Scope
Reference
2026 - 01
Description
The outsourced provision of catering services to the seven schools in the trust - 5 of which are primary's and 2 of which are all through special needs schools
Total value (estimated)
- £4,750,000 excluding VAT
- £5,700,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 13 April 2026 to 13 April 2029
- Possible extension to 11 April 2031
- 4 years, 11 months, 29 days
Description of possible extension:
Based on quality and consistency of performance over the initial term and entirely at the clients discretion
Main procurement category
Services
CPV classifications
- 15894210 - School meals
- 55524000 - School catering services
Contract locations
- UKG - West Midlands (England)
Participation
Legal and financial capacity conditions of participation
Yes
Legal capacity
Tenderers must demonstrate that they:
# are a legally constituted organisation (e.g., company, LLP, registered charity, public body or other lawful entity) and are eligible to contract in the UK;
# have the corporate authority and capability to enter into and perform the contract;
# are not subject to any applicable exclusion grounds and are able to provide the required declarations and evidence through the Standard Selection/Preliminary Questionnaire process; and
# will comply with all applicable UK legislation and regulatory requirements relevant to the delivery of catering services (including food safety, hygiene, and employment law).
Financial and economic standing
Tenderers must demonstrate that they have sufficient financial and economic standing to perform the contract, including:
# submission of the most recent two years’ published accounts (or equivalent evidence where accounts are not available, e.g., management accounts, audited statements, or parent company accounts/guarantee);
# confirmation that the Tenderer is not insolvent, in administration, in liquidation, or subject to any arrangement with creditors, and is not subject to proceedings of the same nature;
# evidence of appropriate financial resilience and capacity to deliver the contract for the full duration (including any extension options); and
# maintenance of the following minimum insurance levels (or a commitment to obtain them prior to contract commencement):
Employers’ Liability: £10,000,000
Public Liability: £10,000,000 (or higher if required by the Authority)
Product Liability: £5,000,000 (or higher if required by the Authority)
Assessment approach
The Authority will assess these conditions on a pass/fail basis using the information and evidence provided. The Authority reserves the right to request clarifications and/or further evidence where necessary.
Technical ability conditions of participation
Bidders must demonstrate they have the technical and professional ability to deliver a school catering service of a comparable nature, scale and complexity:
Relevant experience
Evidence of delivering school catering services (primary and/or secondary schools) under contract within the last three (3) years, with a minimum of two (2) comparable contracts.
Comparable contracts should demonstrate delivery of:
# term-time catering operations,
# compliant food safety/hygiene systems,
# menu planning and nutrition appropriate to a school environment,
# safe staffing and operational management across one or more sites.
References
Provision of a minimum two references from current or recent school clients (or equivalent education settings) confirming satisfactory performance.
Operational capability
Demonstration of sufficient operational resources and management arrangements to deliver the service, including:
# an identified contract management structure,
# trained staff and supervision arrangements,
# business continuity arrangements (including cover for key roles),
# and supply chain capability to provide consistent food quality and service continuity.
Food safety and compliance
Confirmation that the Tenderer operates a documented food safety management system based on HACCP principles and is able to meet the Authority’s statutory and contractual requirements, including allergen management and audit compliance.
Accreditations
The Authority does not require specific ISO accreditations. Tenderers may provide equivalent evidence of quality and safety management arrangements (e.g., third-party audits, internal audit regimes, policies and procedures).
Assessment approach
The Authority will assess these conditions on a pass/fail basis using the evidence provided. Where necessary, the Authority may request clarifications and/or additional supporting evidence.
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
28 January 2026, 12:00pm
Tender submission deadline
4 February 2026, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
19 February 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Commercial (Price & Financial Deliverability) | Tenderers will be evaluated on the competitiveness and financial realism of their proposals via Appendix E (Commercial Workbook). The evaluation will assess price competitiveness and the robustness/... |
Price | 55.00% |
| Technical Quality (Written Response) | Tenderers will be evaluated on the quality of their written Technical submission (Appendix D – Technical Response Narrative Requirement), covering governance and reporting, people and mobilisation,... |
Quality | 40.00% |
| Interview & Presentation | Shortlisted tenderers may be invited to an Interview/Presentation stage, evaluated as part of the Technical score. The session will assess delivery confidence and alignment to the Trust’s... |
Quality | 5.00% |
Other information
Payment terms
Standard
Description of risks to contract performance
No Specific Risks
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Special regime
Light touch
Justification for not publishing a preliminary market engagement notice
Established market, with multiple capable suppliers. The Authority has sufficient insight into models and pricing to proceed straight to tender.
This is a standard managed school catering service with defined scope, performance expectations, mobilisation and evaluation. No material uncertainty is anticipated that would justify market testing.
Contracting authority
Orchard Community Trust
- Public Procurement Organisation Number: PHZW-3175-VNXR
c/o Watermill School
Stoke-on-Trent
ST6 6JZ
United Kingdom
Contact name: Kevin Pickford
Telephone: +447790973906
Email: kevin.pickford@mya-consulting.co.uk
Website: https://www.orchardct.org.uk/
Region: UKG23 - Stoke-on-Trent
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
MYA Consulting Ltd
Summary of their role in this procurement: Managing procurement process on behalf of the academy trust
- Public Procurement Organisation Number: PQTW-8499-HZBD
Innovation House, Highfield Drive
St Leonards
TN38 9UH
United Kingdom
Contact name: Kevin Pickford
Telephone: +447790973906
Email: kevin.pickford@mya-consultanting.co.uk
Website: https://www.mya-consulting.co.uk/
Region: UKJ22 - East Sussex CC