Content

To approve the award of new call off
agreements and the award of additional new contracts for activity
providers to deliver the Holiday Activity and Food programme (FUEL)
for Winter 2025

Reasons for the decision

The Department for Education has provided
funding for a Holiday Activity and Food Programme (HAF) since 2021,
initially with guaranteed funding until 31 March 2025. This
involves the provision of free holiday provision including healthy
food and enriching activities over six weeks a year – one
week each at Easter and Christmas and four weeks over the summer
holidays.

Funding for a 2025 programme was confirmed by the Department for
Education on 20th January 2025 but the exact sum was not
confirmed.

The council had agreements in place with twenty-one activity
providers to cover Summer and Winter 2024 that were granted
following approval of an exemption in April 2024.

In accordance with the exemption panel instructions in April 2024,
preparations were made to set up a Dynamic Purchase System (DPS) to
award activity provisions on a regular basis following confirmation
of the exact funding. This is an extensive procedure that utilises
resource from the Development Team, the Procurement Team and the
Legal team.

The timelines required to accept grant funding and tender the
service through the DPS would not have enabled a service at Easter.
Contracts for activities were therefore varied or awarded based on
exemptions for the Easter provision (Exemption 1332, as approved on
4th February 2025).

Contracts for the food supplier and the nutritional education
supplier were awarded on an exemption for a one-year contract,
extendable by three years, dependent on funding. This allows the
contract to align to the lifetime of the activity provider DPS and
specification (Exemption 1333, as approved on 4th February
2025).

The activity service for Summer 2025 onwards has been procured
through the DPS

Contracts have already been awarded to the following providers in
areas of high need (Calne, Devizes, Royal Wootton Bassett,
Warminster, Chippenham, Salisbury, Melksham, Trowbridge) for Summer
and Winter 2025 to ensure continuity to the end of the year.

• ElevationX Ltd
• PH ActiveEd Ltd
• Magna Learning Partnership

11. Additional contracts for Summer 2025 were awarded for:

• Activate
• ATB Skate Shop
• Buzz Action Foundation
• ActiveMe360
• Dayla Equine Assisted Learning
• Draycott Sports Camps
• IG Sports Coaching
• Koala Klubs
• Next Thing Education
• Revolution Performing Arts
• Sam Ivin Photography
• Seeds4Success
• The Bridge Alternative Provision
• UK S Futures
• Wiltshire Creative
• Wylye Coyotes After School and Holiday Club
• Wiltshire Outdoor Learning Team
• The Pound Arts Trust
• The Rise Trust
• West Wilts Gymnastics

12. New call-off agreements have been issued to cover Winter 2025
for:

• Activate
• ATB Skate Shop
• Buzz Action Foundation
• ActiveMe360
• Draycott Sports Camps
• IG Sports Coaching
• Koala Klubs
• Revolution Performing Arts
• Sam Ivin Photography
• Seeds4Success
• UK S Futures
• The Pound Arts Trust
• The Rise Trust

13. New contracts have been awarded through the DPS for Winter 2025
for:

• Dayla Equine Assisted Learning
• West Wilts Esprit Gymnastics

I confirm that in making this decision I have considered the
following in line with Wiltshire Council’s
Constitution:

Key decision requirements:

Views of relevant cabinet member(s), committee chairman, area
board(s): Yes

Consultation with cabinet member(s), the Leader and Scrutiny (for
Executive decisions taken under Emergency Powers): Yes

Consultation in accordance with the council’s consultation
guidance and the views emanating from that process: not
applicable

Implication of any council policy, initiative, strategy or
procedure: The council has offered the HAF programme (FUEL) since
2021, in support of business objectives; tackling health
inequalities and enabling the best start in life for eligible
children.

Staffing, financial and legal implications: Yes

The assessment of any associated risks in accordance with the
Council’s risk management strategy: The assessment of any
associated risks in accordance with the Council’s risk
management strategy; Not offering this programme would increase the
vulnerabilities of families on lower incomes, and result in
reputational damage to the council.
The Council will not be able to deliver against the requirements of
funding for the Department for Education.

Involvement of appropriate statutory officers and/or corporate
directors and directors: Not applicable

Regional or national guidance from other bodies where relevant: The
Department for Education provides guidance on the aims of the
programme, the core offer and any signposting and safeguarding
issues:
DfE Guidance - Holiday Activities and Food Programme 2025

The council’s constitution, including the Procurement and
Contract Rules (Part 10) and the Financial Regulations and
Procedure Rules (Part 9), all relevant guidance, legislation, codes
of practice, and protocols: Yes, Part 10, contract rules

Alternative options considered

Cease the service

Reason for rejection - Our funding agreement with the DfE requires
us to deliver a service during the Christmas school holiday.
All remaining funding would have to be returned to the DfE.
Not offering this programme would increase the vulnerabilities of
families on lower incomes, and result in reputational damage to the
council.