Purpose

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.

Content

Agreed to deliver an interim
HIA service with up to 2 providers whilst the Council procures a
new HIA service to commence by April 2024.