Official UK procurement notice
Adult Social Care Case Management System - Software as a Service
Authority: Council of the City of Wakefield (Local council)
What is being bought
Published requirement descriptionWakefield Council has a statutory duty to provide Adult Social Care Services. In order to comply with this duty the Council requires an electronic record management system which is safe and securely maintained. These records contain both personal and sensitive data about the citizens of Wakefield who have had or currently have contact with Adult Social Care (ASC). A key requirement is for the Council to be able to export information from the records management system to enable completion of statutory and local reporting and provide data to assist the Council to identify strategic priorities and effectively manage its resources.
CPV: Information systems and servers
The lotProcurement structure
single lot · no lot value publishedLot #1The Council intends to award this contract for a fixed term of 20 months to the…
The Council intends to award this contract for a fixed term of 20 months to the incumbent supplier using the Negotiated Procedure without prior publication (Regulation 32(2)(b)(ii). The technical grounds are as follows:
Complexity of build
i. Secure Infrastructure and Hosting - The Council would need to undertake due diligence to ensure that the infrastructure and hosting meet requirements and do not impact upon the Councils PSN accreditation.
ii. Network and Gateway connections - The Council would need to undertake due diligence to ensure that the network and connection are safe and there would be no risk of data loss.
iii. Support Services - The Council would need time to engage with a new system supplier and ensure that the required level of support for SAAS is in place to avoid operational issues.
iv. Security accreditation would be required for all aspects of the service.
v. Training - Training needs analysis would identify that the whole workforce, including management, would require training in the new system. The training would need to be developed and tested.
vi. Rollout - Customers, sponsors, end user organisations would need to be engaged to ensure that they would be made aware of the rollout plans, disruptions to service and implications to their own vetting operations.
vii. Data Migration- Given that 3.5 million records are stored in the current system, the timescales do not allow for a thorough and safe data migration exercise consisting of a number of data passes to enable testing of the data.
viii. Functional testing- The timescales do not allow for thorough and complete functional testing to ensure that the system is functionally sound and operates as required before it would be due to go live in late July 2024.
ix. Customisation- The timescales do not allow for the customisation of a new electronic social care system to ensure that service could continue to be operational and meet its statutory requirements.
Service Wrap
x. The service wrap would require a transition to any new provider. This would take about 18 months to complete and would include Contact Centre, service desk, solution management, Secure Operations Centre (SOC), Incident Management etc.
De-risking Data Transfer
xi. The transfer of data from the current system to any new system would require a complete data migration plan, testing and issue resolution. A series of data passes is required to enable to the Council to test if data transfer has been successful and afford opportunity for data validation, data cleansing and user acceptance. It is not technically possible to manage the associated risks of loss of data by the end of July 2024 when the current contract expires.
Consideration to the Security Environment
xii. The security aspects of the new system would need to adhere to the requirements of the Council and to ensure PSN accreditation is maintained. This could not be achieved before the current contract expires at the end of July 2024.
. Other considerations and test undertaken applied by the Council
xiii. Exit & transition extension - This 20 month contract would achieve service continuity permitting exit and transition to a replacement system to take place in a planned and safe way. Additional information: A subsequent award notice will be published in due course.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Award procedure without prior publication of a call for competition
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Goods
- Notice status
- Awarded without competition
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Direct award (no call for competition)
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 20 Feb 2024, 18:14 GMT
- Last source update
- 20 Feb 2024, 18:14 GMT
- Authority reference
EXC24-003- FTS notice number
2024/S 000-005581- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-043b97Find a Tender
- Why no open competition
- The procurement falls outside the scope of application of the directive
- Published justification
The Council intends to award this contract for a fixed term of 20 months to the incumbent supplier using the Negotiated Procedure without prior publication (Regulation 32(2)(b)(ii). The technical grounds are as follows:
Complexity of build
i. Secure Infrastructure and Hosting - The Council would need to undertake due diligence to ensure that the infrastructure and hosting meet requirements and do not impact upon the Councils PSN accreditation.
ii. Network and Gateway connections - The Council would need to undertake due diligence to ensure that the network and connection are safe and there would be no risk of data loss.
iii. Support Services - The Council would need time to engage with a new system supplier and ensure that the required level of support for SAAS is in place to avoid operational issues.
iv. Security accreditation would be required for all aspects of the service.
v. Training - Training needs analysis would identify that the whole workforce, including management, would require training in the new system. The training would need to be developed and tested.
vi. Rollout - Customers, sponsors, end user organisations would need to be engaged to ensure that they would be made aware of the rollout plans, disruptions to service and implications to their own vetting operations.
vii. Data Migration- Given that 3.5 million records are stored in the current system, the timescales do not allow for a thorough and safe data migration exercise consisting of a number of data passes to enable testing of the data.
viii. Functional testing- The timescales do not allow for thorough and complete functional testing to ensure that the system is functionally sound and operates as required before it would be due to go live in late July 2024.
ix. Customisation- The timescales do not allow for the customisation of a new electronic social care system to ensure that service could continue to be operational and meet its statutory requirements.
Service Wrap
x. The service wrap would require a transition to any new provider. This would take about 18 months to complete and would include Contact Centre, service desk, solution management, Secure Operations Centre (SOC), Incident Management etc.
De-risking Data Transfer
xi. The transfer of data from the current system to any new system would require a complete data migration plan, testing and issue resolution. A series of data passes is required to enable to the Council to test if data transfer has been successful and afford opportunity for data validation, data cleansing and user acceptance. It is not technically possible to manage the associated risks of loss of data by the end of July 2024 when the current contract expires.
Consideration to the Security Environment
xii. The security aspects of the new system would need to adhere to the requirements of the Council and to ensure PSN accreditation is maintained. This could not be achieved before the current contract expires at the end of July 2024.
. Other considerations and test undertaken applied by the Council
xiii. Exit & transition extension - This 20 month contract would achieve service continuity permitting exit and transition to a replacement system to take place in a planned and safe way.
- Review procedure
Precise information on deadline(s) for review procedures:
In accordance with Part 3 (Remedies) of The Public Contracts Regulations 2015 (S.I. 2015 No 102).
Publisher note: The Council intends to publish a tender opportunity for the re-procurement of the Adult Social Care Case Management System in February / March 2024 in accordance with the Council's Contract Procedure Rules (CPRs) and Public Contracts Regulations 2015. The Council anticipates that the replacement system would go live in March 2026.
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Careworks LimitedSME | £500,000 † | — | Awarded |
Contracts
Contract 005581-2024-1 · Careworks LimitedSME
- Signed
- 20 Feb 2024
- Value
- £500,000
- Status
- active
Contracting authority & participating public bodies
Dispute resolution & review bodies
- High Court, Technology and Construction CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Careworks LimitedAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.