Agenda, decisions and draft minutes

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The Chair referred to the notice of filming at meetings and this information was noted.

To receive any apologies for absence.

There were none.

There were none.

The Chair will consider the admission of any late items of Urgent Business. (Late items of Urgent Business will be considered under the agenda item where they appear).

There was no urgent business.

There were none.

Local Authorities had a legal duty to provide short break services for disabled children, young people, and their parents or carers, in accordance with the Children Act 1989 and the Children and Families Act 2014.

Short Breaks Overview:

• These services offered disabled children time away from their primary carers through various activities, including daytime, evening, overnight, and weekend sessions.
• They took place in the child’s home, with approved carers, or in residential/community settings.
• Support was delivered via specialist services, temporary carers, or outreach workers, helping children access mainstream leisure activities while giving carers temporary relief.

Procurement and Framework:

• The council conducted a competitive procurement process to establish a new open framework with multiple providers, divided into five categories (Lots):
  1. After-school activities
  2. Weekend activities
  3. Holiday activities
  4. Outreach services
  5. Other short breaks

Framework Details:

• The framework was scheduled to begin on 1 November 2025 for an initial four-year term, with an option to extend by up to four additional years (2+2), reaching an estimated total value of £2.7 million if fully extended.
• The council planned to reopen the framework every 12–18 months to allow new providers to join. Existing providers would not be required to re-tender during these reopenings.

RESOLVED:

The Cabinet Member RESOLVED:

3.1 That the Cabinet Member for Children, Schools and Families approved in accordance with Contract Standing Orders 16.01 (bid acceptance), 2.01 (c) and as permitted under 0.08 (which provides that where the decision is required by the Cabinet, this may also be taken by the Leader or by a Cabinet Member with the Leader’s agreement) the award of framework agreements for the provision of short breaks services for disabled children and young people to successful providers identified in Appendix 1 - Part B ( exempt information) of this report. The framework agreement shall run for initial period of 4 years with anticipated commencement date of 1st November 2025 at estimated cost of £337,500 per annum with an option to extend further period 2 years, plus 2 years. The total aggregated value of the framework is estimated at £2.7 million (excluding VAT) over the full duration of 8 years, if fully extended.

3.2 Delegated authority to the Director of Children’s Services in consultation with the Lead member for Children’s, Schools and families to award, framework agreements to successful bidders following the re-opening of the framework as outlined under 1.6 above

Reasons for decision

4.1 The Council has a statutory duty to provide short break services for disabled children and young people and their parents/carers, in line with the Children Act 1989 and Children and Families Act 2014 and their associated regulations and guidance.

4.2 The existing contracts for short break services are due to expire on 31st August 2025 and there is no further provision to extend the contract.

4.3 The Council has carried out a competitive procurement process to establish the open framework and identified the successful providers who will deliver short breaks services from 1st November 2025.

Alternative options considered

5.1 Do nothing: This option was  ...  view the full minutes text for item 12.

Item 8 is likely to be subject to a motion to exclude the press and public be from the meeting as it contains exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paras 3 and 5, namely information relating to the financial or business affairs of any particular person (including the authority holding that information) and information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

RESOLVED:

The Cabinet Member considered the exempt information.