Issue - meetings

Report of the Director of Adult Social Services

The Cabinet considered a report of the Director of Adult Social Services (DASS) which advised that the Domestic Property Disability Adaptations (DPDA) Framework, which provided essential works such as Level Access Showers and Shower over Baths through the Disabled Facilities Grant (DFG), had exceeded its approved contract value and cannot be extended within the limits set by the Council’s Contract Procedure Rules. It was therefore proposed to end the framework following its current one-year extension, seek an exemption to regularise spend via a direct award, and secure continuity of service beyond November 2025.

The Council had a multi contractor Framework Agreement in place for Domestic Property Disability Adaptations (DPDA), which commenced on 1 December 2022 for an initial term of 2 years with the option to extend twice, each for an additional term of no more than 1 year. Under the Framework Agreement, the Council places orders for the provision of Level Access Showers and Shower over Baths, as and when required. The Framework Agreements were put in place to enable the Council to meet its duty to award a Disabled Facility Grant (DFG) to those who are eligible and to ensure the works funded by a DFG are completed to a high standard and in a timely manner.

The initial 2-year term of the Framework Agreement, which the Council has entered with each of the 4 appointed contractors, expired on 30^th November 2024. An extension was granted for 1 year and is due to expire on 30^th November 2025, as outline in Appendix A. The Framework Agreement provides that 28 days’ written notice is required to be served on the Contractor to extend the initial term.

The cost of the extended term is not within the capped total life of contract costs set at £2,260,000, as approved in the original Cabinet report for the procurement of DPDA works requirements and as provided for in the advertised opportunity. The spend to date is £3,089,518.45, which exceeds both the original approval and the maximum permitted modification under the Council’s Contract Procedure Rules (CPRs).

Under the CPRs, a modification of up to 15% (in this case, £339,000) would have been permissible, resulting in a total of £2,599,000. As the actual spend has already exceeded this figure, an exemption to the CPRs is required. This report therefore seeks approval to end the Framework Agreements and to formally request an exemption for a direct award to regularise the position and enable continued delivery of this essential service.

The DFG budget for this year is £3,044,703.82. The spend to date from the DFG budget is £1,034,003.19 which leaves an outstanding budget of £2,010,700.63. Projected spend to the end of the framework will also need to be calculated to ensure it remains within the wider thresholds.

The report also sought approval to increase the framework prices by 5% from April 2025 to November 2025. And to ensure the uplift it in the direct award for December 2025 to November 2026. 

Options/Alternatives considered:

Option 1:  ...  view the full minutes text for item 12