DECISION BOOK. The decision book is open to public inspection at the Civic Offices between 9.00 am and 5.00 pm, Mondays to Fridays.

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1 DECISION BOOK Issue: 320 Date: 18 June 2010 Decisions set out in the book have been made under delegated powers by the Chief Executive, Corporate Directors or the Chief Finance Officer and Monitoring Officer, in consultation either with the Cabinet or the relevant Lead Councillor. This issue of the decision book will be in public circulation up until Monday 28 June During that period three Councillors may request in writing to the Chief Executive that a decision should be referred either to the Cabinet, or to the Council (as appropriate) for formal resolution. The decision book is open to public inspection at the Civic Offices between 9.00 am and 5.00 pm, Mondays to Fridays. The officer reports accompanying the decisions are attached. Contact: Tim Milgate Committee Services Tel: Fax:

2 DECISION BOOK ISSUE JUNE EXTENSION OF RAISE ESCR (ELECTRONIC SOCIAL CARE RECORD) SOCIAL CARE SYSTEM AND OFFICEBASE HOMECARE SYSTEM DECISION LEAD COUNCILLOR(S) WARDS AFFECTED PAGE NO. 1. EXTENSION OF RAISE ESCR (ELECTRONIC SOCIAL CARE RECORD) SOCIAL CARE SYSTEM AND OFFICEBASE HOMECARE SYSTEM COUNCILLORS BENSON AND RALPH BOROUGHWIDE 1 This report sets out the decision to extend the contract with CareWorks to provide RAISE, the Electronic Social Care Record (ESCR), which was procured via a competitive Official Journal of the European Union (OJEU) tender process during 2003/4 for a five year contract from 01 April 2004, with the option of an extension for up to two years expiring on 31 March 2011 in accordance with the Council s contracts procedure rules 5(1)(k) and 33. The report also sets out the decision to extend the contract with CACI (formally TCO) to provide OfficeBase HomeCare, which was procured via a competitive Official Journal of the European Union (OJEU) tender process during 2003/4 on a five year contract from 09 April 2005, with the option of an extension for up to two years to 08 April For practical purposes it has been decided to extend this contract for one year so it will now expire on 08 April 2011 in accordance with the Council s contracts procedure rules 5(1)(k) and 33. It is the decision of the Interim Director of Housing and Community Care and the Director of Education and Children s Services, in consultation with the Lead Councillor for Community Care, Housing and Health and the Lead Councillor for Education and Children s Services, that Reading Borough Council extend the contract for the RAISE software package with CareWorks Ltd for a further two year period expiring on 31 March It is the decision of the Interim Director of Housing and Community Care, in consultation with the Lead Councillor for Community Care, Housing and Health, that Reading Borough Council extend the contract for the OfficeBase HomeCare software package with CACI Ltd for a further year expiring on 08 April 2011.

3 2. READING GIRLS SCHOOL POST 16 CENTRE FOR GIRLS SOIL MOUND REMOVAL DECISION LEAD COUNCILLOR(S) WARDS AFFECTED PAGE NO. 2. READING GIRLS SCHOOL POST 16 CENTRE FOR GIRLS SOIL MOUND REMOVAL COUNCILLOR RALPH CHURCH 5 Further to Minute 68 of Cabinet on 24 September 2007, Minute 182 of Cabinet on 14 April 2008 and Decision Book report of 13 March 2009, to proceed with the construction of a Post 16 Centre for Girls at Reading Girls School, this report sets out the decision to proceed with the final part of the scheme to remove soil temporarily located on the school playing field during construction, to be funded from the approved project budget. It is the decision of the Director of Education and Children's Services, in consultation with the Head of Finance and Lead Councillor for Education and Children s Services, that PP Construction Ltd are appointed at a cost of 76,970.50, funded from the approved project budget, to remove the soil mound temporarily located on the school playing field, resulting from the construction of the new post 16 centre for Girls at Reading Girls School.

4 READING BOROUGH COUNCIL REPORT BY INTERIM DIRECTOR OF HOUSING & COMMUNITY CARE AND THE DIRECTOR OF EDUCATION AND CHILDREN S SERVICES LEAD COUNCILLOR: COUNCILLORS BENSON AND RALPH DATE: 18 JUNE 2010 TITLE: EXTENSION OF RAISE ESCR (ELECTRONIC SOCIAL CARE RECORD) SOCIAL CARE SYSTEM AND OFFICEBASE HOMECARE SYSTEM SERVICE: ADULT & CHILDREN S SOCIAL CARE WARDS: BOROUGHWIDE AUTHOR: JONATHAN BURT TEL: JOB TITLE: SERVICE MANAGER (ICT) 1. EXECUTIVE SUMMARY 1.1 Further to Minute 199 of Cabinet held on 15 March 2004, this report sets out the decision to extend the contract with CareWorks to provide RAISE, the Electronic Social Care Record (ESCR), which was procured via a competitive Official Journal of the European Union (OJEU) tender process during 2003/4 for a five year contract from 01 April 2004, with the option of an extension for up to two years expiring on 31 March 2011 in accordance with the Council s contracts procedure rules 5(1)(k) and Also, further to the subsequent Social Services & Housing Directorate Management Team meeting, chaired by the then Director Eileen Means, on the 21 July 2004, this report also sets out the decision to extend the contract with CACI (formally TCO) to provide OfficeBase HomeCare, which was procured via a competitive Official Journal of the European Union (OJEU) tender process during 2003/4 on a five year contract from 09 April 2005, with the option of an extension for up to two years to 08 April For practical purposes it has been decided to extend this contract for one year so it will now expire on 08 April 2011 in accordance with the Council s contracts procedure rules 5(1)(k) and RAISE is used by over 700 users within both Adults and Children s Social Care, as well as the Emergency Duty Team at Bracknell Forest Borough Council. HomeCare is used by 31 staff within the HomeCare Service. 1

5 2. DECISION 2.1 It is the decision of the Interim Director of Housing and Community Care and the Director of Education and Children s Services, in consultation with the Lead Councillor for Community Care, Housing and Health and the Lead Councillor for Education and Children s Services, that Reading Borough Council extend the contract for the RAISE software package with CareWorks Ltd for a further two year period expiring on 31 March It is the decision of the Interim Director of Housing and Community Care, in consultation with the Lead Councillor for Community Care, Housing and Health, that Reading Borough Council extend the contract for the OfficeBase HomeCare software package with CACI Ltd for a further year expiring on 08 April POLICY CONTEXT 3.1 The introduction of the RAISE social care and OfficeBase HomeCare software packages was made in context with the Department of Health s Electronic Social Care Record launched in 2001, and formally defined during 2003, with the final version (v7.2) being agreed in December 2003, which stated that all CSSR s (Council s with Social Services Responsibilities) must implement an Electronic Social Care Record (ESCR). 4. THE PROPOSAL (a) Current Position The current RAISE and OfficeBase HomeCare contracts has been operating for five years, following the award of the contract is 2004 to CareWorks Ltd and CACI Ltd following an Official Journal of the European Union (OJEU) tender process. The annual support costs for RAISE and OfficeBase HomeCare is as follows: RAISE Manage Service Hosting (Northgate Manage Services): 60,398* RAISE License & Annual Support (CareWorks Ltd): 60,259 OfficeBase Manage Service Hosting (Northgate Manage Services): 970* OfficeBase License & Annual Support (CACI Ltd): 16,698 *Both of these items are covered by the current Outsourced Managed Services contract with Northgate Information Solutions Ltd, which was recently extended by two years to October

6 (b) Options Proposed The initial five year contracted awarded to CareWorks Ltd and CACI Ltd allowed the extension of the contract for up-to a further two years. It is proposed that the option be taken up to extend by two-years with CareWorks Ltd and one year with CACI Ltd. (c) Other Options Considered The only other option would be to procure a new ESCR solution. If the Council opted to look for an alternative product, it would still need to extend the contract, whilst the Council goes through a tender procurement process. This would involve the detailed specification of a new system, an extensive data migration progress and retraining programme for 700+ staff. Considering that the current product still meets the Council s original needs, and the product roadmap meets the forthcoming central government agendas, it is recommended that at this stage the Council retain the current product rather than re-tender. A decision to renew the RAISE contract has been delayed due to discussions with CareWorks on their new CareDirector product, no decisions have yet been made regarding upgrading to CareDirector thus the Council wishes to exercise the option to extend the contract formally for two years. 5. CONTRIBUTION TO STRATEGIC AIMS The continued usage and development, in partnership with CareWorks, of the RAISE software package, and the continued usage of the OfficeBase HomeCare software package will allow the Council to support the Residents of Reading with regard to their social care needs and requirements, thus promoting equality, social inclusion and a safe and healthy environment for all. Keeping in line with the corporate vision, RAISE and OfficeBase HomeCare also allows the Council to maintain and improve the quality of life for the residents of Reading. RAISE allows us to produce Performance Indicator information, which allows the Council to manage and develop our social care performance in meeting our client needs. 6. COMMUNITY ENGAGEMENT AND INFORMATION 6.1 The community have benefited from a modern social care record system, giving all social care staff (including the Emergency Duty Team at Bracknell Forest) instant access to client data, thus ensuring that the client s needs are being met. This system has also made it easier to provide data as per Subject Access Requests from the residents of Reading. 3

7 7. LEGAL IMPLICATIONS 7.1 Both original contracts permit an extension for up to a further two year period beyond their original five year terms. Contracts Procurement Rule 5(1)(k) permits an extension 5(i)(k)) where the proposed contractor is already providing services and there is a financial benefit in negotiating an extension to the contract. 7.2 The ESCR contract original term expired on 31 March The OfficeBase HomeCare original term will expire on 08 April FINANCIAL IMPLICATIONS 8.1 The tenders from CareWorks Ltd and CACI Ltd were the best value options, and the current fees are met under an already provisioned revenue budget. There is provision within the contract for annual inflationary reviews of costs which have been implemented each year so far. The extension of the contract will continue this process. 9. BACKGROUND PAPERS 9.1 None. 4

8 READING BOROUGH COUNCIL REPORT BY DIRECTOR OF EDUCATION & CHILDREN S SERVICES LEAD COUNCILLOR: COUNCILLOR RALPH DATE: 18 JUNE 2010 TITLE: READING GIRLS SCHOOL POST 16 CENTRE FOR GIRLS SOIL MOUND REMOVAL SERVICE: EDUCATION & CHILDREN S SERVICES WARDS: CHURCH AUTHOR: KEVIN MCDANIEL TEL: (x74240) JOB TITLE: HEAD OF BUSINESS TRANSFORMATION 1. EXECUTIVE SUMMARY 1.1 Further to Minute 68 of Cabinet on 24 September 2007, Minute 182 of Cabinet on 14 April 2008 and Decision Book report of 13 March 2009, to proceed with the construction of a Post 16 Centre for Girls at Reading Girls School, this report sets out the decision to proceed with the final part of the scheme to remove soil temporarily located on the school playing field during construction, to be funded from the approved project budget. 2. DECISION 2.1 It is the decision of the Director of Education and Children's Services, in consultation with the Head of Finance and Lead Councillor for Education and Children s Services, that PP Construction Ltd be appointed at a cost of 76,970.50, funded from the approved project budget, to remove the soil mound temporarily located on the school playing field, resulting from the construction of the new post 16 centre for Girls at Reading Girls School. 3. POLICY CONTEXT 3.1 In September 2007 Cabinet (minute 68 refers) agreed as follows: (1) That the bid submitted to the Learning and Skills Council (LSC) on 3 September 2007 for funding to develop a new post-16 learning centre at Reading Girls School, in the sum of 5.5m, be approved; 5

9 (2) That, subject to the bid to the LSC being successful, contributory funding of 1.5m be identified and committed to the scheme from within the unapproved schools capital programme for 2008/09; (3) That subject to a successful bid to the Learning and Skills Council (LSC), scheme and spend approval be given to progress the scheme through to practical completion and occupation. 3.2 Cabinet, at its meeting on 14 April 2008, gave scheme and spend approval to the project in the sum of 5.5million, which acknowledged that this would be subject to a successful bid to the LSC as previously described (Minute 182 refers). Furthermore, it was their wish that the Director of Education and Children s Services, in consultation with the Head of Finance and Lead Councillors for Education and Lifelong Learning and Children s Services, be given delegated authority through the Decision Book process to finalise details of individual schemes and programmes within the spending approval given. 3.3 On 13 March 2009, through the Decision Book process, the Director of Education and Children's Services, in consultation with the Head of Finance and Lead Councillor for Education and Lifelong Learning, confirmed that the Council's estimated contribution of 1.12m towards the estimated cost of 5.44m of a Post-16 Centre for Girls at Reading Girls School be funded from the Council s approved capital programme. 3.4 The Council, in partnership with Kendrick Girls School, and Thames Valley University have developed plans to regenerate post 16 provision in South Reading. These plans aim to: a) Increase choice and diversity; b) Encourage new learners in the South Reading area to return to Education; c) Target educational provision for teenage mothers; d) Provide additional capacity for the expected increase in new learners from recent and anticipated future housing development within the area. 3.5 At the core of these plans is the construction of a new building, which will enable RGS to focus on providing more vocational options than at present. Those students requiring a more academic route will be able to apply for places at Kendrick school, which plan to expand their Sixth Form accordingly. 3.6 The temporary soil mound is the result of the construction of the new building at Reading Girls School. 6

10 4.0 THE PROPOSAL (a) Current Position 4.1 A temporary soil mound was sited on the school playing field as part of sustainability considerations during construction of the new building. Whilst there is anecdotal evidence of environmental improvements the soil mound provides, there are concerns by residents whose rear gardens back onto the playing field of the visual and safeguarding impact of the soil mound on their properties. (b) Option Proposed 4.2 That the soil mound is removed to an approved tip and the area be returned back to its previous condition as a grassed area of the playing field. (c) Other Options Considered 4.3 Considerations were given to reducing the height of the soil mound (removed soil to be re-located elsewhere), and re-landscaping the remaining soil mound. Liaison with residents indicated that this would not alleviate their issues. Cost analysis of these options indicated that the proposed option was the most cost effective and fully met the needs of the residents. 5.0 CONTRIBUTION TO STRATEGIC AIMS 5.1 By providing the RGS Post 16 Learning Centre, the Council and its partners will be able to create the opportunity to improve the outcomes for many local learners who would not otherwise take up further education, and therefore miss out on work opportunities within the local economy. 5.2 In developing the facility the Council will be addressing the needs of the local community, target groups including NEET (not in employment, education or training) and teenage mothers. Locating the building in Whitley will encourage engagement with a community that falls in one of the lowest categories for Education within the country. 6.0 COMMUNITY ENGAGEMENT AND INFORMATION 6.1 To date community engagement has taken place through the planning process, and consultation has taken place amongst many stakeholders from school staff, governor s parents, pupils and residents. 7

11 7.0 LEGAL IMPLICATIONS 7.1 The soil mound removal was tendered separately under Contract Procedure Rules as the main contractor for the new building had removed off site, thus negating any economies of scale usually realised from utilising the incumbent contractor to carry out the work whilst on site. It will be necessary to enter into a contract with the successful contractor. 8.0 FINANCIAL IMPLICATIONS 8.1 The cost of these works is included in the original approved new build 5.4m project budget (Minute 182, Cabinet report April 2008 refers and Decision Book report March 2009). 8.2 An assessment of the 76, tender by PP Construction Ltd against the new build main contractor submission of 96, which required them to return to set up site for the short period the works takes place, provides a saving of 19, towards the overall project costs. 9.0 BACKGROUND PAPERS 9.1 Cabinet report September 2007 Reading Girls School Bid Application To Fund Post 16 Learning Centre. 9.2 Cabinet report April 2008 entitled The Future Vision for Education in Reading and the Capital Programme to support it from Decision Book report March 2009 entitled RGS Post 16 Centre for Girls. 8

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