Agenda and minutes

Apologies for absence were received from Councillor Gareth Allatt and Roger Chant.

Councillor Angela Wilkins declared that she worked for Hestia, who were referenced in the Council’s Contracts Register.

In accordance with the Council’s Constitution, only questions specifically relating to reports on the agenda can be taken at this special meeting. Please ensure that for this meeting, questions are received by the Democratic Services Team by 5.00pm on Thursday 28^th January 2021.

Please note that all public questions will be answered by written reply.

No questions had been received.

To follow

Report ACH21-009

The Committee considered a report regarding the proposed Learning Disability Supported Living Contract Award.

The Assistant Director for Integrated Commissioning advised Members that the Council had a contract in place with the Southside Partnership (usually referred to as the Certitude contract) to provide Learning Disability supported living and community-based day and respite services. Executive approval was obtained in November 2019 to extend the contract for a period of up to 2 years from 1^st October 2020 to 30^th September 2022. However, in April 2020 when it came to discussing the finer details of the contract extension, the provider introduced terms that the Council were unable to agree to and was therefore unable to extend the contract as originally intended. Subsequent negotiation resulted in a 6-month extension of the contract to 31^st March 2021, and during this period the Council would be required to recommission these services. It was noted that this had been challenging as the commissioning process was shorter than they would have liked, however the market for these services was mature and well developed, so they had been confident that there would be good competition.

The Assistant Director for Integrated Commissioning highlighted that due to the pandemic, there had been some limitations on the consultation with service users and carers. However, as a large consultation had taken place with service users in 2019, and used to inform the Learning Disability Strategy, they had been able to draw down some of this information. The commissioning strategy had been developed and was provided to Members in September and November 2020.

A Member, assuming that the contract was awarded, queried when the Committee would have the opportunity to see how the contract was “bedding down”, and be provided with feedback from service users. The Assistant Director for Integrated Commissioning advised that it would be best for this to take place following a period in which the Local Authority would work with the providers as they settled into the contract. It was agreed that an update could be scheduled, and presented at a meeting of the Adult Care and Health PDS Committee later in the year.

The Head of Complex and Long-Term Commissioning informed Members that the supported living contract was for 35 service users, living across 9 properties. A two-stage tender process had been undertaken from October 2020, in accordance with contract procedure rules and in consultation with the Corporate Procurement Team using the online tendering system Pro-contract. Approximately 15 bids were received and evaluated during the initial Stage 1 process, with the top five bids taken through to Stage 2.

The Stage 2 process included an analysis of their submissions, followed by an online interview in early January 2021, allowing providers to clarify aspects of their bids. The tenders were evaluated with the Council’s usual 60% price / 40% quality split. The results were analysed using the CIPFA model as set out in Appendix 2 of the Part 2 report, and enabled them to establish  ...  view the full minutes text for item 49.

To follow

Report ACH21-014

The Committee consider a report regarding the proposed Learning Disability Respite Contract Award.

The respite element of the block contract currently provided 7 beds at the 118 Widmore Road respite service at a cost of £562k per annum, with up to 5 additional beds available for spot purchase from Southside at the service. The Assistant Director for Integrated Commissioning highlighted that a gateway report, setting out the proposed way forward in relation to learning disability community provision, had been scrutinised by Adult Care and Health PDS at its meeting on 24^th November 2020, and subsequently received Leader agreement.

In accordance with the Council’s financial and contractual requirements, the report set out the results of the direct negotiated contract award process and sought Executive agreement to award the contract as set out in the Part 2 report. The contract was to provide 6 block beds and would commence on 1^st April 2021 for a period of 2 years with no options to extend, and with a contract value as detailed in the Part 2 report. The option to purchase up to 6 additional beds on a spot basis would be in place to meet peak demand. 

The Assistant Director for Integrated Commissioning highlighted that COVID-19 had a major impact upon families, with some going into crisis. As a result of the pandemic, 118 Widmore Road was now at 75% capacity with emergency respite cases and new safeguarding cases continuing to emerge. With the pandemic worsening over the winter period, 118 Widmore Road continued to be a key emergency respite resource and it remained essential that there was uninterrupted provision over the coming months to meet this demand.

A Member noted that the proposed contract period was for two years. It was considered that a better option may have been a two-year period with extension options, to reduce the burden on officers of further procurement, which could be a lengthy and time-consuming process. The Head of Complex and Long-Term Commissioning said that the contract had been limited to two years due to a negotiated award process being used. As a result, they had been required to limit the contract to this maximum term.

RESOLVED that:

1.)  The report be noted; and

2.)  The Executive be recommended to award the contract for the provision of 6 block beds at the residential respite service at 118 Widmore Road as detailed in the Part 2 report, commencing on 1^st April 2021 for a period of 2 years to 31^st March 2023 and with a contract value as detailed in the Part 2 report. 

RESOLVED that the Press and public be excluded during consideration of the items of business listed below as it was likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

The following summaries

Refer to matters involving exempt information

To follow

The Committee noted the Part 2 information within the report.

To follow

The Committee noted the Part 2 information within the report.