Holiday Activity & Food (HAF) Programme 2021 - contract variation for programme management enabling partner

Concepts

• holiday activity & food
• provision of holiday activities
• holiday activity
• birmingham
• health services
• programme management service
• holiday activities and food
• programme management
• food
• contract variation

Location

West Midlands England:

Geochart for 1 buyers and 1 suppliers

Birmingham City Council

Streetgames

+−

Leaflet | Map tiles by Stamen Design, under CC BY 3.0. Data by OpenStreetMap, under ODbL.

Description

For the provision of Holiday Activities and Food (HAF) programme management service, to include additional services required by the Department of Education (DfE) as part of the condition of grant. The additional services required through a contract variation include: • Monitoring and Evaluation; • Training/Education; • Food logistics.

Total Quantity or Scope

• Monitoring and Evaluation; • Training/Education; • Food logistics.

Award Detail

Renewal Options

Option to extend until Easter 2022.

CPV Codes

• 85100000 - Health services

Indicators

• Options are available.

Legal Justification

Regulation 72 of the Public Contract Regulations allows variations to contracts providing certain criteria are met. In this instance Regulation 72.1 (c) applies as follows: where all of the following conditions are fulfilled:- (i) the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen; (ii) the modification does not alter the overall nature of the contract; (iii) any increase in price does not exceed 50% of the value of the original contract or framework agreement. The unforeseen nature of these circumstances is set out as follows: • The Council is not part of the DfE's national evaluation programme and therefore will need to embed its own monitoring and evaluation into the programme. During/after process. The DfE's announcement came too late in the procurement process (contract award stage) to allow the Council to scope the new requirements and include it as part of the procurement. This was not foreseen at the tender stage. • Since the launch of the Community Grants Programme on 17 May 2021, it has become apparent that a significant number of the small grassroots organisations will need additional training and support to delivery safe and high-quality activities and food during the school holidays. An initial training needs analysis has identified the need for training in safeguarding and food safety. This was not foreseen at the tender stage. • Initial market engagement with food providers on the (YPO) framework, completed at the end of May, highlighted a number of risks in relation to the coordination of food/meal provision across the city to children and young people participating in the HAF programme, on free school meals. The management of these risks will require additional management oversight and coordination. This was not foreseen at the tender stage. For Regulation72.1(c) to be met the variation must not exceed 50% of the original contract value. In this instance the variation does exceed 50% and therefore the Council needs to take a view on the risk of challenge from the market as compared with the risk of not having the Holiday Activities.

Other Information

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