PCD 1488 Extension options to existing VRU programmes

PCD 1488 Extension options to existing VRU programmes  

The Violence Reduction Unit has commissioned multiple programmes since its inception in 2018 and all programmes were commissioned with a maximum contract term of 3 years due to the VRU’s confirmed funding. The VRU recognises the value in having longer term contracts and is seeking DMPC approval to include optional extensions on contracts and grants that are due to be commissioned over the next year. 

The programmes mentioned in this decision have DMPC approval for the original contract term. This decision will enable a progressive contractual commitment to exercise optional extensions. Extensions will not be exercised until the VRU has sought DMPC approval for the additional extension years budget.  

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approve the option to extend the Hospital Based Youth Work contract a further 2 years. PCD 1149 approves the allocation of £1,875,000 for funding years 2023-2025. This decision is seeking approval to include an optional extension for funding years 2025-2027 up to the value of £2,500,000 for the extension period. Noting that extensions will not be exercised until VRU has sought DMPC approval for the additional extension year's budget. 

2. Approve the option to extend the Hospital Based Youth Work Domestic Abuse Service contract a further 2 years. PCD 1149 approves the allocation of £433,000 for funding years 2023-2025.This decision is seeking approval to include optional extensions for funding years 2025-2027 up to the value of £496,000 for the extension period. Noting that extensions will not be exercised until VRU has sought DMPC approval for the additional extension year's budget. 

3. Approve the option to extend the Hospital Based Youth Work Learning Partner contract a further 2 years. PCD 1149 approves the allocation of £300,000 for funding years 2023-2025. This decision is seeking approval to include optional extensions for funding years 2025-2027 up to the value of £200,000 for the extension period. Noting that extensions will not be exercised until VRU has sought DMPC approval for the additional extension year's budget. 

4. Approve the option to extend the Hospital Based Youth Work Evaluation Partner contract a further 2 years. PCD 1149 approves the allocation of £250,000 for funding years 2023-2025. This decision is seeking approval to include optional extensions for funding years 2025-2027 up to the value of £125,000 for the extension period. Noting that extensions will not be exercised until VRU has sought DMPC approval for the additional extension year's budget. 

5. Approve the option to extend the Inclusive Schools Evaluation contract a further 3.5 years. PCD 1078 approves the allocated of £180,000 for the funding years 2023-2025. This decision is seeking an optional extension to the contract for an additional 3.5 years up to the value of £200,000 for the extension period. Noting that extensions will not be exercised until VRU has sought DMPC approval for the additional extension year's budget. 

6. Approve the extension for the Education Matters programme. PCD 1366 approves the allocation of £4,000,000 for delivery of Talk Matters and Difference Matters programmes and a multi-year evaluation for funding years 2023 – 2026. This decision is seeking an extension to the grants to the 7 local authorities where the programmes are being delivered of 4 months, to 31 July 2026. There are no additional costs  

7. Approve the uplift of £250,000 to extend the delivery term by four months for the Inclusive Schools Programme ending 31 January 2026. PCD1078 approves the allocation of £1,800,000 for evaluation and programme delivery. This variation is within the existing VRU budget.   

8. The VRU will commission a 3-year evaluation and learning partner for the Education Matters programme. PCD 1366 approves the allocation of £200,000 for funding years 2023-2026. This decision is seeking an uplift of £100,000 for a further 9 months, to December 2026. This variation is within the existing VRU budget. 

PART I - NON-CONFIDENTIAL FACTS AND ADVICE TO THE DMPC 

1. Introduction and background  

1. The VRU is seeking DMPC approval to include optional extensions in future commissioned programmes.  

2. The VRU recognises the benefits which include a continuity of services, a chance for a more longitudinal study to violence reduction and ultimately service users having the opportunity to receiving longer term intervention as well as better allocation of team resources.  

3. The VRU have previously taken the approach of awarding contracts with the contract term ending no later than VRU's confirmed funding pot. This approach has led to contracts ending where programmes are working well and are providing a great impact to the community. Due to the limitations of the procurement regulations, contracts are not extended or are extended for a few months in order to carry out the commissioning activity and re appoint a new delivery partner. This ultimately negatively impacts service users and organisations who recruit staff for the purpose of delivering the work.  

4. Including optional extension in the following programmes mentioned will give the VRU the opportunity to take learning from the current provision, reflect and make future decisions on redesigning or extending the existing provision (if its working well). There is greater value for money when exercising optional extensions, financial savings can be achieved due to avoiding mobilisation/ set up costs for new contracts as well as more competitive bids when going out to tender.  

5. The VRU’s approach is early intervention and prevention at all stages, by providing a seamless continuation of service we are creating the conditions for long-term engagement which can lead to more tangible outcomes in the longer term.  

2. Issues for consideration  

1. The programmes we wish to include optional extensions for are: 

1. The hospital-based youth work programme sees clinically embedded youth workers engage with young people who have been impacted by violence or exploitation who present at Major Trauma Centres (MTCs) and Accident and Emergency (A&E). Optional extensions will be in the following programmes 

1. Hospital Based Youth Work-  PCD 1149 approves the allocation of £6,000,000 for funding years 2022-2025. Following the direct awards to three providers across 7 hospital sites and contract extensions for continued service as approved in PCD 1329.  £1,875,000 is allocated for the commission of HBYW across 5 sites within 4 Lots. The decision is seeking to include an optional 2 year (2025- 2027 )extensions across all 5  sites for the value of 2.5m.  The extension will avoid the financial impact of TUPE Transfers which is applicable to this contract as well as the disruption to the service if the optional extension is utilised.  It will ensure that long term relationships between the hospitals and delivery partner are maintained and in return a more efficient service is achieved. 

1. Included within the Hospital Based Youth Work £6m allocation in PCD1149 is the Youth domestic Abuse Service within the London Major Trauma Centres. A total budget of £433,000 is allocated for funding years 2023-2025. The decision is seeking to include an optional 2-year extension to this programme to the value of £496,000 

2. Hospital Based Youth Work Learning Partner and Evaluation Partner-  PCD 1149 approves the allocation of £300,000 and £250,000 for both services respectively for funding years 2023-2025. This decision is seeking to include an optional 2 year extension (2025-2027), this will ensure that both the evaluation and learning partner contracts continues if we do exercise the optional extensions for the programme. Interim and mid-term reports would always be requested in such instances. The learning partner budget for the optional 2 years is £200,000. The evaluation partner budget for the optional 2 years is £125,000 

3. The  VRU  is  investing in Inclusive  and  Nurturing  Schools,  a  three-year programme  of  interventions  for  schools  which  supports  the  whole  school community to become more inclusive, nurturing and safe. Optional extensions will be included in the following programme: 

1. Inclusive Schools Evaluation- PCD 1078 approves the allocated of £180,000 for the funding years 2023-2025. This decision is seeking an optional extension  to the contract for an additional 3.5 years. This is in order to carry out longitudinal studies on the service users. The VRU is able to better evidence the impact the intervention has had on exclusions by carrying out further monitoring beyond the programme. 

4. Inclusive Schools Programme- PCD1078 approves the allocation of £1,800,000 for evaluation and programme delivery. A contract was awarded to Tender Education and Arts for £1,619,634 following a competitive tender. Due to a protracted contracting phase, the start of delivery in schools was delayed by one school term. This decision seeks to increase the value of the contract by an additional £250,000 to extend the delivery term by four months, ending 31st January 2026. 

2. The  VRU  has  devised  a Primary schools’ flagship programme called ‘Education Matters’ which encompasses 2 strands of activity: Talk  Matters,  and  Difference  Matters. Both strands of Education Matters align with many of the VRU’s objectives. This includes but is not limited to improving wellbeing, increasing engagement and achievement in education, supporting stronger families, improving understanding of different needs, improving inclusive practice, and giving young people every chance to succeed.T his decision is seeking to allocate funding to the programme which is being commissioned: 

1. Education Matters – PCD 1366 approves the allocation of £4,000,000 for delivery of Talk Matters and Difference Matters programmes and a multi-year evaluation for funding years 2023 – 2026. This decision is seeking an extension to the grants to the 7 local authorities where the programmes are being delivered of 4 months, to 31 July 2026. The 4 month extension will be at no additional cost  

2. The VRU will commission a 3 year evaluation and learning partner. PCD 1366 approves the allocation of £200,000 for funding years 2023-2026. This decision is seeking an uplift of £100,000 for a further 9 months, to December 2026. This is to allow for 3 full academic years of delivery and impact measuring after additional scoping with boroughs and speech and language experts required to finalise the specification, and therefore delayed commissioning of both elements.  

2.3 Once the VRU has confirmed funding and  is ready to utilise the optional extensions to the programmes mentioned in paragraph 1.4-1.5 the VRU will seek DMPC approval before the funding is allocated. 

3. Financial Comments  

1. The total value for these programme extensions is £3.521m across 2026/27 and 2027/28. A separate DMPC decision will be required for recommendations 1.1 to 1.5 to confirm the budget for these extensions. In the event that a suitable funding stream could not be identified then the contracts would not be extended   

2. The table below lists out the projects and value of the optional extensions: 

3. Recommendations 1.6 to 1.8 are variations in profiling within existing VRU budgets 

4. Legal Comments  

1. Paragraph 4.13 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has delegated authority to approve all requests to go out to tender for contracts of £500,000 or above.  

2. Section 8.1 of the Contract Regulations state that Officers must calculate the Total Value. The Total Value is defined as “where the Contract is for a fixed period, by taking the total price to be paid or which might be paid during the whole of 

the period”.  

3. Prior to this decision the total price has always been calculated based on the term of VRU’s confirmed funding. E.g. if the VRU has confirmed funding up to 2025 then the costs are calculated up to that funding year. This decision is seeking approval to include extension periods beyond the confirmed funding pot. All optional extensions will be exercised only after the following steps have been followed: 

• DMPC approval to allocate funding to the programme once funding has been confirmed  

• The Contract may only be varied or amended with the written agreement of both Parties. The details of any variations or amendments shall be set out in such form as MOPAC may dictate and shall not be binding upon the Parties unless completed in accordance with such form of variation. 

4. Officers can confirm that the DMPC has the legal authority to agree this decision in Accordance with the legal framework.   

5. Commercial Issues  

1. Section 6.(1) of the Public Contract Regulatons 2015 states: 

• “The calculation of the estimated value of a procurement shall be based on the total amount payable, net of VAT, as estimated by the contracting authority, including any form of option and any renewals of the contracts as explicitly set out in the procurement documents.” 

2. This report is seeking approval to include total costs including any future extensions in the tender documentation in order to avoid any unforeseeable extensions to contracts and to mitigate the risk for non compliance with the procurement regulations  

6. Public Health Approach  

The Public Health approach mentioned in the original decisions mentioned in paragraph 2.1 still applies  

7. GDPR and Data Privacy 

1. MOPAC will adhere to the Data Protection Act (DPA) 2018 and ensure that any organisations who are commissioned to do work with or on behalf of MOPAC are fully compliant with the policy and understand their GDPR responsibilities.   

8. Equality Comments  

1. The Public Health approach mentioned in the original decisions mentioned in paragraph 2.1 still applies  

9. Background/supporting papers 

N/A