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
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