{meta} Decision - Request for Approval - Exception to Contractual Standing Orders - Award of Contracts - Short Break Care Group Based Activities for Disabled Children

Decision details

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: Yes

Decision:

Salford City Council - Record of Decision

 

I Councillor Hinds, Lead Member for Finance and Support Services and chairman of the Procurement Board in exercise of the powers contained within the Council Constitution do hereby approve:

(1)       An exception to Contractual Standing Orders in accordance with Paragraph 3.1 as follows:

·       Where the council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates.

·       There are value for money reasons justifying an exception.

 

(2)       The award of the Contracts for the Short Break Care services as detailed in the tables below:

 

Detail required

Title/Description of Contracted Service/Supply/Project

Specialist Youth club and holiday provision for young people with autism 11-18

Name of Successful Contractor

Autistic Society For The Greater Manchester Area (ASGMA)

Supplier Registration Number

(to be supplied by Corporate Procurement)

04326334

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£15,000

Per Annum (estimated average)

Contract Duration

24 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Steve Titley 0161 793 2435

Lead Service Group

People Services

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

X

There are value for money reasons justifying a CSO Exception

X

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

After school and holiday activities for 11 to 18 year olds with complex disabilities

Name of Successful Contractor

Chatsworth School

Supplier Registration Number

(to be supplied by Corporate Procurement)

BvD ID no GBML4119704

Type of organisation

(to be supplied by Corporate Procurement)

Other

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£25,000

Per Annum (estimated average)

Contract Duration

24 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Steve Titley 0161 793 2435

Lead Service Group

People Services

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

X

There are value for money reasons justifying a CSO Exception

X

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

Term time and holiday provision for Jewish heritage children with a disability aged 5 to 11

Name of Successful Contractor

Federation of Jewish Services

Supplier Registration Number

(to be supplied by Corporate Procurement)

05858766

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£19,794

Per Annum (estimated average)

Contract Duration

24 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Steve Titley 0161 793 2435

Lead Service Group

People Services

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

X

There are value for money reasons justifying a CSO Exception

X

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

Term time and holiday provision for Jewish heritage children with a disability aged 12 to 18

Name of Successful Contractor

Special Spirits

Supplier Registration Number

(to be supplied by Corporate Procurement)

CHA1165823

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£15,000

Per Annum (estimated average)

Contract Duration

24 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Steve Titley 0161 793 2435

Lead Service Group

People Services

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

X

There are value for money reasons justifying a CSO Exception

X

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

Specialist sports, dance and performing arts for ages 5 to 18

Name of Successful Contractor

Salford Community Leisure

Supplier Registration Number

(to be supplied by Corporate Procurement)

BvD ID no GBML5175465

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£15,000

Per Annum (estimated average)

Contract Duration

24 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Steve Titley 0161 793 2435

Lead Service Group

People Services

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

X

There are value for money reasons justifying a CSO Exception

X

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

Youth club, sports and trips for young people with a disability aged 11-18

Name of Successful Contractor

You Can Community Club ta Oakwood Youth Club

Supplier Registration Number

(to be supplied by Corporate Procurement)

None registered

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£50,000

Per Annum (estimated average)

Contract Duration

24 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Steve Titley 0161 793 2435

Lead Service Group

People Services

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

X

There are value for money reasons justifying a CSO Exception

X

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

Short Break Care Provision for children with a disability aged 5 to 11

Name of Successful Contractor

Core Assets Children’s Services Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

TBC

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£33,610

Full Project

Contract Duration

n/a

Contract Start Date

01/04/2020

Contract End Date

30/09/2020

Optional Extension Period 1

6 months

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Steve Titley 0161 793 2435

Lead Service Group

People Services

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

X

There are value for money reasons justifying a CSO Exception

X

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

The Reasons are as discussed in the accompanying report:-

The Local Authority is required to meet the requirements of the Short Break Duty to provide an appropriate range of educational or leisure activities for disabled children outside their homes.

 

The group activities in the tables above were commissioned in 2017 to run from 01.04.17 to 31.03.18 with two optional annual extensions up to 31.03.20.  A review has now been completed and the conclusion and recommendation was that 6 of the contracts should be extended from 01.04.20 to 31.03.22 with an optional one year extension for 12 months to 31.03.23. It was recommended that the Core Assets contract should be extended for 6 months only to 30.09.20 to allow for further testing of the market to see if there are alternative and potentially better value options for meeting the need of this 5-11 year old cohort of children with complex disabilities.

 

 The reasons for recommending these extensions are:-

 

·       The short break care groups contracts are running well (see Section 2 of the accompanying report)

·       They are good value for money with the extensions being achieved at net £986 p.a. less than is currently the case with increases in numbers overall via the Federation of Jewish Services contract expansion (see Section 2 of the accompanying report)

·       Further value and efficacy will be explored through the re-commissioning of the 5-11 year old provision (see Section 2.1.7. of the accompanying report)

·       In addition there are currently a number of strategic and commissioning approaches which are developing in the area of children and young people with a disability and a period of stability in short break care provision is recommended whilst these approaches come to fruition  (see Section 4 of the accompanying report)

·       All contracts would continue to be monitored quarterly for performance and value for money by the Integrated Commissioning Unit.

 

Options considered and rejected were - to not continue with the provision.

 

Assessment of Risk - if the contracts aren’t extended the Council will be in danger of breaching its obligations under the Short Break Care Duty and a number of children, young people with a disability and their parents/ carers will lose their break.

 

The source of funding is - Short Break Care Revenue Budget

 

Legal Advice obtained - Tony Hatton, Principal Solicitor, tel. 219 6323

Financial Advice obtained - Chris Mee Strategic Finance Manager Ext 0434

Procurement Advice obtained - Supplied by: Christopher Conway, Procurement Category Manager, tel. 0161 686 6248

 

The following documents have been used to assist the decision process:

 

Report of The Strategic Director for Children’s and Adult Services to Procurement Board on 14th December 2016, Request for Approval to award contracts – Group Based Activities for Disabled Children and Report of the Strategic Director for Children’s and Adult Services to Procurement Board 24th August 2016, Approval for an Exception to Contractual Standing Orders for a direct award for the provision of Short Break Group based activities for Disabled Children

Contact Officer: Steve Titley, Commissioning Manager Tel No: 0161 793 2435

 

*         This Lead Member for Children’s Services and Young People’s Services has previously been consulted on this decision

 

*         The appropriate scrutiny committee to call-in the decision is the Children’s Scrutiny Panel.

 

 

 

Signed:       BILL HINDS                         Dated:    30 October 2019 

                     Lead Member

 

 

*         This decision was published on 30 October 2019.

 

*         This decision will come in force at 4.00 p.m. on 6 November 2019

          unless it is called-in in accordance with the Decision Making Process Rules.

 

Publication date: 30/10/2019

Date of decision: 30/10/2019

Decided at meeting: 30/10/2019 - Procurement Board

Effective from: 07/11/2019

Accompanying Documents: