Issue - meetings

Report CEF20021

The contract for provision of Holiday and Saturday Short Breaks for Disabled Children was originally awarded to Riverside School in May 2010 following competitive tender. The purpose of this service was to provide meaningful and fulfilling activities for children and young people with a range of disabilities, while offering valuable respite for parents and carers. Studies showed that Short Breaks could provide a vital preventative service for families which could support family cohesion and guard against breakdown.  Further contracts were awarded in 2012, 2015 and 2018 via exemption to competitive tendering due to the specialist nature of the service, with a cumulative value to date of over £1m.  The current contract extension period commenced on 1 April 2021 and was due to end on 31 March 2023 with all existing contractual options to extend further exhausted.  The estimated annual value of the current contract was £196,057 p.a, with a whole life value, inclusive of the extension options used, of £968,753

In order to ensure a timely recommissioning of this service, for a vulnerable cohort of children and young people with disabilities and their families, it was proposed to reprocure this service during 2022 at an estimated annual value of £196,057 p.a. It was further proposed to offer an initial contract term of three years with two options to extend for periods of up to two years each, making a whole life contract term of seven years if both extension clauses were utilised. This would mean that the full potential contract term would be for seven years from 1 April 2023 – 31 March 2030. The approximate full life value of the service would consequently be £1,372,399.

The report had been scrutinised by the Children, Education and Families PDS Committee at its meeting on 15^th March 2022 and the Committee had supported the proposals.

RESOLVED that

(1)  The procurement strategy outlined in this report for a new contract for a Weekend and Holiday Short Breaks Service for Children with Disabilities be approved; it is proposed that the service will have an estimated annual value of £196,057 p.a. If the initial term (3 years) and both extension clauses (2 years plus 2 years) are utilised, the approximate full life value of the service will be £1,372,399. The new contract will commence on 1 April 2023 and terminate on 31 March 2030.

(2)  It is noted that the results of the Prior Information Notice (PIN) that has been sent to providers, and further consideration of the risks to the service inherent in a formal tender for the continuation of the Holiday and Saturday Short Breaks service, will be considered and a Gateway 1 report seeking approval for the preferred procurement route will be presented at a later date.

Report CEF22021

The contract for provision of Holiday and Saturday Short Breaks for Disabled Children was originally awarded to Riverside School in May 2010 following competitive tender. The purpose of the service was to provide meaningful and fulfilling activities for children and young people with a range of disabilities, while offering valuable respite for parents and carers. Studies showed that Short Breaks could provide a vital preventative service for families which could support family cohesion and guard against breakdown.  Further contracts were awarded in 2012, 2015 and 2018 via exemption to competitive tendering due to the specialist nature of the service, with a cumulative value to date of over £1m.  The current contract extension period commenced on 1 April 2021 and was due to end on 31 March 2023 with all existing contractual options to extend further exhausted.  The estimated annual value of the current contract was £196,057 p.a, with a whole life value, inclusive of the extension options used, of £968,753. 

In order to ensure a timely recommissioning of the service, for a vulnerable cohort of children and young people with disabilities and their families, it was proposed to reprocure the service during 2022 at an estimated annual value of £196,057 p.a. It was further proposed to offer an initial contract term of three years with two options to extend for periods of up to two years each, making a whole life contract term of seven years if both extension clauses were utilised. This would mean that the full potential contract term would be for seven years from 1 April 2023 – 31 March 2030. The approximate full life value of the service would consequently be £1,372,399.

The Committee noted that there would be a further Gateway 1 report presented in June 2022.

In response to a question, the Integrated Strategic Commissioner confirmed that it was envisaged that there would be an increase in demand for the Service.  The Service was currently able to manage a high level of medical need and bearing in mind the complexity of the children accessing the services the proposed costs were unavoidable.  The costs set out in the report were based on existing costs.  As part of the Gateway 1 process Officers would be reviewing any changes to the budget that may be necessary.

The Committee noted that a market engagement exercise was being undertaken and there had been interest from around 10 providers.

Members of the Committee recognised the value of the Service which was based on the needs of the children.

RESOLVED: That the Executive be recommended to:

1. Approve the procurement strategy outlined in this report for a new contract for a Weekend and Holiday Short Breaks Service for Children with Disabilities. It is proposed that the service will have an estimated annual value of £196,057 p.a. If the initial term (3 years) and both extension clauses (2 years + 2 years) are utilised, the approximate full life value of the service would be £1,372,399. The new contract  ...  view the full minutes text for item 70