Decision details

 That the Executive:

a)      Approved that the Council proceeds with a Variation to the contract with Capita Business Services Limited for the Capita One Education Software for a two-year extension and 220 additional licences.

b)        Delegated authority to the Executive Member for Children, Families, Education and Skills, in consultation with the Executive Director of Children’s Services (Interim DCS), to take any further decisions and/or actions required to agree and conclude a variation to the contract of the current CMS with Capita Business Services Limited, to allow continuity of service during full and appropriate implementation of the new Education Case Management System.

Reasonsfor Recommendations

a)      To support the procurement and implementation of a new Education Case Management System.

b)      To maintain a consistent and stable service provision to children, young people, parents, and carers. The new Education Case Management System will not be fully implemented until September 2025. It is essential that accurate records and case work are maintained in order to continue to deliver the service effectively.

c)      Enable Children’s Services to operate in a safe and legal manner. The service has a number of statutory requirements that it must deliver including safeguarding and government data returns. The extension of the current system until implementation is complete will enable the service to comply with these.

Alternative Options Considered

a)      Do Nothing – There is the option to allow the contract for Capita One Education to end on Sunday, 31^st March 2024 with no extension.

b)      Re-procure the current system using a Direct Award – Using a compliant framework agreement, so far as permissible by the relevant legislation (Public Contracts Regulations 2015), the Council’s Contract Procedure Rules, and the terms of the framework agreement.

c)      Explore the use of alternative existing case management systems within the Council.