Archived decisions

HAMPSHIRE COUNTY COUNCIL

Decision Report

EXECUTIVE SUMMARY

1) Summary of Decision Area

1.1. The report seeks approval for the award of two contracts; to Alresford Day Centre with an annual contract value of £48,904 and to Meon Valley Day Centre, located at Swanmore, with an annual contract value of £79,935

1.2. Executive Member approval of the contracts is required to ensure compliance with managing the tendering process, where the increased cost is more than 25% above the original amount approved or budgeted for.

2) Issues Covered in Report

2.1. This report provides more detail on the type of service provided by the two day centres:

· Promoting Independence and Enablement - most people wish to remain as independent as possible and to remain living at home as long as possible. Attendance at the day centre will enable them to maintain daily living functions, social relationships, leisure activities and other interests, without which there is a risk of losing special skills and a general deterioration in their overall well being.

· Preventing Social Isolation - For older people who are socially isolated, attendance at a day centre will enable them to develop friendships and the re-use of social skills, without which there is an increasing risk of mental health deterioration and physical self neglect.

· Empowering and Enabling Carers - Many carers of older people find the constant demands of their caring roles a dominant factor. This impacts in a number of ways, from them having to give up their interests and activities, to impacting on their own mental or physical health. These risks can be reduced as a result of the service user's attendance at a day centre, with the carer benefiting from that respite from caring.

2.2. The day centres must be able to provide medium to long term maintenance and respite designed to assist and maintain the functioning of the service user and to provide respite to the carer.

2.3 There will be an expectation that some service users may have a need for a short term placement either while convalescing or perhaps getting over a crisis but with the intention of regaining full independence outside the centre as soon as possible.

3) Recommendations

It is recommended that:

3.1. The Executive Member approves the award of the contracts to Age Concern (Hampshire) for Alresford Day Centre with an annual contract value of £48,904 and for Meon Valley Day Centre (Swanmore) with an annual contract value of £79,935. Both of these contracts would take effect from 1 May 2009 and will be for 2 years with an option to extend for 1 year.

MAIN REPORT

1) Contextual Information

1.1. In December 2006 the Executive Member for Adult Social Care approved the future strategic direction for Older People's Day Services.

1.2. Authorisation was given for the implementation and development of a commissioning plan for day services for older people that at the time supported financial recovery and joint working with key stakeholders and partner organisations.

1.3. It was also agreed that when block contracts were due for renewal then services would be reviewed and reconfigured, to ensure that commissioned services met the current and future needs of older people. It was acknowledged that this would involve non-renewal of some contracts and changes to the cost base as and when services were re-aligned.

1.4. The strategic review is well advanced and it is expected that the countywide review will be completed during the 2009/2010 financial year.

2) Key Issues

2.1. The strategic review is focusing on how day support services are commissioned and how they can be improved to access universal services and develop a range of choices to maximise independence and wellbeing.

2.2. The advert inviting expressions of interest was placed on the Hants Website on 30 June 2008, the current provider Age Concern (Hampshire) was the only organisation to express an interest.

2.3. Nevertheless, in the interests of best value and to assess the level of alternative providers a full tendering process was followed.

2.4. Age Concern (Hampshire) were successful in the tendering process and will, subject to Executive Member approval, be awarded the contract.

2.5. The contract value for Meon Valley (Swanmore) has increased from £59,724 to £79,935 and the contract value of Alresford Day Centres has increased from £34,813 to £48,904.

2.6. The reasons for these increased costs are;

· the increased needs of older people with dementia requiring specialist support

· through the tendering process the voluntary organisations are re-assessing each item of expenditure and the risks

· the community transport organisations from whom Age Concern (Hampshire) are purchasing the day centre transport are ensuring full cost recovery

2.7. The tendering process has increased the costs by more than 25% when compared to the original contract price. Standing Orders state that where the cost has increased by more than 25%, then Executive Member approval is required.

3) Legal Implications

3.1. The proposals are compliant with Council Standing Orders.

4) Financial Implications

4.1. The additional cost for the two contracts is £34302 and can be met from within current budget provision.

5) Risk Assessment

5.1. These two day centres provide an invaluable service for older people with dementia and older people with physical needs, who are assessed as meeting the eligibility criteria. Both day centres are situated in rural locations, with limited alternative services.

5.2. In addition the day services provide valuable breaks for their carers, thereby supporting the carers' quality of life and wellbeing and enabling the service user to live at home and remain in the community for longer.

5.3. Without this service there is a high risk that some current service users would require respite care in a residential setting.

6) Outline of Options

6.1. As there was only one tender submitted, there is in effect no competition and the only alternative is to attempt to re-negotiate with the provider to reduce the costs. This has been undertaken by both the Commissioning Officer and Contracts Support Officer and no further reductions in the cost can be identified.

6.2. The option to re-tender was not considered a viable option, firstly because of the additional tendering costs that would be incurred and secondly Age Concern was the only organisation to submit a tender.

7) Conclusions

7.1. This was the only tender received and is based on full cost recovery. It is however from the current provider who has provided an excellent service to-date and is well equipped to work with those people who suffer from dementia.

8) Recommendations

8.1 It is recommended that:

The Executive Member approves the award of the contracts to Age Concern (Hampshire) for Alresford Day Centre with an annual contract value of £48,904 and for Meon Valley Day Centre (Swanmore) with an annual contract value of £79,935. Both of these contracts would take effect from 1 May 2009 and will be for 2 years with an option to extend for 1 year.

Integral Appendix A

CORPORATE OR LEGAL INFORMATION:

IMPACT ASSESSMENTS:

1. Equalities Impact Assessment:

a) In preparing this report, account has been taken of the requirements of the Corporate Equalities Plan and Race Scheme. The contract ensures that the provider will perform their duties with due regard, to eliminate unlawful discrimination and to promote equality of opportunity for all people and to promote good relationships between different racial groups.

2. Impact on Crime and Disorder:

a) The County Council has a legal obligation under Section 17 of the Crime and Disorder Act 1998 to consider the impact of all decisions it makes on the prevention of crime.

3. Climate Change:

a) How does what is being proposed impact on our carbon footprint / energy consumption?

· The day centres are both situated in rural locations to meet the needs of the local population and therefore reduce the need to travel which will lead to a reduced carbon footprint and energy consumption.

b) How does what is being proposed consider the need to adapt to climate change, and be resilient to its longer term impacts?

· The strategic review of Older People's Day Services will need to consider how to adapt to climate change.