Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: Yes

Date of Decision: October 14, 2025

Purpose: To outline procurement activity for core social care case management system

Content: RESOLVED that   i.       the strategic procurement plan for core Social Care case management systems relating to Children’s Services, Adults' Social Care and Education and Learning as outlined in Appendix 1 is approved.   ii.     authority to approve the strategic procurement plan and contract award to support the services outlined in 3.1. be delegated to the Executive Director: Communities, in consultation with the Cabinet Member for Leisure, Culture, Public Protection   iii.    Cabinet approves delegation of minor amendments and the decision to suspend or proceed with the procurement process to the Executive Director Communities in consultation with the Executive Director People and the Cabinet Member for Leisure, Culture, Public Protection.

Reasons for the decision: i.       The Council has three core social care systems with each having been subject to significant investment over the last five years (in terms of system configuration, system enhancements and training) to ensure they were fit to meet operational needs of the People Directorate services and revised operating models where they have been implemented.   ii.     In order to regularise our current position, ensuring that previous investment and operational gains already made are exploited further and to meet evolving technical security requirements (protection of data and mitigation of emerging cyber threats) it is recommended that the three systems are reprocured via direct award from compliant frameworks, moving to externally hosted environment where this an appropriate option, recognising that externally cloud hosted solutions incur additional costs (see 6.4)   iii.    According to the UK Government’s Cloud Guide for the Public Sector, cloud adoption – when properly implemented-can “increase security and create opportunities to innovate” while supporting cross-functional collaboration and service continuity1.   iv.    Devolved decision-making will reduce delays and enable agile responses to operational needs while maintaining appropriate controls, leveraging existing frameworks such as G-Cloud, KCS and EPOS (as examples), we can ensure compliance and value for money.   v.     All procurement activity will align with the Procurement Act 2023, and a procurement officer has been assigned as per the contract standing orders. All notices will be published as per the legislation, and all activity will be subject to a full strategic procurement plan before agreement to proceed is sought through the delegated authority.

Alternative options considered: i.       An alternative approach would have been to undertake separate procurements for each of the three core systems. However, this would risk duplication of effort, inconsistent contractual terms, and missed opportunities to align delivery timelines. It would also have introduced additional costs, as each procurement would require its own process, governance, and supplier engagement.   ii.     A further option considered was to extend existing contractual arrangements for individual systems on a short-term basis while addressing procurement in stages. This was rejected as it would prolong reliance on ageing platforms and delay the benefits of improved functionality, resilience, and efficiency that new systems can deliver. Staged procurement would also run counter to the way our People Directorate operates, where children, adults, and families often transition between service areas. Managing these transitions across systems that are not aligned increases the risk of inefficiency and inconsistency in how support is provided.   iii.    By coordinating the procurements, the Council can ensure consistency across the People Directorate, secure economies of scale, and deliver systems that better reflect our residents' real pathways and experiences.