URL: https://cms.wiltshire.gov.uk/ieDecisionDetails.aspx?ID=2375

Decision Maker: Director - Leisure, Culture & Communities

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose:

Content: To approve and sign an extension of the contract with The Occasional Kitchen to supply food during Summer 2026 FUEL camps (Wiltshire’s Holiday Activity and Food Programme). The council had a contract with the abovenamed providers for the supply of food in relation to the council’s FUEL programme, a Department for Education funded programme, which expired following the end of the Winter 2024 provision.   Funding for the 2025 programme was confirmed by the Department for Education on 20th January 2025, but the exact sum was not confirmed. Consequently, the timescales required to tender the service would not enable a service at Easter 2025.   The process for setting up a Dynamic Purchase System (DPS) to award activity provisions on a regular basis following confirmation of funding was underway in January 2025. This is an extensive procedure that utilises resource from the Development Team, the Procurement Team and the Legal team. The timescales for tendering activity provision did not enable a service at Easter 2025.   Contracts for activities at Easter 2025 were awarded based on exemptions. (Exemption 1332, as approved on 4th February 2025).   The contract for the food supplier was awarded on an exemption for a one-year contract, extendable by three years, dependent on funding. This allowed the contract to align to the lifetime of the DPS. (Exemption 1333, as approved on 4th February 2025)   The initial one-year contract with the food supplier expired on 19th March 2025.   The Department for Education confirmed a three-year funding agreement in December 2025. This funding is ringfenced and will fund the Holiday Activity and Food Programme to the end of the financial year 28/29.   The 2026 programme was scheduled to commence on 30 March 2026.   The food supplier notified the council that there were potential changes within the organisation for 2026. They offered assurance that they could fulfil the requirements of the Easter delivery window.   The contract for the food supplier was extended to cover the Easter school holiday and reviewed after that delivery window.   Following the review after Easter, requirements for the Summer programme were discussed with the food supplier and assurance given that they could be met.   The contract for the food supplier will be extended to cover the Summer school holiday period and will be reviewed again after that delivery window.   I confirm that in making this decision I have considered the following in line with Wiltshire Council’s Constitution:   Key decision requirements Not applicable. Views of relevant cabinet member(s), committee chairman, area board(s) Not applicable Consultation with cabinet member(s), the Leader and Scrutiny (for Executive decisions taken under Emergency Powers)  Not Applicable Consultation with the Chief Executive OR Corporate Director where appropriate No Consultation with local members (as appropriate) Not applicable. Consideration of the area boards and delegated decision checklist for officers on the issue of when and how to involve local councillors and area boards in decisions about local services Not applicable. Implication of any council policy, initiative, strategy or procedure The council has offered the HAF programme (FUEL) since 2021, in support of business objectives; tackling health inequalities and enabling the best start in life for eligible children. Consultation in accordance with requirements and expectations of consultation with the public Not applicable. Range of options available Yes. Please see “Other options considered” Staffing, financial and legal implications Yes Evidence of due regard having been given to the Public Sector Equality Duty. Not applicable. Risk assessment Not offering this programme would increase the vulnerabilities of families on lower incomes, and result in reputational damage to the council. The Council will not be able to deliver against the requirements of funding for the Department for Education Involvement of statutory officers and/or directors Not applicable. Regional or national guidance from other bodies Department for Education guidance Holiday activities and food programme 2026 to 2027 - GOV.UK The council’s constitution Part 10, Contract Rules Contract is suitable for execution under the e-signature process Yes.   Other options considered Reason for rejection To procure services through a tender process The timelines for this process do not allow sufficient time to deliver a service at Summer 2026. The initial one-year contract enables one-year extensions for up to three years. Cease the service We would not be able to fulfil the requirements of our funding agreement to ensure high quality food provision. Funds would need to be returned to the DfE. Not offering this programme would increase the vulnerabilities of families on lower incomes, and result in reputational damage to the council.  

Date of Decision: June 26, 2026