---
title: "Adult Social Care Case Management System - Software as a Service"
ocid: "ocds-h6vhtk-043b97"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-043b97"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-043b97.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-043b97.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "COUNCIL OF THE CITY OF WAKEFIELD"
published: "2024-02-20"
---

# Adult Social Care Case Management System - Software as a Service

Buyer: COUNCIL OF THE CITY OF WAKEFIELD  
Current stage: Award  
OCID: ocds-h6vhtk-043b97

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## Summary

The Council of the City of Wakefield has awarded a contract for the re-procurement of the Adult Social Care Case Management System. The title of the tender is "Adult Social Care Case Management System - Software as a Service", classified under information systems and servers. The contract was awarded to Careworks Limited, a SME supplier based in Dublin, Ireland. The Council intends for the replacement system to go live in March 2026. The procurement method used was an award procedure without prior publication, due to technical grounds that require a 20-month fixed-term contract for a smooth transition.

This tender presents an opportunity for businesses in the software and information systems industry. Companies with expertise in secure infrastructure, data migration, software customisation, and service management could compete for this tender. Wakefield Council's focus on safety, data security, and statutory compliance makes it suitable for businesses with a track record in sensitive data management. The awarded contract is valued at £500,000 in GBP and aims to ensure continuity in service provision for Adult Social Care in Wakefield, United Kingdom.

## Notice

Wakefield Council has a statutory duty to provide Adult Social Care Services. In order to comply with this duty the Council requires an electronic record management system which is safe and securely maintained. These records contain both personal and sensitive data about the citizens of Wakefield who have had or currently have contact with Adult Social Care (ASC). A key requirement is for the Council to be able to export information from the records management system to enable completion of statutory and local reporting and provide data to assist the Council to identify strategic priorities and effectively manage its resources.

### Lot Information

Lot 1

The Council intends to award this contract for a fixed term of 20 months to the incumbent supplier using the Negotiated Procedure without prior publication (Regulation 32(2)(b)(ii). The technical grounds are as follows: Complexity of build i. Secure Infrastructure and Hosting - The Council would need to undertake due diligence to ensure that the infrastructure and hosting meet requirements and do not impact upon the Councils PSN accreditation. ii. Network and Gateway connections - The Council would need to undertake due diligence to ensure that the network and connection are safe and there would be no risk of data loss. iii. Support Services - The Council would need time to engage with a new system supplier and ensure that the required level of support for SAAS is in place to avoid operational issues. iv. Security accreditation would be required for all aspects of the service. v. Training - Training needs analysis would identify that the whole workforce, including management, would require training in the new system. The training would need to be developed and tested. vi. Rollout - Customers, sponsors, end user organisations would need to be engaged to ensure that they would be made aware of the rollout plans, disruptions to service and implications to their own vetting operations. vii. Data Migration- Given that 3.5 million records are stored in the current system, the timescales do not allow for a thorough and safe data migration exercise consisting of a number of data passes to enable testing of the data. viii. Functional testing- The timescales do not allow for thorough and complete functional testing to ensure that the system is functionally sound and operates as required before it would be due to go live in late July 2024. ix. Customisation- The timescales do not allow for the customisation of a new electronic social care system to ensure that service could continue to be operational and meet its statutory requirements. Service Wrap x. The service wrap would require a transition to any new provider. This would take about 18 months to complete and would include Contact Centre, service desk, solution management, Secure Operations Centre (SOC), Incident Management etc. De-risking Data Transfer xi. The transfer of data from the current system to any new system would require a complete data migration plan, testing and issue resolution. A series of data passes is required to enable to the Council to test if data transfer has been successful and afford opportunity for data validation, data cleansing and user acceptance. It is not technically possible to manage the associated risks of loss of data by the end of July 2024 when the current contract expires. Consideration to the Security Environment xii. The security aspects of the new system would need to adhere to the requirements of the Council and to ensure PSN accreditation is maintained. This could not be achieved before the current contract expires at the end of July 2024. . Other considerations and test undertaken applied by the Council xiii. Exit & transition extension - This 20 month contract would achieve service continuity permitting exit and transition to a replacement system to take place in a planned and safe way. Additional information: A subsequent award notice will be published in due course.

### Procurement Information

The Council intends to award this contract for a fixed term of 20 months to the incumbent supplier using the Negotiated Procedure without prior publication (Regulation 32(2)(b)(ii). The technical grounds are as follows: Complexity of build i. Secure Infrastructure and Hosting - The Council would need to undertake due diligence to ensure that the infrastructure and hosting meet requirements and do not impact upon the Councils PSN accreditation. ii. Network and Gateway connections - The Council would need to undertake due diligence to ensure that the network and connection are safe and there would be no risk of data loss. iii. Support Services - The Council would need time to engage with a new system supplier and ensure that the required level of support for SAAS is in place to avoid operational issues. iv. Security accreditation would be required for all aspects of the service. v. Training - Training needs analysis would identify that the whole workforce, including management, would require training in the new system. The training would need to be developed and tested. vi. Rollout - Customers, sponsors, end user organisations would need to be engaged to ensure that they would be made aware of the rollout plans, disruptions to service and implications to their own vetting operations. vii. Data Migration- Given that 3.5 million records are stored in the current system, the timescales do not allow for a thorough and safe data migration exercise consisting of a number of data passes to enable testing of the data. viii. Functional testing- The timescales do not allow for thorough and complete functional testing to ensure that the system is functionally sound and operates as required before it would be due to go live in late July 2024. ix. Customisation- The timescales do not allow for the customisation of a new electronic social care system to ensure that service could continue to be operational and meet its statutory requirements. Service Wrap x. The service wrap would require a transition to any new provider. This would take about 18 months to complete and would include Contact Centre, service desk, solution management, Secure Operations Centre (SOC), Incident Management etc. De-risking Data Transfer xi. The transfer of data from the current system to any new system would require a complete data migration plan, testing and issue resolution. A series of data passes is required to enable to the Council to test if data transfer has been successful and afford opportunity for data validation, data cleansing and user acceptance. It is not technically possible to manage the associated risks of loss of data by the end of July 2024 when the current contract expires. Consideration to the Security Environment xii. The security aspects of the new system would need to adhere to the requirements of the Council and to ensure PSN accreditation is maintained. This could not be achieved before the current contract expires at the end of July 2024. . Other considerations and test undertaken applied by the Council xiii. Exit & transition extension - This 20 month contract would achieve service continuity permitting exit and transition to a replacement system to take place in a planned and safe way.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/005581-2024 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Limited |
| Procurement method details | Award procedure without prior publication of a call for competition |
| Tender suitability | Not specified |
| Awardee scale | SME |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 20 Feb 2024 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 20 Feb 2024 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £500,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | COUNCIL OF THE CITY OF WAKEFIELD |
| Locality | WAKEFIELD |
| Post town | Wakefield |
| Postcode | WF1 2EB |
| Country | England |
| ITL 1 | TLE Yorkshire and The Humber |
| ITL 2 | TLE4 West Yorkshire |
| ITL 3 | TLE45 Wakefield |
| Local authority | Wakefield |
| Electoral ward | Wakefield North |
| Westminster constituency | Wakefield and Rothwell |
| Delivery location | TLE45 Wakefield |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | CAREWORKS |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48800000 - Information systems and servers

## Release History

- 20 Feb 2024 at 18:14 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/005581-2024

## Notice URLs

- http://www.wakefield.gov.uk/default.htm

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-043b97. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-043b97.json.