Content

Salford City Council – Record of
Decision
 
I Councillor Youd, Lead Member
for Finance and Support Services and chairman of the Procurement
Board, in exercise of the powers contained within the
Council Constitution
do hereby approve:
 
·     
an Exception to Contractual Standing Orders to award
a contract for Capita One, as detailed in the table
below:
 

Detail required

Answers

Title/Description of Contracted
Service/Supply/Project

Support and Maintenance for Capita ONE Education
system and associated portals

Name of Successful
Contractor

Capita

Supplier Registration Number

(to be supplied by Corporate
Procurement)

Type of organisation

(to be supplied by Corporate
Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate
Procurement)

Non-SME

Contract Value (£)

£167,605.91 Per Annum

Contract Duration

12 Months

Contract Start Date

01/04/2024

Contract End Date

31/03/2025

Optional Extension Period 1

NA

Optional Extension Period 2

NA

Who will approve each Extension
Period?

Procurement Board (extension >
£150k)

Contact Officer (Name &
number)

Lead Service Group

Service Reform & Development

How the contract
was procured?

(to be supplied by
procurement)

Direct Award

Framework Details (where
applicable)

(procurement body, framework reference
& title, start/ end date

 

Funding Source

Combination of Above (please detail below)

Ethical Contractor (EC): Mayor’s
Employment Charter

 

EC: Committed to sign Charter

 

EC: Accredited Living Wage
Employer

 
The Reasons are:
This report is seeking approval
for the continued contract with Capita Business services Ltd for
the ongoing annual payment of the software application called
Capita ONE.
 
Capita ONE has
been used by SCC since 1998 and is a core statutory and
Safeguarding application used by Childrens Services, Community
Health & Social Care and Corporate Services. The system
incorporates essential information on children, supporting
essential service delivery to a multitude of Education services and
National agencies. These include Helping Families and Early Years
reform work, SEN, School Placement and planning and Pupil
Premium.
 
Investigations
have been made regarding moving this service into a SaaS (cloud
based) model with a multi-year contract with Capita. However due
other Cloud based work within DDaT and
the procurement process around another large system managed by
DDaT we are simply not in a position
both financially and resources to look at another large procurement
process.
 
Options considered and rejected
were: None.
 
Assessment of Risk: High
Capita ONE is
an essential tool, heavily embedded in SCC Childrens Services. This
is a high risk but mitigated as low if we continue with the support
and maintenance contract (with an eye to future change, as noted
above), however if the continuation is not maintained, the risk
would be high in terms of Salford delivering a sustainable level of
support for statutory services.
 
The source of funding
is:
·     
DDaT People
Budget (C1027) – £148,572.62.
·     
Children Services Budget (E1096) –
£19,033.29.
 
Legal Advice obtained: Yes.
 
Financial Advice
obtained: Yes.
 
Procurement Advice obtained:
Yes.
 
HR Advice obtained:
N/A.
 
Climate Change Implications
obtained: Yes.
 
The following documents have
been used to assist the decision process:
·     
Procurement board report – Awarding the
contract – Provision of end-user devices.
 
Contact Officer:  Jenny
Mcilquham, Delivery Manager                                          
Telephone number: 0161 521
9389
 
Please delete from the bullets
below any which are not relevant:
·     
This matter is also subject to consideration by the
Lead Member for   Finance, Support
Services and Industrial Relations. The Lead Member has been
consulted and is supportive of the proposed contract.
·     
This matter is not subject to consideration by
another Lead Member.
·     
The appropriate Scrutiny Committee to call-in the
decision is the: Procurement Board.
 
 

Signed:    Cllr J Youd
         Dated:
   27 March
2024.
           
   Lead Member
 

FOR DEMOCRATIC SERVICES USE
ONLY
 
*          
This decision was published on 27 March 2024.
*          
This decision will come in force at 4.00 p.m. on 5 April 2024
unless it is called-in in accordance with the Decision Making Process Rules.