Decision details

To approve the contract awards for activity provision for the Holiday Activity and Food programme (FUEL) for 2025

The Department for Education has provided funding for a Holiday Activity and Food Programme (HAF) since 2021, with guaranteed funding until 31 March 2025. This involves the provision of free holiday provision including healthy food and enriching activities over six weeks a year – one week each at Easter and Christmas and four weeks over the summer holidays.

Funding for the 2025 programme was confirmed by the Department for Education on 20th January 2025 but the exact sum was not confirmed.

The council had agreements in place with twenty-one activity providers to cover Summer and Winter 2024 that were granted following approval of an exemption in April 2024.

In accordance with the exemption panel instructions in April 2024, preparations were made to set up a Dynamic Purchase System (DPS) to award activity provisions on a regular basis following confirmation of the exact funding. This is an extensive procedure that utilises resource from the Development Team, the Procurement Team and the Legal team.

The timelines required to accept grant funding and tender the service through the DPS would not have enabled a service at Easter. Contracts for activities were therefore varied or awarded based on exemptions for the Easter provision (Exemption 1332, as approved on 4th February 2025).

Contracts for the food supplier and the nutritional education supplier were awarded on an exemption for a one-year contract, extendable by three years, dependent on funding. This allows the contract to align to the lifetime of the activity provider DPS and specification (Exemption 1333, as approved on 4February 2025).

The activity service for Summer 2025 onwards has been procured through the DPS.

Contracts have been awarded to the following providers in areas of high need (Calne, Devizes, Royal Wootton Bassett, Warminster, Chippenham, Salisbury, Melksham, Trowbridge) for Summer and Winter to ensure continuity to the end of the year.

• ElevationX Ltd
• PH ActiveEd Ltd
• Magna Learning Partnership

Contracts for Summer 2025 have been awarded for:
• Activate
• Buzz Action Foundation
• ActiveMe360
• Dayla Equine Assisted Learning
• Draycott Sports Camps
• IG Sports Coaching
• Koala Klubs
• Next Thing Education
• Revolution Performing Arts
• Sam Ivin Photography
• Seeds4Success
• The Bridge Alternative Provision
• UK S Futures
• Wiltshire Creative
• Wylye Coyotes After School and Holiday Club
• Wiltshire Outdoor Learning Team
• The Pound Arts Trust
• The Rise Trust
• West Wilts Gymnastics

I confirm that in making this decision I have considered the following in line with Wiltshire Council’s Constitution:

Key decision requirements: NA

Views of relevant cabinet member(s), committee chairman, area board(s): Yes

Consultation with cabinet member(s), the Leader and Scrutiny (for Executive decisions taken under Emergency Powers): Yes

Consultation in accordance with the council’s consultation guidance and the views emanating from that process: NA

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.

Staffing, financial and legal implications: Yes

The assessment of any associated risks in accordance with the Council’s risk management strategy: 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 appropriate statutory officers and/or corporate directors and directors: NA

Regional or national guidance from other bodies where relevant: The Department for Education provides guidance on the aims of the programme, the core offer and any signposting and safeguarding issues:
DfE Guidance - Holiday Activities and Food Programme 2025

The council’s constitution, including the Procurement and Contract Rules (Part 10) and the Financial Regulations and Procedure Rules (Part 9), all relevant guidance, legislation, codes of practice, and protocols: Yes, Part 10, Contract Rules

Cease the service - All funding would have 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.