (report author to complete) 6. Legal clearance obtained from (report author to complete) 7. Policy & Partnerships clearance obtained (report author to complete) 8. Equalities & Diversity clearance obtained (report author to complete) 9. The above process has been checked and verified by Director, Head of Service or Deputy 10. Signed & dated report, scanned or hard copy received by Governance Service for publishing 11. Report published by Governance Service to website Name of GSO Andrew Charlwood Name of Finance officer Farhana Begum Name of Resource officer Name of SPO n/a Kevin Bates Name of Legal officer Name of P&P officer Name of officer Name n/a n/a n/a Duncan Tessier Name of GSO 12. Head of Service informed report is published Name of GSO Key decisions only: Paul Frost 06/08/2013 Name of GSO Kirstin Lambert 08/08/ Expiry of call-in period N/A Kirstin Lambert 08/08/ Report circulated for call-in purposes to Business Management OSC members & copied to Cabinet Members & Head of Service Name of GSO

2 ACTION TAKEN UNDER DELEGATED POWERS BY OFFICER Subject Officer taking decision of decision 2 August 2013 decision comes into effect Contract Award for Early Intervention Case Management Software Product Assistant Director, Early Intervention and Prevention Summary Officer Contributors Status (public or exempt) Wards affected Enclosures Reason for exemption from callin (if appropriate) Key decision Contract award of an Early Intervention case management software package for Children s Services and to award the contract for this system to Liquidlogic. Paul Kennedy, Data and Systems Assurance Manager, Children s Services Ron Clements, Project Manager, Corporate Programmes Public (with separate exempt report) Not applicable None Not applicable No Contacts for further information: Paul Kennedy, Data and Systems Assurance Manager, Children s Services,

3 1. RELEVANT PREVIOUS DECISIONS 1.1 Cabinet Resources Committee, 7 November 2012, Decision Item 7 approved the contract procurement activity for the 2013/14 financial year as set out in the Corporate Procurement Plan. 1.2 Cabinet, 12 February 2013, Decision Item 5 approved the Capital Programme 2013/ / Cabinet Resources Committee, 18 July 2013 Decision approved the capital spend of 200,000 on the Early Intervention and Prevention system. 2. CORPORATE PRIORITIES AND POLICY CONSIDERATIONS 2.1 The council s Corporate Plan ( ) sets the strategic priority to Support families and individuals that need it promoting independence, learning and wellbeing. A key objective is to provide more efficient services, with services designed to meet the changing needs of residents. An EIP case management system will significantly improve data management enabling us to better understand our customers. 3. RISK MANAGEMENT ISSUES 3.1 At the moment data is stored in a number of different formats and locations. If a case management system for early intervention and prevention is not put in place there is a risk that existing systems will not be able to function effectively. 3.2 I do not consider the issues involved are likely to raise significant levels of public concern or give rise to policy considerations as the EIP system purely provides case management. 3.3 Any risks related to the project will be managed through the Barnet project management methodology and scrutinised on an ongoing basis. 4. EQUALITIES AND DIVERSITY ISSUES 4.1 Under the Equality Act 2010, the council and all other organisations exercising public functions on its behalf must have due regard to the need to: a) eliminate discrimination, harassment, victimisation and any other conduct that is prohibited by or under the Act; b) advance equality of opportunity between those with a protected characteristic and those without; c) promote good relations between those with a protected characteristic and those without. The protected characteristics referred to are: age; disability; gender reassignment; pregnancy and maternity; race; religion or belief; sex; sexual orientation. It also covers marriage and civil partnership with regard to eliminating discrimination. 4.2 The recommendation to participate in this contract does not give rise to any obvious levels of equalities and diversity issues.

4 4.3. Procuring a software system to provide case management capabilities does not raise equalities issues as it is a software procurement to enable an internal (i.e. not public-facing) system. 5. USE OF RESOURCES IMPLICATIONS (Finance, Procurement, Performance & Value for Money, Staffing, IT, Property, Sustainability) Procurement 5.1 Following a market assessment of the systems available to provide the required functionality it was decided that the leading potential candidates were all available under the Government Procurement Services Framework RM865 Lot 3. This framework was used as the basis for procurement in order to maximise the speed of the exercise and minimise the resources, in both financial and personnel terms. It was confirmed that a mini-quotation tender exercise should be undertaken. 5.2 The invitation to tender was sent to the following companies under the auspices of the framework agreement. Azeus Systems Bramble CC CACI Capita Business Services Civica CoreLogic Lagan Technologies (KANA) LiquidLogic Mouchel Management Consulting Northgate Oxford Computer Consultants System Associates Ltd 5.3 Two responses were received one from company B, and one from Liquidlogic. Details of Company B are set out in the associated exempt report. 5.4 In the tender evaluation exercise the scores were as follows Quality (70%) Commercial (10%) Methods (60%) Totals Price (30%) Totals Liquidlogic Company B

5 5.5 The 5-year costs proposed for the two solutions were as follows :- Liquidlogic 205,200 Company B 213,708 IT Characteristics 5.6 The Requirements Specification requested that both a hosted and a non-hosted solution be proposed in order to give the Council as much flexibility as possible in its solution provision. Technical discussions, which have taken place during the process have recommended that the preferred option is the non-hosted option. Finance 5.7 A budgetary allowance of 200,000 is available in the Capital Programme 2013/ /18 for the purchase of the software and implementation services, including project management, for the provision of an Early Intervention case management system. 5.8 The ongoing annual revenue costs will be funded by existing Children s Service revenue budgets. The total contract spend will be: Period Spend (Capital Spend) 124, (Revenue Spend) 20, (Revenue Spend) 20, (Revenue Spend) 20, (Revenue Spend) 20,225 Total 205, LEGAL ISSUES 6.1 IT Services fall under Part A of Schedule 3 of the Public Contracts Regulations 2006 and where the relevant threshold is exceeded it is necessary to comply with the full requirements of EU and domestic procurement legislation. The procurement referred to in this report complies with relevant domestic and European Union Procurement Regulations as the appointment would be made under a Government Procurement Service Framework Agreement, which the Council is entitled to call-off against. 6.2 A written contract documenting the terms and conditions regulating the provision of services will be executed by the parties. 7. CONSTITUTIONAL POWERS 7.1 The Constitution, Responsibility for Functions, 7.1 states that Chief Officers can take decisions without consultation with the Cabinet Member concerned where it is a decision authorised to be taken by the Chief Officer under the Contract Procedure

6 Rules. 7.2 Constitution Contract Procedure Rules, Section 17 Appendix 1, Table A - Authorisation and Acceptance Thresholds - provides that Directors can accept tenders of 499,999 and below, if within budget and agreed savings target on forward plan. As set out at paragraph 5.1 above, the procurement process was approved by Cabinet Resources Committee of 7 November 2012 and 18 July BACKGROUND INFORMATION 8.1 About two years ago it was recognised that an early intervention and prevention case management system was required to bring EIP data together in a single place, and a project team was set up. The project secured capital funding, and an update on the business case went to the IAB (Investment Approvals Board) on 15 January At present case management and other information used daily by the Family Focus and other early intervention workers is kept in files in a variety of formats including Microsoft Excel spreadsheets and Microsoft Access databases. The information in these files is not always consistent and data is often duplicated. This situation is not sustainable due to the volume of data being kept in these files; the importance of the data contained in these files and the lack of functionality provided to the teams by storing data in this manner. 8.3 A new system is required to: - act as a case management system, providing one consistent source of information for early intervention workers - integrate with the social care case management system, allowing cases to be stepped up and down from non-statutory to statutory work - enable better reporting on and analysis of data, helping to evidence outcomes in relation to early intervention work, including the Troubled Families programme - provide an ecaf portal available to approved professional partners - adhere to Barnet IS policy 8.4 Procurement was under taken using a Government framework agreement (RM865), and two bids were received. The evaluation panel consisted of relevant officers from Family Services delivery unit and IS 8.5 Procurement staff members were involved in monitoring and moderating the process and were fully involved when providers were called in to demo the systems and answer further questions. 8.6 The panel s preferred provider is Liquidlogic, who also provide the children s social care case management system (ICS), which will help to support interoperability. It is possible for the system to be used by partner organisations as well as by LBB staff, which will help to support joint working. 8.7 Conversations have taken place with Capita about the strategic fit with future developments should IS services be provided by Capita in the future and no issues were identified.

7 9. LIST OF BACKGROUND PAPERS 9.1 CS_EIS_Requirements_v7_0 CS_EIS_Tender_v5_0 9.2 Anyone wishing to see these papers should contact Corporate Procurement. 11. OFFICER S DECISION I authorise the following action: 11.1 The award of a contract to provide the Early Intervention Case Management System to Liquidlogic Ltd with a contract value up to 205,200 over 5 years.. Signed Assistant Director, Early Intervention and Prevention 2 August 2013

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