Date Date Date Date Name of TU rep. N/A Date. Date Date Date Date Date 4.09.

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1 DELEGATED POWERS REPORT NO. 839 SUBJECT: Tender acceptance for the provision of the Client Caseload Information System (CCIS) Database 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 Democratic Service for publishing All reports 1. Democratic Services receive draft report Name of DSO Nick Musgrove Date Democratic Services 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. Trade Union response received (Staffing issues only) 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 (report author to complete) 10. Signed & dated report, scanned or hard copy received by Democratic Services for publishing 11. Report published by Dem Services to website Name of DSO Nick Musgrove Date Name of Fin. officer Linda Parker Date Name of Res. officer Date Name of TU rep. N/A Date Name of Legal officer Hema Parmar Date Name of P&P officer Andrew Nathan Date Name of officer Julie Pal Date Name Robert McCulloch-Graham Date Name of DSO Jonathan Regal Date Name of DSO Jonathan Regal Date Officer reports: 12. Head of Service informed report is published and can be implemented. Name of DSO Date Cabinet Member reports: 13. Expiry of call-in period Date 14. Report circulated for call-in purposes to COSC Name of DSO members & copied to Cabinet & Head of Date Service Jonathan Regal

2 ACTION TAKEN UNDER DELEGATED POWERS BY OFFICER (EXECUTIVE FUNCTION) Subject Officer taking decision Tender acceptance for the provision of the Client Caseload Information System (CCIS) Database Director of Children s Service Date of decision 30 July 2009 Summary Officer Contributors Status (public or exempt) Wards affected Enclosures Reason for exemption from callin (if appropriate) This report seeks approval to accept the recommendation that the Boroughs (Barnet, Haringey, Enfield and Waltham Forest) proceed to appoint Careervision as the preferred supplier for the CCIS database for 3 years commencing 1 July The CCIS database is an electronic client management system for tracking and analysing destinations and outcomes for young people. Sharon Glover, Youth and Connexions Manager, Children s Services Public None None Not applicable Contact for further information: Sharon Glover, Youth and Connexions Manager Tel Serial No. 839

3 1. RELEVANT PREVIOUS DECISIONS 1.1 Cabinet 18 June 2007 (Dec. Item 10) Future Provision of Connexions Service requested members to accept responsibility for providing Connexions services, which support young people in the transition from school to employment or training, transfer to Barnet in April This report sought the agreement of Cabinet to establish a locally commissioned provision managed by schools, colleges and other services. 2. CORPORATE PRIORITIES AND POLICY CONSIDERATIONS 2.1 The Council s corporate priorities include a Bright Future for Children and Young People. The database provided will enable the council to improve the tracking of pupils progress and enable earlier identification of pupils whose progress is giving cause for concern. Improving the quality of the database will enable the Youth and Connexions Service to improve the way in which the council works with employers and training providers by ensuring all the management information in this area is up to date so that we can then match the vacancies with those young people are NEET (i.e not in education, employment and training). Tracking is also very important for those young people who are in care, young offenders and those with special needs. This ensures that we keep close contact with these YP and work intensively with them to ensure positive outcomes. Improving the database will also support the council s ability to identity and support young people at risk of being excluded from school. 3. RISK MANAGEMENT ISSUES 3.1 As with any change of service provider there are inherent risks in terms of continuity of service during transition. This has been addressed by proposing early engagement of the proposed contractor to allow an element of overlap and set up during the period when the current contactor is still operational. 3.2 Risks associated with the quality and performance standards of the new contractor have been addressed through the application of a robust tender evaluation process. Risk evaluation was an important element of the tender evaluation process and the proposed contractor, Careervision, who are also the supplier of the CCIS software demonstrated a low risk solution within their tender. 3.3 Risks will also be mitigated by implementing a memorandum of understanding by all four boroughs regarding joint working arrangements. A robust contract monitoring procedure over the life of the contract will be introduced with each borough being responsible for the monitoring of its own contract. 4. EQUALITIES AND DIVERSITY ISSUES 4.1 The targeted elements of the Connexions service will give disadvantaged young people the best chance of becoming economically viable contributors to the community, regardless of their gender, race, ethnicity, sexual orientation and disability and supports the commitments outlined in Barnet s Equality Scheme 2007/ /11, thus directly supporting the Council s public duties to eliminate unlawful discrimination and harassment, promote equality of opportunity, and promote good relations between people.

4 CCIS represents the key system in monitoring, recording and tracking young people that supports the service in delivering on its commitments. The CCIS enables the Youth and Connexions Service to carry out a detailed analysis of the needs of young people in the borough, based on monitoring and outcomes data and disaggregated to understand the needs of different groups, focussing on race, gender, faith and those with learning difficulties and disabilities. In sum, the above will enable the Youth and Connexions to be more effective in targeting its support to those who need it most. 5. USE OF RESOURCES IMPLICATIONS (Finance, Procurement, Performance & Value for Money, Staffing, IT, Property, Sustainability) 5.1 Financial Implications The existing revenue budget within the Connexions Service for CCIS support is sufficient to meet the costs of the contract as set out in the exempt report accompanying this public report. Cost of transition and monitoring can be contained within existing budgetary provision. 5.2 Staffing Implications There are no direct staffing implications for Barnet. The staff employed by the current contractor, Y-Gen, will have the right to transfer to the new contractor Careervision under the Transfer of Undertaking (Protection of Employment) Regulations, known as TUPE. 5.3 Property Implications There are no property implications arising from the award of this contract. 5.4 ICT Implications Beyond the issues contained in the body of this report there are no additional ICT implications arising from the award of this contract. The staff within the Youth and Connexions Service, who currently have access to the CCIS system, will continue to enjoy the same level of access and through the same pathways as at present. 6. LEGAL ISSUES 6.1 A written contract, containing, amongst other terms, the provisions specified by the council s Contract Procedure Rules, will need to be drawn up and executed on behalf of the parties. 7. CONSTITUTIONAL POWERS 7.1 Constitution: Part 3, Section 6 Powers Delegated to Officers. Contract Procedure Rule 5 authorises Directors and / or Heads of Service to accept a tender or quotation up to 139,893 where that is lowest or where it represents value for money and is the best available option for the Council Contract Procedure Rules 6.7 and 6.8 Utilising Consortia Purchasing Arrangements The Director Of Childrens Services has approved the consortia.

5 8. BACKGROUND INFORMATION 8.1 The Connexions service was established in 2001 with the aim of providing a comprehensive service to meet young people's needs for information, advice and support. The objective of the service was to provide high quality, impartial, Information, Advice and Guidance (IAG), including careers advice & guidance, together with access to personal development opportunities to help remove barriers to learning and progression and ensure young people made a smooth transition to adulthood and working life. 8.2 In order to hold data and track young people within the boroughs, a Client Caseload Information System (CCIS) was stipulated by the Government to be implemented within all Connexions teams. 8.3 In 2007 councils in the North London area (Barnet, Enfield, Haringey and Waltham Forest) decided to use Core+ and Web Core as the case management system. Since then, the current contracted provider has been responsible for providing the case management service. 8.4 The support for the database was originally contracted for through Connexions North London (CXNL) who provided the access to the system to Haringey. CXNL contracted directly with the owner of the intellectual property and maintainer of source code Careervision for this support. Based on the support provided, at this time all PA s were using a mixture of either Webcore or Coreplus. 8.5 In January 2008, the four Boroughs took the decision to renegotiate their forthcoming support with CXNL for the provision of Coreplus and WebCore. This was undertaken as a group with a single agreement and service level agreement for all Boroughs. It was decided at this time that this would provide the most cost effective option, whilst continuing to maintain the level of service required for the PA s. 8.6 These discussions were facilitated by Haringey on behalf of the four Boroughs and an agreement was reached. In order to complete the procurement, each Council approached their procurement teams for a waiver to procure the CCIS database on the understanding that this would be for a maximum 12 month period only. At the end of these 12 months, a formal procurement process was agreed to be undertaken to continue to ensure that the Borough s attained best value for their investment. 8.7 The tender process has now been concluded and responses have been received from a total of four companies following expressions of interest from 55 companies in total. The responses have been evaluated by the strategic leads using the following assessment tools and criteria. Tender Price Careervision 50, B 59, C 71, D 74,700.34

6 I have taken the above information into account when taking the above information in the public report A balanced scorecard was agreed which weighted scores according to their importance to the service provided. Scores were ranked 1 to 5 from low to high with 3 being the compliant score. On this basis the score reflecting a compliant bid was 429. Bids were agreed to be shortlisted if they achieved a mark within 15% of the compliant score. This was undertaken by representatives of the strategic leads with procurement support from Haringey as a witness An assessment of final stability and robustness was undertaken which included credit checking, assessment of financial account and professional indemnities requested. This was undertaken on behalf of the Boroughs by the London Borough of Waltham Forest The assessment of the questionnaire was undertaken on a pass fail basis to assess responses. The questions posed were in relation to the standard PQQ released by local authorities and in the case of this tender was included as part of the tender response as opposed to conducting an initial PQQ. The evaluation was undertaken on behalf of the four boroughs by the London Borough of Barnet An assessment of costs was undertaken based upon the form of tender and individual quotations received. The cost evaluation assumes the following points: a) All Boroughs receive the same level of service and products b) That personnel costs or those relating to TUPE are included c) That all costs have been confirmed with the supplier as correct d) That further discussion has taken place in relation to cost profiling other than understanding the costs submitted e) That a link back to the pre tender cost assessment has been undertaken Confirmation of the costs, core components and options has been verified with each supplier by representatives of the London Borough of Haringey. 8.8 Short-listed tenderers have submitted site referees as part of their bid submission. Site references were undertaken using a structured agenda and approach and details captured via a structured interview questionnaire. This was attended by all Strategic leads and the procurement officer from the London Borough of Haringey. Each interview was documented by a representative of the London Borough of Haringey and signed off by the strategic leads. 8.9 Where required, clarification questions were submitted to the bidders as part of the evaluation process. These questions were then reviewed by the strategic leads and scores amended within the balanced scorecard as appropriate. The markings that are shown within this document relate to the final markings after all evaluation, including receipt of clarification questions has been taken into consideration Having reviewed the tender process and evaluation information, it is the recommendation that the Boroughs proceed to appoint Careervision as the preferred supplier for the CCIS database. It is further recommended that a contract is put in place on 1 July 2009 to ensure a seamless transition to take place.

7 9. LIST OF BACKGROUND PAPERS 9.1 Any person wishing to inspect the background papers listed above should telephone Sharon Glover on OFFICER S DECISION I authorise the following action 10.1 That, subject to the completion of all necessary legal and other documentation, Careervision be appointed as the preferred provider of CCIS support to Barnet as part of a consortium of four Boroughs (Barnet, Haringey, Enfield and Waltham Forest) with effect from 1 July 2009 for a 3 year period Signed Robert McCulloch-Graham Director of Children s Service Date 30 July 2009

8 The Mayor and Burgesses of the London Boroughs of Barnet, Enfield, Haringey and Waltham Forest. INVITATION TO TENDER FOR CLIENT CASELOAD INFORMATION SYSTEM (CCIS) AND E-YS The Mayor and Burgesses of the London Boroughs of Barnet, Enfield, Haringey and Waltham Forest (the Boroughs ) invite Tenders for the provision of a Client Caseload Information System (CCIS) and E-ys for use by Connexions Personal Advisors (PA s). The contract will run for 3 years with the option to extend for a further period of up to 1 year. Using an overarching partnership agreement, each Borough will contract directly with the successful supplier via an access agreement in their own right. The service required will encompass the supply, maintenance, management and helpdesk support of the CCIS and E-ys databases to the Boroughs as well as the ongoing support for PA s. This support will include contract management with the Boroughs as well as a staffed helpdesk to handle queries and managed in accordance with the specification. Organisations who have experience of supplying and managing a CCIS compliant database are invited to tender for this contract. Organisations will be evaluated using the criteria stated in the Instruction to Tender document The Boroughs wish to tender for this service via the open procedure. Tender responses to be submitted no later than 1pm on the 22 nd April Expressions of interest and all queries are to be submitted in writing to Greer Gardiner at the following address: Name Address Greer Gardiner River Park House, Podium North, 225 High Road, Wood Green London N22 8HQ Tel xxxxx.xxxxxxxx@xxxxxxxx.xxx.xx