Issue details

The Council went out to procure a new HIA service to start April 2023. However, following bidder feedback the procurement process was paused and further work was undertaken to support a competitive process. The existing service continued but the existing provider stated that they could only continue until the end of September 2023.

The new tender for the service went live on week commencing 2 October. However, without an emergency solution, there is going to be a gap in service to meet the legislative responsibilities the Council has regarding Disabled Facilities Grants.

To mitigate this the Council approached the 2 providers who have expressed an interest last year to see if an interim arrangements could be found. One provider responded immediately and have agreed to take on the service in an emergency interim basis for the duration of the period the Council needs before the new procured service goes live. The other provider at the time of writing has not responded to the call out but if they want to take on interim work this can be facilitated.

The arrangement will be as currently delivered through our existing provider:

Undertaking clients’ financial assessments for DFGs

This work is to assess how much a DFG client has to pay towards their adaptation works in advance of a formal DFG being received. It involves the client declaring all their income, savings and investment details on a FDC template form and having this input into the Government’s assessment calculator for an outcome. FDC cannot currently do this work as we neither have the software or the training to accurately record which elements of the financial form are used or disregarded.

This assessment is carried prior to a DFG as it streamlines the service and doesn’t push clients down a route of applying for a DFG only then to be turned down because their contribution is assessed as too high, and no grant would be awarded.

Feasibility requests:

These are technical requests received from the Occupational Therapists (OTs) prior to a formal DFG being released to assess a property to determine if the works recommended for the client are feasible in construction terms. It’s a very important assessment that directs as to whether works can be completed or not and if they can, whether it’s reasonable and practical to do them when costs are then considered. This work and assessment must have high regards to Building and Planning Requirements, CDM Regulations, Party Wall Act and will involve architectural designs and schedules of works being drawn up to determine that works are correct. This work cannot be undertaken by FDC.

Regular DFG applications:

This is routine works to develop an OT referral in a DFG application. This will involve completing all the Grant forms and legal paperwork. Undertaking any necessary site visits prior to works staring. Advising DFG customers on the terms and conditions of any grant award. Obtaining written estimates from qualified professional building contractors and service providers; formal instructions with the client and contractor on starts date, overseeing works on site, assessing any un-foreseen works and arranging estimates for these; completion of works, final site inspection and production of invoices to FDC for payment.

URGENT DFG cases:

As above but with fast tracking to ensure works are carried out as quickly as possible. Typically used for end-of-life cases.

Pathway Project cases.

Used to reduce the OT waiting lists in Fenland by using HIA trusted assessors (TA) or private OTs to assess routine and straightforward cases for DFG assessment instead of using the CCC OTs. This service comes with an additional OT /TA fee which is usually added to the fee determination of a DFG application or can be paid separately through a discretionary grant if the case cannot proceed for whatever reason.

Service Spend over exemption period

Potential spend over the next 6 months until start of new contract is circa £400K for the works resulting in potential fees to agencies of £100K.