Agenda Item No


The Vale of Glamorgan Council


Cabinet Meeting: 30 June, 2014


Report of the Cabinet Member for Housing, Building Maintenance and Community Safety


Disabled Facilities Adaptations Framework


Purpose of the Report

1.         To agree delegation to officers to enable the setting up of a Disabled Facilities Adaptations Framework agreement.


1.         That the Director of Development Services in consultation with the Cabinet Member for Housing, Building Maintenance and Community Safety and the Head of Legal Services be authorised to agree the terms of the Disabled Facilities Adaptations Framework Agreement.

2.         That the Director of Development Services in consultation with the Cabinet Member for Housing, Building Maintenance and Community Safety and the Head of Legal Services be authorised to enable the setting of a Disabled Facilities Adaptations Framework Agreement with up to 6 contractors.

Reasons for the Recommendations

1.         To enable the Council to agree the terms of a framework arrangement to deliver adaptation works.

2.         To enable the Council to efficiently enter into a framework arrangement with up to 6 contractors to deliver adaptation works in grant applicants homes.



2.         On the 15th July 2013, Cabinet noted a report on the Disabled Facilities Grants Delivery Improvement (ML No 1415).  This report stated the DFG team were researching alternative approaches for the procurement of builders to undertake the adaptation works funded by Disabled Facilities Grants in order to reduce the delivery time of Disabled Facilities Grants.

3.         Through the introduction of the Adaptation Framework, it is anticipated the time to deliver a Disabled Facilities Grant will reduce as a direct result of removing the need to tender each individual property's grant work.  Key Performance Indicators in the Framework Agreement will also provide a mechanism to influence the time builders take to start and complete works.

Relevant Issues and Options

4.         It is proposed is to set up a framework of building contractors to carry out works for private householders who are applicants for a grant to provide disabled adaptations works to their home.

5.         There will be six contractors within the Framework that will operate for an initial period of two years with an option to extend up to a further 24 months

6.         The restricted tender process to award the Framework contractor is ongoing. The tender was offered through the 'etenderwales' website with a submission date of the 2nd May 2014. Twenty Nine tenders were received, and eleven were shortlisted and invited to interview on 4th and 5th June 2014.

7.         The tenders have been evaluated on 100% quality, as costs are predetermined by the pre-priced schedule of rates.

8.         The reasonableness of the rates have been determined by an external quantity surveying company who reviewed all the rates against tenders received by the DFG service over the last 6 months to further ensure they were competitive.

9.         The successful contractors will be monitored through a set of Key Performance Indicators that will be included into the DFG performance quarterly report presented to Cabinet.

10.      The framework contract will establish a contractual relationship between the Council and each of the six Contractors.  Each grant applicant will enter into individual contracts under the Framework to enable the adaptation work to be carried out.  The grant applicant will choose the framework contractor and will employ them directly. The Council will be employed by the grant applicant as the Contract Administrator.

11.      To enable the Council to enter into this Framework arrangement, officer delegation is sought for the Director of Development Services, in consultation with the Cabinet Member for Housing, Building Maintenance and Community Safety and the Head of Legal Services. Delegated authority is also sought to enter into a Disabled Facilities Adaptations Framework agreement with the six successful contractors detailed in the final tender report.

Resource Implications (Financial and Employment)

12.      There is an allocated Capital Budget for the approval and payment of Disabled Facilities Grants.

13.      There are no revenue implications from this report.

Sustainability and Climate Change Implications

14.      Key Performance Indicator of the framework will include

·               Percentage of local subcontractors employed

·               Percentage of local labour employed

·               Number of Apprenticeships or trainee hours provide

·               Corporate Social responsibility

·               Percentage of waste recycled through the framework.

Legal Implications (to Include Human Rights Implications)

15.      It will be necessary for an agreed form of framework to be executed by the Contractor and the Council.

Crime and Disorder Implications

16.      There are no crime and disorder implications from this report.

Equal Opportunities Implications (to include Welsh Language issues)

17.      There are no equal opportunities implications from this report.

Corporate/Service Objectives

18.      Corporate Outcome - Vale of Glamorgan residents have access to affordable, good quality, suitable housing and housing advice and support.

19.      Development Services Outcome 1 - Residents of the Vale feel safe in their communities, are healthy and have a good quality of life.

20.      Development Services Objective 1 - To improve the health and wellbeing of the residents and visitors by delivering a range of targeted and accessible services

Policy Framework and Budget

21.      This report is for executive decision

Consultation (including Ward Member Consultation)

22.      This report is not ward specific and as a result, member consultation has not been undertaken

Relevant Scrutiny Committee

23.      Social Care and Health

24.      Housing and Public Protection

25.      Corporate Resources

Background Papers

Cabinet Report 15th July 2013 - Disabled Facilities Grants Delivery Improvements (ML No C1415)


Contact Officer

Elen Probert, Principal Housing and Pollution Officer 01446 709833


Officers Consulted

Legal Services - Mike Walsh, Principal Lawyer

Financial Services - Carolyn Michael, Operational Manager Accountancy


Responsible Officer:

Rob Thomas - Director of Development Services