DELEGATED POWERS REPORT NO.

SUBJECT: Control sheet

1134

All of the following actions MUST be completed at each stage of the process and the signed and dated report MUST be passed to Democratic Service for publishing
All reports 1. Democratic Services receive draft report Name of DSO Date 2. Democratic Services cleared draft report as being constitutionally appropriate 3. Finance clearance obtained (report author to complete) Name of DSO Date Name of Fin. officer Date 4. Staff and other resources issues clearance obtained (report author to complete) response received (Staffing Name of Res. officer Date Name of TU rep. Date Name of Legal officer Date Name of P&P officer Date Name of officer Date 9. The above process has been checked and verified by Director, Head of Service or Deputy (report author to complete) Name Date Name of DSO Date Name of DSO Date Officer reports: 12. Head of Service informed report is published and can be implemented. Cabinet Member reports: 13. Expiry of call-in period 14. Report circulated for call-in purposes to COSC members & copied to Cabinet & Head of Service Name of DSO Date Philomena Jemide 27.7.2010 Andrew Nathan 26.7.2010 Andrew Nathan on behalf of Julie Pal 26.7.2010 Councillor Thomas 27.7.2010 Nick Musgrove 29/7/10 Nick Musgrove 29/7/10 N/A Nick Musgrove 26.7.2010 Andrew Travers/ Chris Malyon 27.7.2010 N/A Nick Musgrove

5. Trade Union issues only) 6.

Legal clearance obtained from (report author to complete) Policy & Partnerships clearance obtained (report author to complete) Equalities & Diversity clearance obtained (report author to complete)

7.

8.

10. Signed & dated report, scanned or hard copy received by Democratic Services for publishing 11. Report published by Dem Services to website

Date Name of DSO Date

5/8/10 Nick Musgrove 29/7/10

ACTION TAKEN BY CABINET MEMBER(S) UNDER DELEGATED POWERS (EXECUTIVE FUNCTION)

Subject Cabinet Member(s) Date of decision

Award of Implementation Partner Contract Cabinet Member Performance 27/07/10 for Resources and

Date decision comes 5/8/10 into effect

Summary Award of Implementation Partner contract to Agilisys working with iMPOWER for a three year period Craig Cooper, Director Commercial Services Public (with accompanying exempt section) N/A None

Officer Contributors Status (public or exempt) Wards affected Enclosures

Reason for exemption from N/A call-in (if appropriate)

Contact for further information: Craig Cooper, Extension 7082 Serial No. 1134

1. 1.1

RELEVANT PREVIOUS DECISIONS Cabinet, 6 May 2008 (Decision 5) approved the Future Shape of the Council programme and allocation of a budget for the initial phases of the work. Cabinet, 3 December 2008 (Decision 5) approved the overall model, design and delivery of the Future Shape of Council. Cabinet, 6 July 2009 (Decision 5) approved the aims and approach for the Future Shape of Council. Cabinet, 21 October 2009 (Decision 8) approved the plans for implementing the Future Shape of Council. CORPORATE PRIORITIES AND POLICY CONSIDERATIONS The Corporate Plan 2010 2013 Better Services with Less Money states that: We will continue to drive costs out of the council through transforming our internal organisation. The strategic objectives and top improvement initiatives identified provide the overview requirement for implementation partner delivery The proposals made in this report will assist the Council in meeting all the outcome objectives outlined in the Corporate Plan. Policy considerations were set out in more detail in section 9 of the Cabinet Report 6 July 2009. RISK MANAGEMENT ISSUES Strategic leadership: The council and its partners will need to develop stronger alliances and, at a strategic level, adopt a pan-public sector one Barnet approach to citizens in order to achieve the strategic leadership and re-configuration of services required. Closer ways of working with Local Strategic Partnership (LSP) partners as recommended in the report to Cabinet 6 July 2009 will allow the Council to commission better outcomes for its citizens based on a shared understanding of peoples needs and priorities across the Borough. High quality service delivery: With the potential for more services delivered by organisations other than the Council, there is a need to develop strong alliance management skills and build on the Councils effective performance management systems to ensure it has leverage across a network of providers. In addition and as outlined in detail in the appended Future Shape: Interim Report, to Cabinet 6 July 2009 the procurement of certain special purpose vehicles could enable the Council to bring in significant expertise in areas where management and structures are complex, thereby reducing significantly the level of risk to the Council and enhancing its existing skills and systems. The engagement of strategic management consultants will support the procurement of high quality service provision. Procurement and contracting skills: Poor procurement and contracting skills as well as leadership capacity constraints in the Council could limit the

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2. 2.1

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3. 3.1

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ability to obtain the desired efficiencies and service improvements. Key future shape activities would include focused work to develop the Councils contracting and procurement expertise as well as the development and implementation of a public sector leadership development programme directly to address and mitigate these risks. 4. 4.1 EQUALITIES AND DIVERSITY ISSUES The 2010/13 Corporate Plan states that the council has a strong strategic commitment to making equalities and diversity integral to everything it does The business cases developed as a result of the Future Shape: Interim Report, to Cabinet 6 July 2009 specifically looked at equalities and diversity issues to assure the Council that there will be no differential service outcomes for different communities. Delivery of any proposed new services or functions will also aim to increase satisfaction ratings amongst different groups of residents. The OGC Buying Solutions Management Consultancy and Accounting Services Business Strategy Consultancy Local Government framework overarched this mini-quotation tender. This framework complies with EU requirements including addressing equalities and diversity in the provision of services through this arrangement. USE OF RESOURCES IMPLICATIONS (Finance, Procurement, Performance & Value for Money, Staffing, IT, Property, Sustainability) The appointment of a Implementation Partner will facilitate end to end process service provision and support covering four phases: 5.2 Project implementation Support to development and delivery of Competitive Dialogue Contract award and mobilisation Contract Monitoring and Management

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5. 5.1

The Implementation Partner contract will be established for a three year period. The pricing schedules submitted in the mini-tender quotation exercise were used for the cost evaluation and will facilitate forecasting of costs for external advice provision and support delivery of value for money. The cost of the Implementation Partner contract is assessed to be in excess of 500,000 LEGAL ISSUES None, other than those to which reference is made in the body of the report. CONSTITUTIONAL POWERS Constitution, Part 3 Responsibility for Functions - Section 3 Responsibilities of the Executive 3.2 powers of Cabinet Members.

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6. 6.1 7. 7.1

7.2

Contract Procedure Rules - Table 5-1 - compliance with this table provides that acceptance by Cabinet Member, is where tender is: a) lowest; or (b) where tender represents value for money and is the best available option for the Council and the tender value is not more than 25 percent above the lowest priced tender. BACKGROUND INFORMATION The Future Shape: Interim Report to Cabinet 6 July 2009 identified that external advice would be required to develop business cases for the proposed next phase of the programme. The Buying Solutions Management Consultancy and Accounting Services Business Strategy Consultancy Local Government framework was identified to deliver a compliant appointment of external advice as this framework was established in accordance with European Regulations and provided for the conduct of a mini-tender competition for the appointment of external provider, as required by the Council. It was determined that the mini-tender competition would request the provision of Implementation Partner support and services via a three year agreement to enable end to end process support of phase delivery transformation. The core disciplines required would vary by phase but will typically be: Project implementation Support to development and delivery of Competitive Dialogue Contract award and mobilisation Contract Monitoring and Management

8. 8.1

8.2

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A mini-tender competition exercise was undertaken to which all suppliers on the Buying Solutions Management Consultancy and Accounting Services Business Strategy Consultancy Local Government framework were invited to express an interest. Six of the eight suppliers on the framework responded to London Borough of Barnets Invitation to Quote. The submissions received have been evaluated in accordance with the criteria within the Invitation to Quote documents as highlighted below: Evaluation Criteria Cost 40% Whole Life Cost Costing Schedule Quality 60% Delivery including capacity 25% and capability Quality of goods associated services and 35% 25% 15% Weighting

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It was noted that bid submissions contained price structure submissions that were not in accordance with quotation templates. Clarification was requested from bidders to ensure there was transparency and comparability across bid

submissions. 8.7 The evaluation panel determined that the top three bidders would be requested to attend a clarification meeting with senior management team to conclude the evaluation process. The evaluation concluded as a result of these meetings The evaluation result being that Supplier A, Agilisys working with iMPOWER, be recommended for contract award as highlighted in evaluation summary table. Evaluation Summary Table

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Evaluation Criteria

Weighting

Agilisys/ iMPOWER

Supplier B

Supplier C

Supplier D

Supplier E

Supplier F

Cost 40% Whole Life 25% Cost Costing 15% Schedule Quality 60% Delivery 25% including capacity and capability Quality of 35% goods and associated services

25.00 15.00 40.00

23.29 11.32 34.61

21.65 10.32 31.97

23.9 10.03 33.93

21.48 7.93 29.41

21.75 11.70 33.45

15.00

12.14

15.18

14.29

13.75

13.04

19.65 34.65

16.42 28.57

18.04 33.22

18.58 32.86

18.58 32.33

16.42 29.46

TOTAL

74.65

63.18

65.19

66.79

61.74

62.91

9. 9.1

LIST OF BACKGROUND PAPERS Invitation to Tender for the Appointment of Implementation Partner, contract ref 50303 Any person wishing to inspect the background papers listed above should telephone Susan Lowe, 020 8359 7212.

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DECISION OF THE CABINET MEMBER I authorise the following action:

10.1

The award of Implementation Partner Contract Reference 50303 for a three year period to Agilisys working with iMPOWER, subject to the completion of all necessary legal and other documents

Signed

Cabinet Member for Resources and Performance Date 27 July 2010