The Council will carry out due diligence on the financial standing of the Service Provider prior to approval and acceptance onto the Select List, and at least annually thereafter, dependent on risk. If a Service Provider is operating as a sole trader or other entity where financial accounts are not publically available, as is the case with limited companies, information will be made available by the Service Provider to the Council. This may include sight of profit and loss statements and balance sheets, as well provision of personal reference information, such as a business bank manager – as may be requested. The Service Provider shall report to the Council any significant adverse changes in their financial position should be reported within 7 working days, and in the case of imminent insolvency or administration, this must be reported immediately Should there be any county court judgements (CCJ’s) against a Service Provider or its directors/partners or sole traders, or if a director is disqualified the Council shall be notified immediately. Should the Service Provider’s directors register as a director of a new company at any point during the term of the contract, the Service Provider shall declare these directorships to the Council within 14 working days. The Service Provider must implement and maintain levels of insurance cover as follows: Insurance Type Cover to Include (Specific Items) Value Public Liability Sexual abuse and molestation liability cover to cover proven bodily or mental injury, disease, suffering or death of a Child following sexual abuse Medical malpractice liability cover to cover proven bodily or mental injury following the maladministration to the Child £15,000,000 £1,000,000 per incident Employers Liability £5,000,000 Professional Indemnity £2,000,000 Buildings Insurance Including accidental and malicious damage (unless the property is rented in which case the landlord retains responsibility) Rebuild cost Contents Insurance Including accidental and malicious damage Replacement costs based on total occupancy at £1,500 per Child or Young Person The Service Provider will supply copies of certificates to the Council. The Council will not accept any liability for insurance claims. Key Performance Indicators
Electronic Record Systems The Service Provider will maintain an electronic recording system “the System” that documents all of the information below as a minimum, including the ability to provide the data required against Appendix 1: KPIs and Appendix 2: Management Information. Electronic Records Name Gender Date of birth Nationality Ethnicity Religion National Insurance Number Passport Number (each member of the family) Social worker details and contact Social worker visit dates Electronic attachment of care pathway plans, education plans etc. Start and end date of placement Risk Assessments (Council and Service Provider) Support Plans Case notes Assessments Education and employment details Visitors log Incident logs Safeguarding alerts Disability/impairment/other health issues Medical registrations and appointments The System needs to meet the requirements of the Council and shall be capable of recording dates for every interaction and producing a report of key areas in a chronological format. Any other information that the Service Provider intends to collect in relation to this contract will be advised in writing to the Council and not collected until express written consent is obtained from the Council. The System used will be hosted in the United Kingdom (UK) or on a fixed server maintained by the Service Provider. Any systems that operate outside of the UK in a ‘cloud’ based environment or any other environment where servers are not within the UK, shall only be permitted where the express written authority of the Council is sought and obtained, following due diligence by the Council. The System and any associated hardware will follow these broad principles: Will only be accessible by authorised staff within the organisation Password protected where sensitive personal, identifiable information is held Passwords will not be shared Held on a fixed server (unless hosted elsewhere and not by the Provider) that is maintained in a room or building that can be locked when there is not a member of staff presence Fixed desktop PCs and laptops will be maintained in lockable room or building Portable media – eg. Laptops/netbooks/tablets will not be removed from the Centre unless security can be reasonably guaranteed The Service Provider must implement secure Wi-Fi and not permit portable media to be used on any unsecured or public network within or outside of the office