DELEGATED POWERS REPORT NO. All reports 1. Governance Service receive draft report Name of GSO Chidilim Agada

Transcription

1 DELEGATED POWERS REPORT NO SUBJECT: Variation of contract with Infor Global Solutions Limited Control sheet All of the following actions MUST be completed at each stage of the process and the signed and dated report MUST be passed to the Governance Service for publishing All reports 1. Governance Service receive draft report 2. Governance Service cleared draft report as being constitutionally appropriate 3. Finance clearance obtained (report author to complete) Date 5/10/12 Name of Fin. officer Jayne Fitzgerald 4. Staff and other resources issues clearance obtained Name of Res. officer Date 5. Strategic Procurement clearance obtained 6. Legal clearance obtained from (report author to complete) 7. Policy & Partnerships clearance obtained 8. Equalities & Diversity clearance obtained 9. The above process has been checked and verified by Director, Head of Service or Deputy 10. Signed & dated report, scanned or hard copy received by Governance Service for publishing 11. Report published by Governance Service to website Name of SPO Nanette Young Date 9/10/12 Name of Legal officer Steven Strange Date 9/10/12 Name of P&P officer Andrew Nathan Name of officer Andrew Nathan Name Craig Cooper 12. Head of Service informed report is published Key decisions only: 13. Expiry of call-in period Date 14. Report circulated for call-in purposes to Business Management OSC members & copied to Cabinet Members & Head of Service Name of GSO Date

2 ACTION TAKEN UNDER DELEGATED POWERS BY OFFICER (EXECUTIVE FUNCTION) Subject Officer taking decision Date of decision Date decision comes into effect Summary Officer Contributors Status (public or exempt) Wards affected Enclosures Reason for exemption from callin (if appropriate) Key decision Variation of contract with Infor Global Solutions Limited Director of Commercial Services 12 October October 2012 Authorisation to vary the council s contract with Infor Global Solutions Limited to purchase the I-Tiva plug-in to the Vubis system at the cost of 30,000. Andrew Cox, One Barnet Programme Public None Contact for further information: Andrew Cox Serial No. 1825

3 1. RELEVANT PREVIOUS DECISIONS 1.1 Cabinet Resources Committee, 28 November 2006 (Decision item 8) approved the Customer Access Strategy Delivery Plan. 1.2 Delegated Powers Report (537) Deputy Leader of the Council & Cabinet Member for Investment in Learning, 21 July 2008 approved the award of the contract for the supply of a replacement Library Management System to Infor. 1.3 Cabinet, 3 December 2008 (Decision item 5) approved the proposal for officers to develop a detailed assessment of the overall model for public service commissioning, design and delivery. 1.4 Cabinet, 21 October 2009 (Decision item 8) approved plans to implement the Future Shape programme. 1.5 Cabinet, 29 November 2010 (Decision item 6) approved the One Barnet Framework and the funding strategy for its implementation. 2. CORPORATE PRIORITIES AND POLICY CONSIDERATIONS 2.1. The One Barnet Programme has been set up to deliver the strategy set out by the Future Shape Programme. Approval was given by Cabinet for three key principles to be adopted as the strategic basis for all future decision making: A new relationship with citizens A one public sector approach A relentless drive for efficiency The importance of redesigning our services around customers underpins the Corporate Plan and the One Barnet Framework, which aims to create a citizencentred organisation. The delivery of high quality services will be achieved through better working partnerships with the citizens of Barnet and a variety of other public sector bodies Development of self-service is a key component of delivering the council s Customer Access Strategy and realising the One Barnet objectives. 3. RISK MANAGEMENT ISSUES 3.1. Failure to contract with Infor for the provision of the I-tiva plug-in for the Vubis system will limit the ability to deliver the council s Customer Access Strategy and make savings within Customer Services under the council s Medium Term Financial Strategy. 4. EQUALITIES AND DIVERSITY ISSUES 4.1. The Equality Act 2010 requires all Public bodies and all other organisations exercising public functions on its behalf to have due regard to the need to eliminate

4 discrimination, harassment, victimisation and any other conduct that is prohibited by or under the Act; advance equality of opportunity between those with a protected characteristic and those without; promote good relations between those with a protected characteristic and those without. The relevant protected characteristics are age; disability; gender reassignment; pregnancy and maternity; race; religion or belief; sex; sexual orientation. It also covers marriage and civil partnership with regard to eliminating discrimination With respect to this decision the original procurement process asked questions of the bidders about their equalities policies and through the evaluation the evaluators were satisfied that these policies met the council s expectations Implementation of self-service telephony for libraries provides a new channel for customers to access the council to transact and thereby delivers more choice and control for all members of Barnet s community. 5. USE OF RESOURCES IMPLICATIONS (Finance, Procurement, Performance & Value for Money, Staffing, IT, Property, Sustainability) 5.1. The total cost for purchase and implementation of the I-tiva plug-in for the Vubis system and required professional services is 30,000. These costs will all be funded from within the Customer Services Transformation project budget Procurement: The value of this variation is less than 10% of the original contract value There are no Staffing, Property or Sustainability implications. 6. LEGAL ISSUES 6.1 To comply with the Council s Contract Procedure Rules there will be a need for the contract variation to be notified to and agreed in writing with Infor Global Solutions Limited in accordance with the terms and conditions of the contract. 7. CONSTITUTIONAL POWERS 7.1. The Council s Contract Procedure Rules, paragraph 5.6, states that the acceptance thresholds for contract additions, extensions and variations are as set out in Table 5-2, and that contract variations are also subject to the provisions of paragraph Paragraph provides: In the case of a contract variation and in accordance with the terms and conditions of that contract: the variation is in accordance with contract clauses variation is notified to and agreed in writing with the contractor in accordance with contract i.e. contract change note as held in schedule of contract or written notification if change note provision not evident;

5 any additional expenditure necessarily incurred does not exceed 10% of the initial contract. 7.2 Table 5-2 sets out acceptance thresholds for contract extensions and variations and provides that a Director/Assistant Director (or as defined in Scheme of Delegation) can authorise a contract variation up to the value of 173,933, but must report afterwards to the relevant Cabinet Member. 8. BACKGROUND INFORMATION 8.1. The Vubis Library Management system which is proprietary to Infor Global Solutions Limited, was originally procured following a full European Journal restricted tender process The contract with Infor Global Solutions Limited is for five years with the option of an extension of the contract for a further two years at the Council s discretion. The total authorised contract value is 485, The contract with Infor Global Solutions Limited has not been previously varied and this variation represents a variation of 6.2% of the original contract value The contract between the council and Infor Global Solutions Limited will novate to the NSCSO partner in April The purchase and implementation of the I-Tiva plug-in will enable customers to renew library books automatically over the telephone, thus providing customers with more choice and control over how and when they renew their library books and reducing the demand on council staff. 9. LIST OF BACKGROUND PAPERS 9.1. None 10. OFFICER S DECISION I authorise the following action: 10.1 That, subject to the completion of all necessary documentation, the contract with Infor Global Solutions Limited be varied to provide for the purchase of the I-Tiva plug-in to the Vubis system at the cost of 30,000. Signed Craig Cooper Director of Commercial Services Date 12 October 2012