Decision Maker: Executive

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: September 9, 2025

Purpose: A variation of the contract to extend the contract length , approval required.

Content: RESOLVED KEY DECISION   That the Executive:   a)      Approved a contract variation of eight months to the current contract, this will provide the additional time required for the development of a new ICES model for procurement, as well as allow the necessary time to procure the new model given the complexity and number of partners involved.   b)      Approved the procurement of a new Integrated Community Equipment Service contract, in partnership with West Northamptonshire Council (WNC) and the Northamptonshire Integrated Care Board (ICB) over a period of 5 years, with the option to extend by a further 3 years (5+1+1+1). This contract will commence on 1st April 2027, seamlessly following on from the current contract (with the variation extension).   c)   Delegated authority to the Executive Director for Adults, Health Partnerships and Housing (DASS), in consultation with the Executive Member of Adults and Health Partnerships, to make any further decisions to conclude this Procurement, award the contract and take any decisions and/or actions over the life of the contract.     Reasons for the Recommendations - Officers would like to make the following improvements to the ICES model and need additional time to prepare for these positive changes:   •     Put into place a self-assessment model at the “front door” to enable people to source low level equipment that does not require a formal assessment. This will support them to receive equipment much quicker, as they will not need to join an assessment waiting list. Further to this, it will reduce the impact of resources on clinical and Council therapy teams, who are required to carry out these assessments. •     Create a model where care homes can buy from the ICES equipment catalogue. This will improve quality, as all catalogue items are specified by NHS and Council employed clinical staff but will also offer a safer and more robust offer to our Provider Market. This will also improve efficiencies, preventing the same equipment having to be sourced from elsewhere, reducing transportation and climate impacts. •     Offer a longer contract length, which allows Officers time to develop the model, in partnership with the successful Provider, throughout the lifetime of the contract. This approach has been demonstrated in the current contract, where substantial improvements have been made following performance concerns earlier on. •     The additional time for the contract variation also supports the Market. There are limited Providers in the market currently, most recently a large supplier/provider liquidated their business. By adding additional time, it allows the Market to stabilise and grow. Officers can take a more informed approach if sufficient time is given to watch, and support, the Market. •     Extend the service model to cover Saturday mornings and bank holidays for equipment deliveries, this will support hospital discharge and end of life care. •     Rename the service to the Integrated Community Equipment Loan Service (ICELS). The rationale behind this change is to remind people in receipt of equipment, that it is loaned, and they do not own the equipment provided. This further reinforces that the equipment is to be returned when no longer needed. The ICES model is based on a reuse and recycle scheme, which is a model that is proven to reduce contract spend, in addition to environmental factors. •     Aligning the contract to an April 1st contract start date is preferable to all partners regarding the financial functions of the contract. Market Engagement exercises also indicate that this is preferred by the Provider Market.   Alternative Options Considered - Officers completed an in-depth options appraisal, exploring potential partnerships with other councils, and existing frameworks (Appendix A). Officers have also considered various contract lengths, to ensure not only stability for users of the service and Providers, but also to achieve the most cost-effective way of procuring and delivering the contract.