URL: https://democracy.southend.gov.uk/ieDecisionDetails.aspx?ID=1534

Decision Maker: Cabinet Member for Children, Learning and SEND

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: No

Purpose: The Holiday Activities and Food (HAF) programme is a national initiative to support children and young people who are eligible for income related Free School Meals (FSM). Funded by the DfE, the Holiday Activities and Food (HAF) programme has been delivered in Southend-on-Sea since 2022. The current Government has announced that the funding has now been secured up to and including FY 2028/29. The initiative designed to support children and families during school holidays by providing access to enriching activities and nutritious meals. Targeted primarily at children eligible for free school meals, HAF aims to reduce holiday hunger, improve physical and mental wellbeing, and support social development.

Content: That the Cabinet Member for Children, Learning and SEND agrees to:   1.    Award the contract for the Holiday Activities and Food to the successful providers in accordance with the outcome of the procurement exercise for a period of 3 years commencing on 01/12/2025 with the ability to extend the contract by a further 3 years (Pending confirmation of further funding beyond FY 2028/29).   2.    Delegate authority to the Executive Director for Children and Public Health to finalise the terms of the contract and enter into all necessary documentation to facilitate and implement the award of contract.   3.    Delegate authority to the Executive Director for Children and Public Health to award further contracts during the total lifetime of this Framework Agreement.   The Council’s previous HAF Framework has expired, so we have carried out this procurement exercise to replace it. The tender opportunity was advertised through Find a Tender, and the procurement process was conducted electronically via the Council’s electronic Tender Facility Pro-Contract and in accordance with the Procurement Act 2023 via an Open Procedure to establish a Framework Agreement.   The tenders of applicants were evaluated based on the Most Advantageous Tender (MAT) in accordance with the evaluation and scoring methodology. Bidders were required to answer two questions with scaled weightings totalling 100% and both questions included a minimum score threshold of 2.   A Framework is tendered through an Open Procurement, where suppliers    who pass the required assessments are on-boarded (or using the terminology of the report “join”) as Framework suppliers. The Council then uses this Framework (and the suppliers who are on it) to compliantly contract services relating to HAF delivery, as and when required by the Council. We received 11 compliant submissions from interested providers and based   on the scores following the evaluation and moderation of the technical submissions, 10 providers were successful and invited to join the Framework      Agreement. As the Framework is “Open”, the Council is empowered to carry out further procurements to source extra suppliers for the Framework. This will likely occur termly.    The Holiday Activities and Food programme (HAF) is a national programme to support children and young people who are eligible for income related Free School Meals (FSM). Up to 15% of the funding can be used flexibly for professionals to support our most vulnerable families who may not meet the standard eligibility criteria for the Holiday Activities and Food (HAF) programme. These may include Young Carers, Looked After Children, and children referred by Social Care, Child Protection services, or schools. Funded by the Department for Education, the Holiday Activities and Food (HAF) programme has been delivered in Southend-on-Sea since 2022. The programme provides healthy meals, enriching activities and free childcare places to children from low-income families benefiting their health, wellbeing, and learning. Evidence highlights that HAF works best when delivered consistently, in partnership with local organisations, particularly the voluntary and community sector, ensuring inclusive and impactful support. The Holiday Activities and Food (HAF) Programme supports Southend-on-Sea’s Corporate Plan by addressing key priorities through targeted holiday provision for children eligible for free school meals.

Date of Decision: November 19, 2025