Decision Title: To approve the commissioning of key services for April 2023 onwards
Decision Reference Number: WPCC3 – 0069
Lead Officer: Precious Williamson/Sara Ansell
If force business, date approved by Chief Officer: Click here to enter text.
Date: 2nd September 2022
Status: Non confidential
Decision summary:
To approve the commissioning of key services for April 2023 onwards.
I confirm that my register of interests declaration is up to date and that none of my interests preclude me from making this decision.
Signature: Philip Seccombe
Date: 17th October 2022
Supporting information
1. Background information
In October 2021 the Commissioner approved the extension of the existing commissioned services until 31st March 2023 (Decision notice WPCC3-0019). The services included:
- General Victims Recovery Service
- Sexual Abuse and Violence Recovery Service
- Children Sexual Exploitation Recovery Service
All commissioned service providers produced a progression plan to map how they intended to continue the service delivery in 2022-23. Those plans outlined actions for improving delivery and producing efficiencies and were provided at the same cost. All commissioned services have been assessed on an ongoing basis through quarterly reports to the OPCC and quarterly meetings to discuss progress since their commencement. The services are in regular contact with the OPCC between these formal discussions to ensure optimum contract delivery.
The ending of these contracts and the extensions that were granted, signalled the start of a re-commissioning process at the OPCC, following the approval of the general victims needs assessment that was procured in October 2021 (Decision notice – WPCC3-0018). Since receipt of the general victims needs assessment, commissioning work has picked up pace. A commissioning timetable has been drawn up, outlining all of the key stages and dates, and existing providers were notified of the intention to recommission services from April 2023 onwards
As part of the commissioning process, OPCC staff have been working with procurement colleagues and legal staff to engage with the market and potential future providers, write draft specifications for the new services, and prepare invitation to tender documentation for 5 separate lots. The Commissioner has been kept updated regarding progress on this key activity, but this stage of the work is drawing to a conclusion. The lots that have been established for commissioning are:
Lot 1 – General Victims Cope and Recovery services – Annual budget – £450,000
Lot 2 – Sexual Abuse and Violence Recovery Services – Annual budget – £240,000, but with additional funding of £75,000 available in years 1 and 2 of the contract, raising the budget to £315,000, due to the availability of additional external funding due to the availability of additional external funding. The contract sum will revert to £240,000 in year 3, unless further external funding is secured.
Lot 3 – Child Exploitation Recovery services – Annual budget – £200,000, but with additional funding of £87,000 available in years 1 and 2 of the contract, raising the budget to £287,000, due to the availability of additional external funding. The contract sum will revert to £200,000 in year 3, unless further external funding is secured.
Lot 4 – Modern Slavery and Human trafficking support service – Annual budget – £50,000
Lot 5 – Restorative Justice services – Annual budget – £60,000
These services will be partly funded by the Ministry of Justice Victims Services grant and partly from local funding.
The next key stage of the commissioning process is to move to the procurement stage, and invitations to tender are due to be despatched on the 12th September.
Returns are due to be received by the 17th October, and a process of evaluation of the tenders will follow, including presentations and an opportunity for clarification prior to the final decision making and the notification of intention to award.
The post Christmas period will allow time for the implementation of the contracts, with contracts due to start from April 2023 onwards.
2. List of additional information attached as appendices
none
3. Expected benefits
- Commissioning of services that are evidence based following the comprehensive and independent victim needs assessment.
- Services that meet the needs of service users based on extensive community and stakeholder engagement prior to services going out to tender
- Contracted services with partners that provide value for money and can be monitored appropriately and that can be adapted and flexed to meet changing needs in the respective service areas.
4. Impact of not approving the application
- There may be a loss in service and support for those service users already enrolled with each service provider, if the services are not re-commissioned.
- The anticipated advantages of commissioned service provision and value for money cannot be assured.
- These services would cease as at the 31st March 2023 and all services would need to be delivered through the PCC’s grants process.
5. Costs (including any identified savings)
All commissioned service costs as outlined above, can be met within the annual PCC revenue budget. The costs will be built into the medium term financial plan.
The Ministry of Justice victims services grant totalling approximately £0.700m will be used to part fund the services, with the remainder being funded from local resources.
6. Equality implications
All relevant policies apply and services are open to any user requiring support.
7. Legal
All legal and procurement advice regarding the contract extension process will be adhered to.
8. Publication
Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation. Unless the information provided is covered by an exemption and stated to be either confidential or partly confidential, the information contained in the form will be published on the OPCC website.
Comments from the Treasurer
The costs of the services that are about to go to tender can be accommodated at the budgeted amounts within the PCC’s annual budget, and will be built into the medium term financial plan. The next stage of the commissioning process is important and will determine that the services will provide value for money though an open and competitive procurement process. The process has been overseen by the Commissioning Officer at the OPCC, and by colleagues from Warwickshire legal services and the procurement team to ensure that the process is compliant. The market engagement session held earlier in the year was well attended and it is hoped that there will be a good level of interest from prospective providers.
Comments from the Chief Executive and Monitoring Officer
A robust process has taken place with advice from relevant professionals to ensure that funding is being allocated for tender in a compliant manner.
