The Delegated Decisions by Cabinet Member for Children and Young People is scheduled to meet on 16 December 2025, to discuss the re-tendering of the Cross Regional Project partnership, and to approve a plan to expand the number of block placements in Oxfordshire.

Cross Regional Block Contract

Councillor Sean Gaul, Cabinet Member for Children and Young People, is scheduled to consider a report by Lisa Lyons, Director of Children's Services, regarding the re-tendering of the Cross Regional Project (CRP) partnership.

The Cross Regional Project delivers therapeutic residential care and educational services for children aged 11–17 with complex needs. The project operates across 11 homes in partner counties, offering 36 placements. The partnership is formed by Oxfordshire County Council, Buckinghamshire Council, Milton Keynes Council, Hertfordshire County Council, Bedford Borough Council, and Reading Council. Oxfordshire County Council is expected to take the lead in commissioning and procurement activities.

The report recommends that Councillor Sean Gaul approves:

• The re-tendering of the Cross Regional Project partnership.
• The council's plan to expand growth in Oxfordshire by raising the number of block placements from 17 by an additional 8, reaching a maximum total of 25 placements throughout the ten-year contract period (structured as 5+2+1+1+1 years).

The report states that the re-tendering process is to be aligned with the conclusion of the current service, which is scheduled to end on 31 July 2027.

Services are delivered within each participating council's area, with placements arranged by local authorities ideally within 20 miles of the council centre, or as near as possible to keep children close to their previous home. A registered special school provides education for pupils aged 11– 17 across Key Stages 3 to 5¹. The school in High Wycombe, Buckinghamshire, has capacity for 36 pupils and is fully utilised. The report notes that the contract commenced on 1 August 2019, with an initial term of five years and included an option to extend for an additional three years. It is currently in its second extension year and is scheduled to conclude on 31 July 2027. The contract commenced with an initial 26 placements, with further capacity to increase up to a maximum of 36 across the four authorities, and the ability to buy and sell beds between areas to meet increased/decreased demand.

The report states that the Cross Regional Contract offers the council and other partners compliant, cost-effective placements, helping to avoid expensive and non-compliant SPOT² arrangements. The new contract is expected to initiate with 36 placements and expand to incorporate up to 24 additional beds, as well as two new local authorities joining the partnership.

The report notes that the council has a duty to ensure there is sufficient local accommodation for children in its care. It states that re-tendering the CRP contract will maintain a compliant process for purchasing residential, educational, and therapeutic placements, and that regional commissioning has provided flexibility, value, and quality, which would be challenging to achieve through individual arrangements.

The report states that high occupancy rates are maintained by effectively matching children between authorities, optimising resource utilisation to minimise vacancies, and that this approach also allows for the buying and selling of beds among partner authorities to reduce risk.

The report notes that the recent usage rate for Oxfordshire has dropped because one of its vacant beds was sold to Hertfordshire, leading to an increase in Hertfordshire's usage. The bed was sold at the usual rate plus a 5% administration fee, but in the future, partners plan to make sales directly with each other, which will remove the 5% administration fee and streamline the process.

The report states that the intention is to decrease the current number of SPOT purchased residential placements to enable more children to remain closer to their communities. It notes that of the 75 SPOT placements, only four are within the current CRP boundary, and that the average cost per placement, per week is £7,641 versus the CRP placement rate of £5,520.

The report notes that the Cross Regional Project contract supports the DfE's³ aim for smarter regional purchasing and is set at £5,520.35 per week per placement, covering care, education, and therapy. In comparison, the current provider charges £5,900 per week for SPOT placements with care only. Some placements may also qualify for health and education funding. The overall contract price is £26,668,257 to the end of Year 7, with year 8 costs yet to be determined. For year 8, there will be an annual uplift using the same price review method used for years 6-7, although the overhead uplift percentage may be adjusted.

The report states that Oxfordshire will retain responsibility for contract management, encompassing both fixed and variable expenditures related to oversight and quality improvement initiatives, and that these expenses will be distributed among the established partner authorities, while new partners—Bedford Borough Council and Reading Council—will incur a nominal charge until they elect to procure placements.

The report notes that the council's powers and duties to engage in these activities are set out at Part III of the National Assistance Act 1948, the Care Act 2014, the Children and Families Act 2017 and the Children Act 1989.

The new CRP contract will be procured via an above threshold competitive flexible procedure tender under the procurement act PA2023 to ensure full compliance, transparency and best value for money.

The council will continue to serve as the Lead Partner for the management of the Cross Regional Project contract. As a Platinum contract, strategic oversight is provided by the Hub's Strategic Contract Manager, while operational management responsibilities are undertaken by the Quality and Improvement Team.

A separate partnering agreement will need to be in place between the purchasing partners to regulate the management of the service contract permitting the transfer of placements between them so as to maximise occupancy and to ensure the service contract is running as efficiently as possible.

The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) will be applicable to this contract. Accordingly, formal notification has been provided to the incumbent service provider, and it has been requested that all relevant employee information and associated obligations under TUPE are disclosed and managed in accordance with statutory requirements.

The Cross Regional Project is dedicated to providing inclusive services that promote equality and diversity for all children and young people, regardless of protected characteristics.

The evaluation process will include mandatory disclosure from providers to answer questions regarding their environmental management, carbon emission reduction, circular economy and biodiversity.

The report notes that to meet growing demand and lower the number of children placed more than 20 miles from home, the council plans to re-tender the CRP service while keeping the current 36-bed capacity, and that their objective is to increase placements for all partner organisations over the 10-year duration of the contract.

Accordingly, Oxfordshire will maintain the 17 block placements already procured and will have the option to acquire up to 8 further placements throughout the duration of the contract.

The report notes that the re-tender of the Cross Regional Project contract will incorporate two of the key priorities set out by the Start Well Commissioning Team and aligns with seven of the priorities set out in the Oxfordshire's Children and Young People's Plan.

The priorities of the Start Well Commissioning Team are:

• To increase number of children placed in county.
• Improve access to services to reduce inequalities.

The priorities of the Oxfordshire's Children and Young People's Plan are:

Live Well: Young Lives:

• Keeping children and young people safe from harm
• Providing help and support across the system at the earliest opportunity
• Improving the experience of good mental health and emotional wellbeing of children and young people

Achieve well:

• Improve school experience.
• Improve school attendance.
• Narrow the disadvantage gap across all key stages, while continuing to support positive outcomes for all.
• Ensure preparedness and support for all young people on their journey to meaningful employment, education, and training.

To achieve these priorities and align with the Sufficiency Strategy 2020-2025, the council will work collaboratively with partner local authorities to ensure providers offer a diverse range of appropriate services for children from Oxfordshire and other participating areas. This includes maintaining access to services, educational continuity, and support networks.

The annexes to the report include:

• Homes, Counties, and Ofsted Ratings
• Number of Current Purchased Placements
• Growth of existing and prospective new LAs
• Occupancy Data for 2024-2025
• Occupancy Data for 2024-2025 (additional 2 beds purchased by Oxfordshire)
• Areas of SPOT placements
• A sample of SPOT residential placements with education for Oxfordshire young people (like for like)
• Placement costs for the contract term and two of the three extension years
• Method to apply for annual uplift.
• Risks

Other items

The meeting will also include:

• Declarations of interest.
• To confirm the minutes of the meeting held on 16 September 2025.
• Questions from County Councillors.
• Petitions and Public Address.