Section one: Contracting authority/entity
one.1) Name and addresses
Torbay Council
Torbay Council Town Hall, Castle Circus
Torquay
TQ1 3DR
Contact
Mr Lawrence Brown
Telephone
+44 1803208977
Country
United Kingdom
NUTS code
UKK42 - Torbay
Internet address(es)
Main address
Buyer's address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Direct Award of Contract to provide an Adults Social Care Case Management System
Reference number
DN754839
two.1.2) Main CPV code
- 72260000 - Software-related services
two.1.3) Type of contract
Services
two.1.4) Short description
Purchasing a hosted case management system for Adults Social Care, plus support with implementation and data migration, and the on-going licencing and maintenance of the system.
The system will be used by Torbay Council and Torbay and South Devon NHS Foundation Trust.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Lowest offer: £944,643 / Highest offer: £1,180,804 taken into consideration
two.2) Description
two.2.2) Additional CPV code(s)
- 48611000 - Database software package
two.2.3) Place of performance
NUTS codes
- UKK42 - Torbay
two.2.4) Description of the procurement
Purchasing a hosted case management system for Adults Social Care, plus support with implementation and data migration, and the on-going licensing and maintenance of the system.
The system will be used by Torbay Council and Torbay and South Devon NHS Foundation Trust.
two.2.11) Information about options
Options: Yes
Description of options
There will be an option to extend the on-going licensing and maintenance of the system beyond the initial term.
The system will be used by Torbay Council and Torbay and South Devon NHS Foundation Trust.
If in the future, devolved responsibility for delivery of Adult Social Care in Torbay moves from Torbay and South Devon NHS Foundation Trust, the replacement organisation will also use the system.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- The works, supplies or services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
Torbay Council intends to direct award a contract for provision of its new Adults Services’ Case Management System, to the incumbent supplier of its Children’s Services’ System.
The award is being made on the grounds that the works, supplies or services can only be provided by a particular economic operator due to an absence of competition for technical reasons.
Torbay Council undertook a further competition from Lot 3c of Crown Commercial Service Framework RM3821 Data and Application Solutions to appoint a supplier for the supply and ongoing maintenance of a children’s social care case management system. The procurement allowed for the contract to be modified to include the future provision of an adult social care case management system, as the 2 systems are required to be compatible with one another. At the time it was expected the adult social care case management system would be required within 1-2 years of the contract being awarded. However due to unforeseen circumstances, including the impact of COVID on social care resources there has been a significant delay in putting a new system in place. Due to these delays and increases in the potential cost of the contract from that previously estimated, Torbay Council is of the view that it is no longer appropriate to modify the existing contract. However the requirement for a compatible system across children’s and adult’s social care remains.
Whilst there are alternative suppliers of case management systems, appointment of a different supplier will result in Torbay Council receiving a solution that is incompatible with the current children’s social care case management system. The differences in how the systems function will result in additional costs (to make the systems compatible with one another) and disproportionate difficulties in implementing the new system and the ongoing operation / maintenance of both systems, which will not deliver best value in the spending of public funds.
This will deliver the following benefits to the Council, the system’s end users and the public purse:
• Seamless and more cost-effective integration with the current Children’s Case Management System (Liquid Logic) by utilising the same solution.
• Cost savings and efficiencies in hosting arrangements by utilising the same system’s supplier.
• Efficiencies, consistency and effectiveness in reporting capabilities by utilising the same solution.
• Efficiencies, consistency and effectiveness in contract management by having the same supplier for both the Children’s and Adult’s Services Case Management System solutions.
• More efficient migration of data as, prior to the 2019 procurement the same system was operated across both children’s and adult social care, meaning the Council’s IT team have experience of migrating data from the old system to the new system.
Subject to outcome of this VEAT notice and Council approval being granted at the Cabinet meeting on 18 February, Torbay Council intends to award a contract to purchase the Liquid Logic system and begin implementation planning and data migration from its current system, at the earliest opportunity in 2025.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2019/S 193-469495
Section five. Award of contract/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
18 December 2024
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Liquidlogic Limited
Arden Court, Arden Street
Stratford-upon-Avon
CV37 6NT
Country
United Kingdom
NUTS code
- UKG13 - Warwickshire
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Lowest offer: £944,643 / Highest offer: £1,180,804 taken into consideration
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
7 Rolls Building, Fetter Lane,
London
EC4A 1NL
Telephone
+44 2079477156
Country
United Kingdom