CCS067 Provision of Derbyshire Holiday Activities and Food Programme

Procurement reference

CCS067

Procurement description

Derbyshire County Council is seeking a provider to deliver a countywide Holiday Activities and Food (HAF) Programme that improves outcomes for children, young people and families and contributes to reducing inequalities across Derbyshire.

The programme aims to ensure that eligible children and young people have access to high-quality holiday provision that supports their physical health, mental wellbeing, personal development and social inclusion. The service will include an effective delivery model that ensures equitable access to provision across Derbyshire and maximises participation from eligible children and young people, bringing a range of stakeholders to create a strong and sustainable network of provision that reflects local needs and priorities.

The Council is seeking a provider that can demonstrate strong programme leadership, effective partnership working, robust governance and continuous improvement, ensuring the programme remains responsive to local need whilst delivering measurable outcomes, social value and value for money throughout the contract term.

Main category

Services

Delivery regions

• UKF1 - Derbyshire and Nottinghamshire

Total value (estimated, excluding VAT)

8340930 GBP to 8340930GBP

Contract dates (estimated)

01 January 2027, 00:00AM to 31 March 2029, 23:59PM

Extension end date (if all the extensions are used): 31 March 2030

Derbyshire County Council

Procedure type

Open procedure

Is this procurement under a special regime?

Light touch

Is the total value above threshold?

Above threshold

Trade agreements

Government Procurement Agreement (GPA)

Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)

CPV classifications

• 80000000 - Education and training services
• 85000000 - Health and social work services

Delivery regions

• UKF1 - Derbyshire and Nottinghamshire

Lot value (estimated)

8340930 GBP Excluding VAT

10009115 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 January 2027, 00:00AM

Contract end date (estimated)

31 March 2029, 23:59PM

Extension end date (estimated)

31 March 2030, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Option to extend for up to a further 12-month period subject to the needs of the Council, Local Government Reorganisation, HAF programme continuation and acceptable provider performance during the period of the contract.

Participation

Award criteria

Payment terms

See tender documentation

Description of risks to contract performance

Prospective tenderers should note that this contract may be affected by Local Government Reorganisation (LGR). In accordance with Schedule 8 of the Procurement Act 2023, this contract may be novated to a successor council or otherwise modified to reflect the requirements of any new council arrangements arising from LGR. The exact nature of any modification or novation cannot be determined at this time, but such changes will be managed under both the Procurement Act 2023 and the contractual provisions.

The contract is dependent upon funding and programme requirements established through the Department for Education's Holiday Activities and Food (HAF) programme and any successor funding arrangements. Future funding allocations, grant conditions, eligibility criteria, reporting requirements, permitted expenditure, programme objectives or delivery requirements may be amended by central government during the contract term. Should such changes occur, the Council may require modifications to contract value, service scope, activity levels, delivery requirements, performance measures, reporting requirements or contract documentation.

Changes to national eligibility criteria, target cohorts or Department for Education guidance may affect the number, profile or needs of children eligible to access the service. Should these changes occur, modifications may be required to service capacity, delivery volumes, referral processes, staffing levels and associated contract values.

Changes in identified local need, demographic changes, participation levels or access requirements may require delivery arrangements, service locations, delivery models or resource allocation to be amended during the contract term. Should this occur, the Authority may require modifications to ensure equitable access and effective delivery of the service.

Demand from children with SEND or other complex needs may differ from forecast levels and may require additional provision, specialist support, adjusted staffing models, amended delivery arrangements or revised service specifications during the contract term.

Changes to government reporting, monitoring, evaluation, safeguarding, information governance or audit requirements may require modifications to contract performance measures, management information requirements, reporting processes, systems or documentation.