Decision details

This report seeks the approval of additional expenditure over a five-year period of £87,785 that is now required to fund the upgrade and maintenance of the Council’s Careline System.

The upgrade is considered essential as the current Answerlink system does not provide the functionality to switch the system over to a mobile device (laptop with a soft phone), in the event of an evacuation of the Town Hall or whatever building the service is based at.

That the Cabinet Member for Health and Adult Social Care approves the additional expenditure of £87,785 over a five-year period required for the upgrade and ongoing maintenance of the council’s Careline system.

The Cabinet Member for Health and Adult Social Care approves a variation to the contract for the Careline upgrade and maintenance with Legrand Electric Limited to include additional equipment and functionality at an additional cost of £87,785.

Option 1: Do not proceed to execute the directly awarded contract with Legrand on the basis the council were not aware of the additional costs involved

Officers would then have to continue to operate an outdated analogue system with its inherent risks, notably those affecting the wellbeing of vulnerable residents. It is also not clear whether the Council would be able to cancel the contract. For these reasons this option is not recommended.

Option 2: Do not proceed to execute the directly awarded contract with Legrand on the basis the council were not aware of the additional costs involved and instead conduct an open procurement.

This is a niche market and it is not considered that if this opportunity was published it would generate any interest or result in a cheaper solution than that offered by Legrand. For this reason, this option is not recommended.

Option 3: Upgrade the Careline system to the extent provided by Cabinet approved sum of £176,784.  

If the additional funding is not approved, the Careline system cannot be updated. This would not rectify the shortcomings of the current system and there would be no discernible improvements. For this reason, this option is not recommended.

Option 4: Agree to the additional funding required for Legrand to undertake the upgrade of the Careline system and provide maintenance cover for a five-year period

If the additional funding is approved, it will enable the Careline system to be updated, thereby eliminating the risks inherent in the current system, including those affecting the wellbeing of vulnerable residents. For this reason, this option is recommended.