Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: December 16, 2025

Purpose: This report is submitted under the General Exception category as an urgent item because it concerns the continuance and stability of the Council’s case management system, which is critical for supporting statutory functions under the Care Act 2014, Children Act 1989 and 2004, and Education Act 1996. These systems underpin safeguarding, care planning, and service delivery for vulnerable adults and children, as well as compliance with statutory duties in education. Failure to approve this matter promptly would risk disruption to essential case management processes, potentially leading to breaches of statutory obligations, safeguarding failures, and significant operational and reputational risk. The urgency arises because this requirement could not have been reasonably foreseen or included in the Forward Plan, and deferral would compromise the Council’s ability to meet its legal duties and maintain continuity of care and support.

Content: RESOLVED:   1.    That Cabinet gives approval to procure 2 contracts (one for Children’s Social Care and Education and the second for all Adult Social Care), via a compliant Direct Award under a Framework Agreement for the provision of case management systems and associated modules to support Children’s, Education, and Adult Social Care operations, ensuring compliance with statutory requirements and enabling efficient case management and service delivery. The new contracts will cover the period from 1st January 2026 to 31st December 2029, a period of four years (three years initial commitment with the option to extend for a further 12 months).   2.    That Cabinet approves the delegation of contract award decisions to the Deputy Chief Executive and Executive Director of Resources, in consultation with the Cabinet Member for Finance and Resources, Cabinet Member for Adult Social Care and the Cabinet Member for Children, Families and Lifelong Learning.   Reasons for decisions:   Liquidlogic has successfully provided case management systems for both Adults (9 years) and Children’s Social Care (15 years), to approx. 5900 staff, demonstrating reliability and adaptability. The internal IT&D team retains full control of system hosting, ensuring robust security and governance, while also delivering ongoing support and in-house system enhancements. See Annex report A, B and E.   Over the years, internal audits have provided substantial or reasonable assurance, with one instance of partial assurance for the LIFT module in early 2025. The latest update on the LIFT audit was shared in the recent Audit and Governance Committee held in September 2025. The latest LIFT audit report rates the assurance as reasonable. All of those audits are reinforcing confidence in the system’s integrity. The platform has expanded effectively in recent years, integrating the large Education System (EYES) in 2022, and adapting existing in-house built Early Years (EY) services in 2024. The EY module replaced an in house built, but non-integrated bespoke system with one that is fully integrated within EYES.   The collaboration between Quality Partnership, Relationships and Support System Development team, Performance team, the IT&D applications team and Early Years service resulted in winning the Stars in Surrey 2024, in category the Best Use of Technology Award - Single View of a Child/Early Years Service, Children, Families and Lifelong Learning, Surrey County Council.   These developments highlight System C (Liquidlogic’s) capability to support strategic growth and service integration and also provide assurance that internal support teams working at their best to provide for the staff they support.   Surrey County Council proactively collaborates with System C to identify and prioritise system enhancements that improve practice, engaging through Local Authority User Groups and supplier contract meetings. The details of recent improvements are included in Annex reports A, B and E. Developing integration opportunities between LCS and LAS to strengthen transition planning remains a key ambition for SCC.   (The decisions on this item can be called in by the Children, Families, Lifelong Learning & Culture Select Committee or the Adults and Health Select Committee)