Purpose

To seek Cabinet
approval for the commissioning of the Holiday Activity and Food
(HAF) Programme (2025 – 2026)
 

Decision

Cllr Paul McLain sought Cabinet
approval for the commissioning of the Holiday Activity and Food
(HAF) Programme (2025 – 2026)
 
Having considered all of the information, Cabinet noted the report
and

RESOLVED to:

 

 
1. Approve the extension of the existing
multi-supplier three-year (2022 – 2025) Holiday Activities
and Food Programme (“HAF”) Modified Framework Agreement
that was established in May 2022 pursuant to a Cabinet Decision
dated 23rd February 2022.

2. Delegate authority to the Executive
Director of Children’s Services in consultation with the
Cabinet Member for Children’s Safeguarding and Early Years to
approve the allocation of funding received by the council from the
Department for Education anticipated to be £1,650,020, as
follows subject to any adjustments required should the final
allocation be less than expected:

a) Allocate a sum of £1,310,635 on the
basis set out in Annex One to this report, to be apportioned in the
period 1 April 2025 – 31 March 2026 to providing support to
children and families in each of Gloucestershire’s districts.
Funding will be distributed in proportion to (a) the number of
children and young people who are eligible to receive Free School
Meals (“FSM”) in each district; (b) the rurality of
each district and (c) the number of children and young people with
an Education and Health Care Plan (EHCP) in each district.
 
b) Allocate a sum of £150,000 of the HAF
2025 – 2026 funding to support the council’s
administration costs for the local coordination of the Programme
during the period 01 April 2025 to 31 March 2026.
 
c) Allocate a sum not exceeding £189,385
to the delivery, by council appointed organisations, of any HAF
Programme elements that are required to address gaps and shortfalls
that may exist in relation to the HAF Programme deliverables
procured under Recommendation 1 above in the period 1 April 2025 to
31 March 2026.
 
3. Delegate authority to the Executive
Director of Children’s Services in consultation with the
Cabinet Member for Children’s Safeguarding and Early Years to
determine whether to exercise the options to:

a) Extend the initial 3-year call-off
contracts that District Leads were awarded under the under the HAF
Modified Framework Agreement (2022 – 2025) until 31 March
2026.

b) Extend the call-off contracts that
framework suppliers were awarded under the HAF Modified Framework
Agreement (2022 – 2025) to 31 March 2026.

4. Delegate Authority to the Executive
Director of Children’s Services in consultation with the
Cabinet Member for Children’s Safeguarding and Early Years
to:

a) Conduct a mini-competition process under
the council’s HAF Modified Framework Agreement in respect of
as many call-off contracts as may be required for the purpose of
procuring the delivery of the HAF programme described in
recommendation 2 above.

b) Award such call-off contract to the
preferred tenderers to such Modified Framework Agreement.

If the value of any single proposed Call-Off
Contract under such Framework Agreement exceeds £500,000, a
separate key decision will need to be considered in order to authorise the award of such contract at
that point. Further consultation will be required with the Cabinet
Member and the Monitoring Officer.