Decision

For the reasons set out in
the report and its appendices Cabinet RESOLVED to Agree:
 
To approve the
procurement of a new ECM system for an initial term of three years
with the option to extend up to a maximum of five years
(3+1+1+1+1+1) at an estimated value of £248,512 per
annum.
 
 
Alternatives
Considered
 
a) Do nothing – the current contract has one remaining
extension term until May 2026, which the Council does not wish to
utilise as based on market research there has been significant
advancements to the market already and if the Council waits a
further two years, it would mean that the Council cannot make use
of these. It would also mean that the
contract end date would fall after the re-procurement of the ILSS
Framework in 2025. For business continuity reasons, and in order to
comply the systems and reporting obligations which will form part
of the new Framework’s specification, it would be better for
any new system to have been fully tested and implemented before
this.

 

b) 
Terminate the Contract without re-procuring - an ECM
system is a business critical application. It is used to track the
delivery of over 1.7 million hours of Domiciliary Care per annum in
the borough by over 1,000 Care Workers, across 24 Providers.
Without this, manual timesheets will be required, which is resource
intensive for the Council and ILSS Providers (and residents); and
often do not demonstrate actual delivery. 
 
c) 
Re-procure via a framework /
mini competitions, as previously done in 2014 for the
existing contract. However, given the niche nature of the market,
using this option would not maximise competition and allow greater
access to technological advances as well as, offer value for
money.