BRIDGEND COUNTY BOROUGH COUNCIL
JOINT REPORT OF THE CORPORATE DIRECTOR OF SOCIAL SERVICES AND
WELLBEING, THE CORPORATE DIRECTOR RESOURCES AND THE ASSISTANT
CHIEF EXECUTIVE, LEGAL AND REGULATORY
REPORT TO CABINET
31 MARCH 2015
THE PROCUREMENT OF THE COMMUNITY CARE INFORMATION SOLUTION (CCIS)
FOR WALES
1.
Purpose of Report.
1.1
To request approval to sign the Master Services Agreement (MSA) and Deployment
Orders to facilitate the all Wales CCIS infrastructure and Bridgend County Borough
Council’s (BCBC) local implementation with CareWorks Ltd. Appendices 1 and 2
provide copies of the All Wales and Local Deployment Orders.
2.
Connection to Corporate Improvement Objectives/Other Corporate Priorities
2.1
This report links to the following Corporate Priorities:
• Working with children and families to tackle problems early
• Working together to help vulnerable people stay independent
• Working together to make the best use of our resources
3.
Background Information
Introduction
3.1
BCBC has been leading on the procurement of a national Community Care
Information System that supports both health and social care.
3.2
The procurement has been managed by a Joint Procurement Board consisting of
representatives of NHS Wales and local authorities from the Wales System
Consortium (WSC – formerly the DRAIG implementation team). The procurement
process has been contributed to and supported by representatives for all health
boards and local authorities.
3.3
The participating organisations (Authority Parties) are, potentially:
3.4
This report details the requirement to procure from CareWorks, the national
hardware, all Wales application licenses and resources to enable the phased
implementation and support the ongoing delivery of an integrated Community Care
Information Solution (CCIS) across the local authorities and NHS organisations in
Wales. The upfront all Wales set up cost for this procurement is funded by an
approved capital grant from Welsh Government.
3.5
In addition to this national infrastructure there is a requirement for Bridgend to
purchase the software to replace the existing DRAIG product which is out of
contract period and will cease to be supported beyond April 2016. This will involve a
revenue commitment from BCBC (see paragraph 7 of the report).
Strategic Case
3.6
Welsh Government policies and strategies have consistently reflected the
importance of citizens being appropriately cared for in their homes and in
community settings. Consequently there has been increasing efforts by health
boards and local authorities within Wales to deliver more integrated services to
ensure services and support for individuals, their families and communities are
effectively planned, co-ordinated and delivered. However, one of the common and
key impediments to integrated working between health and social care services has
been the inability of services to share information effectively and the CCIS has been
specified to ensure that its functionality overcomes such long standing issues.
3.7
To meet the necessary functional requirements of a solution to support the required
integrated working, local authorities and NHS Wales organisations have jointly
specified and selected a Community Care Information Solution (CCIS) ensuring that
the business and technical design is citizen-centred and allows professionals to
access and share information. In addition the CCIS will enable effective joint case
management and workflow management across organisational boundaries. In
compiling the specification of requirements it was revealed that there is a high
degree of commonality between processes in health and social care services and
more than 70% of the requirements are common to both health and social care.
The comprehensive functionality of the CCIS will meet all the requirements of the
services in scope.
3.8
There are currently a variety of health and social care standalone systems serving
local authorities and NHS Wales Health Boards and Trusts that support social care
and community health services. These include DRAIG, Civica, OLM and Northgate.
The use of social care systems by local authorities is well developed and such
systems are critical to meet operational and strategic business needs.
3.9
The procurement has been structured to provide an all Wales system with a national
specification to ensure value for money, enabling seamless information sharing and
joint service between health and social care across all regions, better supporting
community health and social services through access to single patient records.
3.10
The business and technical design of the system will be citizen centred and will
allow professionals to access and share information across organisational
boundaries. CCIS offers a number of significant benefits:
•
•
•
•
•
•
Improve decision making – CCIS will allow 24/7 access to records and
information. Creating an information rich picture which can be reviewed at any
time – supporting out of hours and other emergency services access to client data
and processes
Improve coordination – CCIS will enable health and social care services to work
more closely and better coordinated way, where information is more easily shared
and therefore better supports integrated working
Improve patient and service user safety – CCIS will have the functionality to
support a common referral process that will facilitate single point of entry across
the whole system for initiating care and support referrals that will streamline and
reduce complexity of current multiple referral processes.
CCIS will allow the use of suitable mobile devices to allow complete system
access from all possible working locations.
Reduce duplication in data capture and enable easier information sharing by the
creation of a single citizen record for both health and social care.
CCIS will integrate with existing NHS Wales systems which will increase
confidence in the identity of the patient by using the NHS Number as the unique
identifier and ensuring that CCIS integrates with other NHS Wales systems such
as Master Patient Index.
Procurement Process
3.11
The scope of the procurement includes a single integrated solution for the support
of social care, community health including nursing, therapies and mental health and
consists of a comprehensive range of services including: hardware, software,
training, testing, implementation, maintenance, project management support and
other associated services.
3.12 The main procurement deliverables are:
•
•
•
•
To ensure that the final solution can deliver the required functionality and support
the delivery of integrated and non-integrated health and social care services.
To maximise efficiencies and cost effectiveness to the delivery of services by
individual organisations.
To enable CCIS to be adopted as an all Wales solution that can better deliver
additional national, regional and local benefits.
Implementation of the preferred supplier’s solution within the specified timescale to
ensure minimum disruption to existing services whilst ensuring a safe and efficient
transfer to the new solution is undertaken.
3.13 The contract duration for the MSA, All Wales and Local Deployment Orders is for 8
years with an option to extend at annual intervals by up to another 4 years.
3.14
The procurement stages included:
• The placement of an OJEU Notice in March 2013
• Pre-qualification process to short list from twelve expressions of interest to
seven. (Through partnerships and withdrawal of one company, this reduced to
four)
• Invitation to Participate in Dialogue (ITPD) - Evaluation of the four bids by cross
functional teams using a pre-determined comprehensive model. This created a
shortlist of three bidders to take through to full dialogue. No legal challenges
were received at this time.
• Detailed dialogue was undertaken with bidders to refine the bids ensuring
bidders fully understood the requirements
• A trial invitation to tender was used to ensure bids could be fully assessed
• An Invitation to Submit Final Tenders (ISFT) was issued to bidders
• A comprehensive evaluation of bids was undertaken and a recommendation to
appoint a lead contractor was made. The two unsuccessful bidders were notified
and no legal challenges were made.
• Further clarification has been sought with the lead contractor where it was felt
that the bid did not exactly meet our requirement.
4.
Current Situation/Proposal
Justification for Implementation
4.1
•
•
•
•
•
•
These are:
End of life of current social care system (DRAIG) product.
Limitations of DRAIG in order to deliver mobile working, facilitate integrated working
across social care and health with Third Sector providers.
A more user friendly system will enhance the user experience supporting their
operational needs more efficiently.
Information sharing, common referral and assessment process are more easily
achievable.
The CCIS is based on Microsoft technology and has a common user interface
which is more standardised and recognisable by all users. This will reduce the
need for intensive training prior to implementation.
The CCIS solution is relatively cost neutral for Bridgend, (noting there will be staff
costs to implement the new system in BCBC) and delivers significant advantages
as detailed above.
Risk Position
4.2
The Consortium has employed external legal advisors Blake Morgan LLP who have
been fully engaged throughout the procurement process. They have advised and
provided input into the tender process including the specification preparation, the
dialogue conducted with bidders, tender evaluation and the drafting of the final
contractual documentation, The Joint Procurement Board is satisfied that the
documentation detailed in this report provides a basis to proceed to completion of
the contractual documentation referred to in the report with the proposed contractor.
Master Services Agreement
4.3
BCBC will enter into an 8 year Master Services Agreement (MSA), which sets out
the main overarching terms and conditions for the project. The financial
transactions are defined in each of the deployment orders when executed by each
authority party. There is provision for extension of the MSA for a period of up to four
additional years. The contractual terms are enacted in the MSA and these define
the operation of the contract and include general contractor obligations, service
level requirements and charges, warranties, third party rights, personnel, change
control, re-tendering and handover plus dispute resolution.
National Deployment Order for Infrastructure (Appendix 1)
4.4
BCBC as lead authority is expected to enter into a national deployment order on
behalf of all Wales. This deployment order will deliver hardware, specially written
software and an all Wales licence for CCIS Microsoft Dynamics CRM. The CCIS
system will be hosted by NHS Wales Informatics Service (NWIS) in two data
centres located in Blaenavon and Newport, to provide resilience. The support
infrastructure costs are scalable and covered in each Authority Party’s (as defined
in paragraph 3.3 of this report) annual maintenance charge.
4.5
There is Welsh Government funding in order to support the initial deployment order
therefore BCBC, as the contractual customer, will bear no direct cost. This funding
will be paid to BCBC directly from Welsh Government in order to cover all initial
costs, prior to BCBC incurring them. It is recognised that there could be a refresh
charge for hardware in 6 years, but this cost will be shared across all participating
authorities. Detailed financial implications are included in paragraph 7 of this report.
Local Deployment Order (Appendix 2)
4.6
The local Deployment Order will set out local technical requirements and needs in
terms of data migration, implementation, training, testing, local project governance,
service charges and BCBC responsibilities. The local Deployment Order is the
vehicle for all payments incurred by BCBC in respect of the BCBC deployment.
Due Diligence
4.7
As part of the procurement process, checks have been made through the prequalification process and using Dun and Bradstreet and Experian to ensure that the
contractor has the long term capacity and financial stability to deliver the project.
The following additional safeguards have also been included to protect BCBC and
the Consortium in the event of contractor default:
• Code will be placed in ESCROW where it can be accessed in the event of
termination or default of the contractor. This enables us to continue operating the
system.
• Contract clauses ensure that the contractor repay costs if they fail to meet the
Consortium’s acceptance testing criteria.
Project Implementation
4.8
The bid from the proposed contractor is based upon contract execution on 31st
March 2015 to secure the rates provided in the bid by the contractor. The decision
of Cabinet is subject to call in. Under Rule 17 of the Overview and Scrutiny
Committee Rules three clear working days has to be provided from the date of
publication of the written decision. However, under Rule 18 of the Overview and
Scrutiny Committee Rules the call-in procedure will not apply where a decision
taken by Cabinet is urgent. A decision is urgent if any delay is likely to cause
serious prejudice to the Council’s or the public interest. In this case the rates
submitted by the Contractor will only be held by the Contractor until the 31st March
2015, and the Welsh Government funding has been predicated upon such rates. In
cases of urgency the Chairperson(s) of the relevant Overview and Scrutiny
Committee(s) must agree that the decision proposed is reasonable in all the
circumstances and to it being treated as urgent. Officers briefed the Chairs of
Scrutiny on 17th March 2015 regarding the process followed, outcomes and risks
and will immediately seek the Chairperson(s) consent to the Cabinet’s decision
being treated as urgent in accordance with the Overview and Scrutiny Committee
Rules.
4.9
A project implementation plan has been produced for BCBC as part of its local
Deployment Order. BCBC will commence the project on 5th April 2015, with full
data migration and the deployment by 30th November 2015. Test criteria have been
established and a test manager for BCBC nominated. The first stable operations
milestone which provides readiness to proceed will be completed by 30th December
2015
4.10
Training of staff within the Council will be provided on a “train the trainer” basis, held
at a BCBC location. The training requirements have been clearly established as
part of the Authority Requirements schedule in the local Deployment Order.
4.11
A representative from BCBC will sit on the Implementation Board for the CCIS
project as part of project governance. Details of who this officer and what the remit
will be shall be reported to a future Cabinet meeting.
5.
Effect upon Policy Framework and Procedure Rules.
5.1
None
6.
Equality Impact Assessment
6.1
An Equality Impact Assessment is not relevant to this report as the system covers
health and social care patients/service users and there will no implications to them.
7.
Financial Implications.
7.1
The current cost of the DRAIG system is £75k per annum funded via the ICT
software budget. The total cost for the CCIS will be £607,957 for the 8 year period,
again to be funded via the ICT software budget.
This is profiled over the period as follows:
2015/16
2016/17
2017/18
2018/19
2019/20
2020/21
2021/22
2022/23
£42,742
£83,646
£83,039
£82,279
£81,676
£81,070
£80,463
£73,042
7.2
In addition there will be a local implementation cost for testing, data cleansing, data
migration and business process redesign. This will involve significant officer time
from ICT, Adult Social Care, Safeguarding and Family Support, Finance and
Strategy, Partnerships and Commissioning.
7.3
The funding for the infrastructure and the all Wales licence costs will be funded from
Welsh Government. This amounts to £6.583 million, broken down as follows;
•
•
•
£3,280,108 – All Wales Licence
£2,200,018 – software development costs
£1,103,556 - central hardware
7.4
BCBC will only be liable for costs incurred with its own implementation. An Inter
Authority Agreement is in the course of being drafted which will provide for an
indemnity to be given by the Authority Parties who implement the CCIS through
their individual deployments orders to BCBC in respect of any cost associated with
BCBC’s lead role implementing the All Wales Infrastructure Deployment Order.
8.
Recommendation.
8.1
Cabinet is requested to approve the signing of the MSA and the two deployment
orders, to execute the CCIS contract with CareWorks Ltd on behalf of BCBC and all
Participating Authorities and authorise the Corporate Director- Resources to
arrange for the execution of such agreements by the Assistant Chief Executive
Legal & Regulatory Services
8.2
Cabinet is requested to approve the signing of an Inter Authority Agreement
between BCBC and relevant Authority Parties on such terms as shall be agreed by
the Corporate Director-Resources in consultation with the Assistant Chief Executive
Legal & Regulatory Services and the Corporate Director – Social Services and
Wellbeing, and for the Corporate Director- Resources to arrange for the execution
of the Inter Authority Agreement by the Assistant Chief Executive Legal &
Regulatory Services.
8.3
Cabinet delegate to the Corporate Director–Resources in consultation with the
Assistant Chief Executive Legal & Regulatory Services and the Corporate Director –
Social Services and Wellbeing the power to amend or modify any of the
agreements specified in 8.1 and 8.2 prior to execution of such agreements.
Ness Young
Corporate Director – Resources
Susan Cooper
Corporate Director – Social Services and Wellbeing
Andrew Jolley
Assistant Chief Executive – Legal and Regulatory Services
Contact Officer: James Ferris – Corporate Procurement Manager
Telephone: 01656 664506
E-mail: [email protected]
Background Documents: None