Agenda item

Gloucestershire’s Holiday Activity and Food Programme

Decision:

Cllr Philip Robinson, on behalf of Cllr Stephen Davies, sought Cabinet approval for the commissioning of the Holiday Activities and Food (HAF) programme.

 

 

Having considered all of the information. Cabinet noted the report and

 

RESOLVED to:

 

 

 

1. Approve the allocation of £239,232 from the £1,594,880 received by the council from the Department for Education (“DfE”) pursuant to a Section 31 Grant Determination for the Holiday Activities and Food Programme (HAF) 2022 -2023 (No: 31/5854) (referred to in these Recommendations as the “HAF 2022 -2023 Funding”) for the provision the Holiday Activity and Food Programme during the Easter School holiday period (11th – 14th April 2022) as follows:

 

1.1 £187,674 shall be apportioned between the six Gloucestershire districts based upon the number of children and young people who are eligible to receive Free School Meals (“FSM”) in the relevant district as set out in Annex One. £36,230 from such sum shall be provided as grants to district lead organisations for the purpose of developing the delivery of the Holiday Activity and Food Programme in their district. £151,444 shall be allocated to a grants pot that will be used by local public, private and voluntary sector organisations to deliver enriching activities and food to children and young people who are eligible to receive FSM.

 

1.2 The remaining £51,558 shall be allocated to funding the delivery of the HAF programme during the Easter Holiday period 11th April to 14th April 2022, by funding activities to meet the requirements of the programme and with a view to providing nutritional education, family support, tickets for local attractions, activity packs and other such items in line with the funding guidance from the DFE. The opportunity to receive such grants will be advertised and made available by way of an online grant application and due diligence process using the council’s online procurement system and local voluntary and public sector networks.

 

2. Delegate authority to the Assistant Director for Integrated Children and Families Commissioning to award the grants and funding described in Recommendations 1.1 and 1.2 above.

 

3. Approve the allocation of £159,488 (i.e., 10% of the £1,594,880 HAF 2022 -2023 Funding) to support the council’s administration costs in relation to the delivery of the Holiday Activity and Food Programme across Gloucestershire during the period 1st April 2022 to 31st March 2023.

 

4. Delegate Authority to Assistant Director for Integrated Children and Families Commissioning in consultation with the Cabinet Member for Children’s Safeguarding and Early Years to:

 

4.1 Conduct a competitive procurement process in respect of a multisupplier three year (2022 – 2025) Modified Framework Agreement under which public, voluntary and private sector organisations shall be engaged by the council (subject to receipt by it of additional DfE funding) to co-ordinate the council’s future HAF programmes, comprising the provision of holiday activities, food ; family support; nutritional education, and such other related deliverables as may be required during school holidays (referred to in these Recommendations as the “HAF Deliverables”). Such Modified Framework Agreement shall remain open throughout its term to enable further tenderers to be admitted to it on a rolling basis.

 

4.2 Appoint each of the council’s preferred tenderers to such Modified Framework Agreement.

 

4.3 Allocate £988,368 from the £1,594,880 HAF 2022 -2023 Funding to fund the provision of the HAF Deliverables in line with DFE requirements during the period of the Summer 2022 school holidays (1st August to 26th August 2022) and Christmas 2022 school holidays (19th to 22nd December 2022).

 

4.4 Conduct mini-competition processes in respect of as many Call-Off Contracts under such Framework Agreement as may be required for the purpose of procuring HAF Deliverables described in Recommendation 4.3 and then award such Call-Off Contracts to the preferred tenderers. If the value of any single proposed Call-Off

Contract under such Framework Agreement exceeds £500,000, a separate Cabinet decision shall be required to authorise the procurement of such Call-Off Contract.

 

5 Allocate £207,791 from the £1,594,880 HAF 2022 – 2023 Funding to the delivery, in accordance with DFE of funding guidance, of the HAF programme in the financial year of 2022 - 2023 for the purpose of filling any gaps and shortfalls in delivery that may exist in relation to the HAF deliverables procured under Recommendations 4.3 and 4.4.

 

Minutes:

Cllr Philip Robinson, on behalf of Cllr Stephen Davies, sought Cabinet approval for the commissioning of the Holiday Activities and Food (HAF) programme.

 

The Council had received the grant determination letter in December 2021 confirming the allocation of £1,594,880 for delivery of the HAF during 2022- 2023 and would do annually for each year of the programme. The new national programme consisted of six weeks, for four days a week of services spread out over the main school holidays, (one week at Easter, four weeks during the summer and a final week during the Christmas school holidays).

 

During 2021, the Council had worked with District Lead Organisations and local providers successfully delivering the Holiday Activities and Food programme. The Programme reduced holiday loneliness, hunger, and the loss of education. With over 140 activity providers, children, and young people across Gloucestershire, kept active and engaged and had access to healthy food, during the school holidays.  The programme reached, 37% of children and young people eligible for Free School Meals at Easter, 57% in the summer school holidays and 49% during the winter school holidays. 

 

The Council therefore intended to commission the Holiday Activity and Food Programme in Gloucestershire and meet DFE requirements in 2022 – 2023 and beyond subject to future funding being available using the following approach:

 

·         To allocate grants to six District lead organisations and local providers for Easter 2022

·         establish a modified framework for commissioning of the Holiday Activity and Food Programme in Gloucestershire summer 2022 onwards and award call-off contracts thereunder

·         To allocate funding to meet the requirements of the HAF programme

·         To allocate 10% of the budget to cover the administration of the programme.

 

This would ensure that the Easter 2022 HAF Programme was commissioned within tight timescales.  This created a three-year modified framework to enable the commissioning of HAF related activities from six district lead organisations and provided the Council with the flexibility to secure the participation of a wide range of local providers, based in communities across Gloucestershire, ensuring that they met the requirements of the HAF programme. This approach ensured the Council had the flexibility to fund activities to the meet the requirements of the HAF programme.

 

Members commented that they were pleased to see the scheme continue in the future. One member commented on the management of 140 activities and asked whether there was an opportunity for the Council to seek benefits of scale by reducing the numbers of providers. In response it was explained that this was a good point, but that the programme was affectively managed by the six districts.

 

Having considered all of the information. Cabinet noted the report and

 

RESOLVED to:

 

 

1. Approve the allocation of £239,232 from the £1,594,880 received by the council from the Department for Education (“DfE”) pursuant to a Section 31 Grant Determination for the Holiday Activities and Food Programme (HAF) 2022 -2023 (No: 31/5854) (referred to in these Recommendations as the “HAF 2022 -2023 Funding”) for the provision the Holiday Activity and Food Programme during the Easter School holiday period (11th – 14th April 2022) as follows:

 

1.1 £187,674 shall be apportioned between the six Gloucestershire districts based upon the number of children and young people who are eligible to receive Free School Meals (“FSM”) in the relevant district as set out in Annex One. £36,230 from such sum shall be provided as grants to district lead organisations for the purpose of developing the delivery of the Holiday Activity and Food Programme in their district. £151,444 shall be allocated to a grants pot that will be used by local public, private and voluntary sector organisations to deliver enriching activities and food to children and young people who are eligible to receive FSM.

 

1.2 The remaining £51,558 shall be allocated to funding the delivery of the HAF programme during the Easter Holiday period 11th April to 14th April 2022, by funding activities to meet the requirements of the programme and with a view to providing nutritional education, family support, tickets for local attractions, activity packs and other such items in line with the funding guidance from the DFE. The opportunity to receive such grants will be advertised and made available by way of an online grant application and due diligence process using the council’s online procurement system and local voluntary and public sector networks.

 

2. Delegate authority to the Assistant Director for Integrated Children and Families Commissioning to award the grants and funding described in Recommendations 1.1 and 1.2 above.

 

3. Approve the allocation of £159,488 (i.e., 10% of the £1,594,880 HAF 2022 -2023 Funding) to support the council’s administration costs in relation to the delivery of the Holiday Activity and Food Programme across Gloucestershire during the period 1st April 2022 to 31st March 2023.

 

4. Delegate Authority to Assistant Director for Integrated Children and Families Commissioning in consultation with the Cabinet Member for Children’s Safeguarding and Early Years to:

 

4.1 Conduct a competitive procurement process in respect of a multisupplier three year (2022 – 2025) Modified Framework Agreement under which public, voluntary and private sector organisations shall be engaged by the council (subject to receipt by it of additional DfE funding) to co-ordinate the council’s future HAF programmes, comprising the provision of holiday activities, food ; family support; nutritional education, and such other related deliverables as may be required during school holidays (referred to in these Recommendations as the “HAF Deliverables”). Such Modified Framework Agreement shall remain open throughout its term to enable further tenderers to be admitted to it on a rolling basis.

 

4.2 Appoint each of the council’s preferred tenderers to such Modified Framework Agreement.

 

4.3 Allocate £988,368 from the £1,594,880 HAF 2022 -2023 Funding to fund the provision of the HAF Deliverables in line with DFE requirements during the period of the Summer 2022 school holidays (1st August to 26th August 2022) and Christmas 2022 school holidays (19th to 22nd December 2022).

 

4.4 Conduct mini-competition processes in respect of as many Call-Off Contracts under such Framework Agreement as may be required for the purpose of procuring HAF Deliverables described in Recommendation 4.3 and then award such Call-Off Contracts to the preferred tenderers. If the value of any single proposed Call-Off

Contract under such Framework Agreement exceeds £500,000, a separate Cabinet decision shall be required to authorise the procurement of such Call-Off Contract.

 

5 Allocate £207,791 from the £1,594,880 HAF 2022 – 2023 Funding to the delivery, in accordance with DFE of funding guidance, of the HAF programme in the financial year of 2022 - 2023 for the purpose of filling any gaps and shortfalls in delivery that may exist in relation to the HAF deliverables procured under Recommendations 4.3 and 4.4.

 

Supporting documents: