Adult Social Care Case Management System - Software as a Service

Tender description

Wakefield 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. Lot 1: 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.