Purpose

The purpose of this report is to seek approval from the Assistant Chief Executive – Local Engagement to run a procurement to identify a provider to coordinate the holiday activities and food programme. The current contract is due to expire on 28th February 2026.

Decision

To commence a procurement for the deliver of the coordination contract for the Holiday Activity and Food Programme, subject to receipt of the funding from the Department for Education.

Reasons for the decision

There is a short timeframe between the receipt of the final grant determination letter from the Department for Education (anticipated for December 2025) and the start date of the 2026 delivery in April, it is considered that the re-procurement is commenced as soon as practicable in order to ensure a new provider is in place on or before the new funding period of 1 April 2026.

Alternative options considered

1. Option 1 – In-house delivery
The programme has been running for five years, coordinated by North Yorkshire Sport. The systems, processes and relationships with the 100+ delivery partners have been established by the supplier. Given the short notice between formal notification of the grant from the DfE – December 2025 – and the date when the work to plan and deliver the Easter 2026 programme will start there will be insufficient time to put in place an internal arrangement. Therefore, this is not a feasible option.

2. Option 2 – Extension to existing contract
The option of an extension to the existing contract to cover the new three year funding period is not available under the existing contract therefore a new open procurement under the light touch regime is required.