Issue - meetings

Report of Corporate Director Resources and Transformation

Purpose of report

To outline a fourth phase of work to progress the Councils transformation programme and obtain approval to extend the contract with our partner to deliver this next phase.

Recommendations

The Executive resolves to:

1.1         Award a short contract extension to PA Consulting  for a fourth phase and final phase of work to the value of £ 116,090.

1.2         Approve the transfer of £116,090 from the reserves earmarked for transformation, to fund this additional phase of work.

1.3         Receive the “Case for Change” and associated outputs, once delivered, to consider whether and how to take forward the proposed transformation programme.

Resolved

(1)          That a short contract extension be awarded to PA Consulting  for a fourth phase and final phase of work to the value of £116,090.

(2)          That the transfer of £116,090 from the reserves earmarked for transformation, to fund this additional phase of work be approved.

(3)          That it be agreed to receive the “Case for Change” and associated outputs, once delivered, to consider whether and how to take forward the proposed transformation programme.

The Corporate Director Resources and Transformation submitted a report to  outline a fourth phase of work to progress the Councils transformation programme and obtain approval to extend the contract with our partner to deliver this next phase.

In considering the report, Executive Member commented on the importance of evaluating where interactive AI could be used to make the council more effective. In response to Executive Member comments regarding the feasibility of the transformation programme with current staffing levels and whether the proposals would be flexible enough for future devolution, the Chief Executive advised that the skills and resources needed to undertake the work properly would be reviewed and it may be necessary to bring skills in. The Corporate Director Resources and Transformation explained that the programme of work could be adapted to allow for shorter term gains.

On behalf of Executive, the Portfolio Holder for Resources thanked staff for their hard work on the project.

Resolved

(1)            That a short contract extension be awarded to PA Consulting  for a fourth phase and final phase of work to the value of £116,090.

(2)            That the transfer of £116,090 from the reserves earmarked for transformation, to fund this additional phase of work be approved.

(3)            That it be agreed to receive the “Case for Change” and associated outputs, once delivered, to consider whether and how to take forward the proposed transformation programme.

Reasons

The council has identified the key activities required to drive forward transformation. Maintaining momentum is essential to delivering transformation and achieving long-term financial sustainability.

The council possesses a significant amount of capability and knowledge with regard to service delivery and this will be key to transformation. Supported by the expertise and capacity of a trusted partner will ensure that the council is best placed to drive this next phase of transformation forward whilst also achieving best value.

Alternative options

Option 1: Undertake a new competitive procurement exercise for the key deliverables outlined in the Case for Change. The council could undertake a new competitive procurement exercise.

Benefits

·       Would give other suppliers an opportunity to tender for this work.

Dis-benefits

·       A new partner would lack the tacit knowledge and understanding that the current partner has gained through the initial three phases of work.

·       A competitive procurement exercise would take at least 4-weeks to undertake once Executive approval obtained on 6 January 2025, require more council resources and lead to a loss in momentum.

·       A new procurement exercise is unlikely to attract much interest from suppliers as only two including our current partner tendered for the original contract and the other party (if interested) is unlikely to be happy to follow another suppliers approach and they would be required to pick up where they left.

·       Opportunity for current partner to challenge this process (phase 4) as it was scoped as an option in their existing contract

This option was discounted due to the dis-benefits outweighing the benefits.

Option 2: Progress with existing resources and without external expertise
Benefits

·       No immediate budget  ...  view the full minutes text for item 85