Section one: Contracting authority
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
Region 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
Purchase of a hosted case management for Adults Social Care, plus support with implementation, and data migration, and the ongoing licencing and maintenance of the system.
This is a direct award, following the publication of a Voluntary ex ante transparency (VEAT) notice (reference: 2025/S 000-000406 on 07th January 2025, and subsequent internal approval to directly award the contract from Torbay Council's Cabinet.
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: £1,193,585 / Highest offer: £1,650,000 taken into consideration
two.2) Description
two.2.2) Additional CPV code(s)
- 48445000 - Customer Relation Management software package
- 48611000 - Database software package
- 72261000 - Software support services
- 72268000 - Software supply services
two.2.3) Place of performance
NUTS codes
- UKK42 - Torbay
two.2.4) Description of the procurement
Purchase of a hosted case management for Adults Social Care, plus support with implementation, and data migration, and the ongoing licencing and maintenance of the system.
This is a direct award, following the publication of a Voluntary ex ante transparency (VEAT) notice (reference: 2025/S 000-000406 on 07th January 2025, and subsequent internal approval to directly award the contract from Torbay Council's Cabinet.
The system will be used by Torbay Council and Torbay and South Devon NHS Foundation Trust.
With regards to the Award criteria, the contract was a direct award. In the absence of a competition, consideration was given to both quality of the awarded supplier's system solution, as covered within the VEAT, and price, in terms of achieving best value for the Council in using the same solution for Adults Social Care Case Management System provision, as it currently uses for its Children's provision.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 50
Price - Weighting: 50
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
Award of a contract without prior publication of a call for competition in the cases listed below
- The services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
Torbay Council has direct awarded a contract for provision of its new Adults Services’ Case Management System (CMS), to the incumbent supplier of its Children’s Services’ System.
Award is 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.
The Council undertook a further competition from Lot 3c of CCS’ RM3821 Data & Application Solutions Framework for a supplier for supply & ongoing maintenance of a children’s social care CMS. It allowed for the contract to be modified to include future provision of an adult social care CMS, as the 2 systems are required to be compatible with one another. The adult social care CMS was required after the Children’s contract was awarded. But due to unforeseen circumstances, including impact of COVID on social care resources there was a significant delay in putting a new system in place. Due to this and increases in the cost of the contract from the previously estimate, the Council considers that it is no longer appropriate to modify the existing contract. However, a compatible system across children’s & adult’s social care remains.
Whilst there are alternative suppliers of CMS’s, appointment of a different supplier will result in receiving a solution incompatible with the current children’s CMS. The differences in how the systems function will result in additional costs (to make each compatible with one another), difficulties in implementing a new system and the ongoing operation / maintenance of both, which will not deliver best value.
This direct award will deliver the following benefits to Council, the system’s end users & the public purse:
Seamless and more cost-effective integration with the current Children’s CMS (Liquid Logic) by utilising the same solution, and cost savings and efficiencies in hosting arrangements by utilising the same supplier.
Efficiencies, consistency & effectiveness in reporting capabilities by utilising the same solution and in contract management by having the same supplier for both CMS.
More efficient migration of data as, the same system used to be operated across both children’s & adult social care, meaning the Council’s IT team have experience of migrating data from the old system to the new. The Council will begin implementation planning and data migration from its current system, from July 2025 onwards
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: 2025/S 000-000406
Section five. Award of contract
Contract No
ADU2444
Title
Adults Services Case Management System
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
4 March 2025
five.2.2) Information about tenders
Number of tenders received: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Liquidlogic Limited trading as ‘System C’
Arden Court, Arden Street,
Stratford-upon-Avon
CV37 6NT
Country
United Kingdom
NUTS code
- UKG13 - Warwickshire
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Lowest offer: £1,193,585 / Highest offer: £1,650,000 taken into consideration
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice,
London
EC4A 1NL
Telephone
+44 2079477156
Country
United Kingdom