Decision Maker: Executive

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: March 13, 2025

Purpose: A request to move forward with the costs and procurement to replace systems within adult social care (Eclipse, Cygnum, Carefirst, Abacus) which are due for renewal.

Content: RESOLVED   KEY DECISION   That the Executive:   a)      Approved the commencement of the procurement process to purchase and implement a new adult social care case management system for North Northamptonshire Council.   b)      Approved the recommendation to full council to draw down of the planned use of the Flexible Use of Capital Receipts (FUCR) to fund the one-off implementation costs of the procurement of £2.2m.   c)      Delegated authority to the Executive Director for Adults, Health Partnerships and Housing (DASS), in consultation with the Executive Member for Adults, Health and Wellbeing, to take any further decisions and/or actions required to conclude the procurement, implement the system and deliver the project, including but not limited to awarding and entering into a contract.     Reasons for Recommendations:   a)      The current contract for our Adult Social Care case management system expires on 31st March 2025. Procuring a new system ensures that the council remains compliant with statutory requirements and avoids disruption to critical services. b)      The new system configuration will help to streamline processes, reduce administrative burden, improve data management, and support better decision-making. c)      A competitive procurement process via a compliant framework ensures that the council secures the best possible system at an optimal price. The recommended approach balances affordability with the need for a high-quality, fit for purpose solution, ensuring long term value for money. d)      A modern case management system will enable the council to provide more responsive and efficient support to individuals, leading to improved care coordination, communication, and engagement. e)      The proposed procurement aligns with the Council’s corporate plan, as well as the Adult social care strategy, reinforcing the ambition to deliver high quality, person-centred services.   Alternative Options Considered:   a)      The ‘do nothing’ option was ruled out as the existing system contract expires in March 2025. Without a system in place, the council would be unable to access case management functions, leading to severe service disruptions, and non-compliance with statutory duties. b)      The option to extend the current contracts via a variation was also ruled out due to contract restrictions and legal risk under the public contract regulations 2015. To enable a planned implementation period for a new case management system, a direct award to the current suppliers will be completed via a procurement compliant process for a two-year period. This will enable service continuity, whilst also providing appropriate time for training, data migration and implementation of a new system. The timeline for this is shown within 6.1. c)       A ‘bespoke system’ option was also rejected due to the high costs, lengthy development timelines, and the need for an increased ongoing maintenance.