Decision details

Short Breaks Services Procurement Plan

Decision Maker: Executive Member for Children, Young People & Learning

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


To seek approval for the Strategic Procurement Plan for Short Breaks Play and Leisure Scheme. Bracknell Forest Council’s current contract for Short Breaks Play and Leisure Scheme expires on the 31st of August 2022. The new contract duration will be an initial 2 years (1st September 2022 – 31st August 2024) with an option to extend for a further 3 years (1st of September 2022 – 31st of August 2027)




1          The Council’s plan for procuring the Short Breaks Play and Leisure Scheme under the Light Touch Regime as detailed in the Strategic Procurement Plan be approved


Reasons for the decision:

1                 To ensure continuing compliance with legislations and statutory duties; The Breaks for Carers of Disabled Children Regulations 2011, Section 25 of the Children and Young Persons Act 2008, Carers and Disabled Children Act 2000 (‘the 2000 Act’), Children and Families Act 2014, The Equality Act 2010


2                 To Provide sufficient capacity to meet current and increasing demand.


3                 To ensure good quality, value for money and affordable community services which focus on individual needs, individual choice and identified outcomes.


4                 To be compliant with Public Contract Regulations 2015 and BFC’s Contract Standing Orders, and for timely completion of the tender, award, and mobilisation phases in time for the contract to commence in September 2022.

Alternative options considered:

1          Do nothing: current contractual obligation will lapse, there would be no adequate provision to meet our statutory duties.

2          Extending: Continually extending the current contractual arrangement will need to be permitted through waivers. This is not advisable as it does not provide stability for BFC nor the provider.

3          Spot purchasing without a contractual arrangement: Best value for money is unlikely to be achieved. Spot purchases would not attract the same speed of response as referrals made under contract.

Interests and Nature of Interests Declared:


Reason Key: Expenditure >£400,000 & Affects more than 1 ward.;

Wards Affected: (All Wards);

Financial Impact: The anticipated total value of this five year contract will be £700,000. The approximate value of the initial 2 year contract term is £280,000 with an approximate further contract value of £420,000 for the optional extension of 3 years

Declarations: None

Subject to Urgent Proceedings: No

Other reasons / organisations consulted

The commissioning team will consult with key stakeholders through a variety of meetings, focus groups and a consultation survey.


Specialist Support Services Operational team
Service users

Contact: Thom Wilson, Assistant Director: Commissioning Email: Tel: 01344 354142.

Publication date: 08/02/2022

Date of decision: 08/02/2022

Effective from: 16/02/2022