Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: January 29, 2025

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

Content: 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.