Purpose

 
The purpose of the report is to seek approval in accordance
with Public Contract Regulations 2015, Regulation 72(1)(b), to
modify the contracts with Travel Co and A1 Taxis for Adult
Transport Services contract by extending their term from 1
September 2025 to 31 August 2026.
 
This modification is justified as the requirements
ofPublic Contract Regulations 2015 Regulation
72(1)(b) are met as follows:
 
72.—(1) Contracts and framework agreements
may be modified without a new procurement procedure in accordance
with this Part in any of the following
cases:—
 
(b)      for additional works,
services or supplies by the original contractor that have become
necessary and were not included in the initial procurement, where a
change of contractor—
 
 
(i)       cannot be made for
economic or technical reasons such as requirements of
interchangeability or interoperability with existing equipment,
services or installations procured under the initial procurement,
and
 
(ii)       would cause
significant inconvenience or substantial duplication of costs for
the contracting authority,
 
provided that any increase in
price does not exceed 50% of the value of the original
contract.
 
A service review has concluded, and there is an
intention to co-terminate this contract with other relevant
contracts within the Council to take advantage of the opportunity
to tender alongside the Children’s Travel Support service.
The advantage of doing this means that both the Adult and Childrens
Transport service contracts will be aligned, providing greater
efficiency and consistency of service delivery, as well providing a
potential cost saving to the Council through a more competitive
tender opportunity.  Both providers have
also maintained their prices since the point of tender ensuring
value for money is achieved. The total value of the modification is
less than 50% of the original contract value. Additionally, the
providers are required to utilise a route planning software as part
of the technical requirements of the contract. This requires
significant onboarding, training and software access, therefore any
change in providers risks potential delay and considerable
disruption to service delivery.

Decision

(i)       That, in accordance
with Public Contract Regulations 2015, Regulation 72(1)(b), the
contracts with Travel Co and A1 Taxisfor Adults Transport
Services be
modified by extending the term from 1 September 2025 to 31 August
2026 to allow them, in line with the recommended outcome from a
service review, to co-terminate with other relevant contracts
within the Council and then be tendered alongside the
Children’s travel support service; and
 
(ii)       That the Procurement
Team be authorised to issue the relevant contract modification
documentation.
 

Alternative options considered

Do Nothing:
This option was considered and rejected due to the
Council’s duty under the Care Act 2014 to assess
adults’ social care needs and a subsequent duty to meet any
identified eligible need. In doing nothing, it would also have negative
impact on the vulnerable adults and their families accessing the
service should this cease or be disrupted. Additionally, there
would potentially be a financial and reputational risk to the
Council in not providing this service. 
 

Seek Competition
(Quotation / Tender):
A
competitive exercise at this stage would not be beneficial as it
would cause disruption to Adults and their families accessing the
service. Additionally, the 12-month extension period will align
with the Childrens Travel Support Service contract end date,
allowing both services to be considered jointly as part of any
future commissioning intentions. During the 12-month extension a
new route optimization tool will be embedded to support the Council
in identifying the most efficient transport routes for service
users. Additionally, a consultation with Providers, Adults and
families will be undertaken to further refine and develop the
service specification to meet their needs.
 
No other options have been considered.