Decision

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.