Content

This report seeks to award Cumberland
Council’s Minor Adaptations contract to Partnering in
Property Management (PPM) Ltd.
 
The Minor Adaptations contract will begin on
19 April 2024 and the initial period will be for 1 year (until 18
April 2025). An optional 12-month extension period will also be
available (until 18 April 2026). The estimated annual value for
this contract is £384k and the total estimated value
(including optional extension) is £768k.

Reasons for the decision

The decision is required so that the Council
can continue to meet its statutory duty to provide Minor
Adaptations for its eligible residents once the current contract
ends on 18 April 2024.
 
The contract is to provide minor works to
Cumberland residents’ homes to help them live more
independently and safely, particularly in regard to mobility.
Examples of minor works include grab rails, handrails and
modification to steps.
 
Permission to procure was granted on 19
December 2023 and following this, colleagues within Commissioning
& Procurement worked with representatives from Occupational
Therapy, Property Services and Cumberland Care to review and amend
the service specification.
 
The contract went out for tender on 05 January
2024 via the Council’s procurement portal (The Chest) and was
open for a total of 38 days.
 
Following this procurement exercise, a panel
met to evaluate the bids received. In total, 3 bids were received.
The award criteria were weighted at 60% quality, 10% social value
and 30% price. Quality questions focused on mobilisation, process,
ensuring successful outcomes and demobilisation. Social value
questions focused on additional employment opportunities (such as
apprenticeships and work experience placements). Providers were
asked to supply adjustments to the schedule of rates and to the
cost of materials & plant, as well as hourly rates of different
personnel types (joiners, labourers etc.). Price scores were
calculated using these figures against the budgeted annual amount
of £384k.
 
PPM were the highest scoring bidder overall
(83.34 out of 100) and evidenced a sufficient level of confidence
in their ability to provide the service
so it is recommended that they be awarded the contract. They are
the incumbent Provider so TUPE will not apply in this instance.
 
Following contract award, colleagues within
Property Services will take responsibility for managing and
monitoring the service. However, there will be a certain level of
oversight from colleagues within Occupational Therapy and from
Commissioning & Procurement to ensure that the service is
meeting the needs of eligible residents.
 
As discussed at Adult Social Care &
Housing Leadership Team, the Minor Adaptations service will be
reviewed alongside the Community Equipment Service (Cumberland
Care), the Service & Repair of Specialised Equipment contract,
and the Supply of Daily Living Equipment framework, to better
understand how the Council wants to deliver / commission equipment
services going forward. The recommendation outlined in this report
will allow for a Minor Adaptations service to be in place whilst
the review is carried out.

Alternative options considered

Do not award the Minor Adaptations contract to
PPM.
 
This option was rejected as this is a
statutory service under the Care Act 2014 and the current contract
expires on 18 April 2024. This does not leave sufficient time to
develop suitable alternative options and therefore would not be
viable.
 
Risks
 
There is a risk that due to
tight timescales, PPM will not be able to mobilise before the new
contract begins on 19 April 2024. This risk is mitigated by the
fact PPM are the incumbent Provider and no major issues have been
identified in regard to mobilisation. Additionally, the evaluation
panel were confident that PPM’s response to the mobilisation
tender question was strong.
 
There is a budgetary risk in
regard to the award of this contract. PPM did not provide the
lowest price out of the 3 bidders and the contract cost is expected
to rise significantly compared to the last procurement exercise,
especially when factoring in increased demand for the service. This
risk will be mitigated by careful budgetary monitoring and close
working with relevant colleagues. The initial contract term lasts
for a year (with an option to extend for a further 12 months).
Recommissioning options will be developed prior to the contract
expiry date which may include revisions to the pricing
structure.