Section one: Contracting entity
one.1) Name and addresses
XC TRAINS LIMITED
Admiral Way
SUNDERLAND
SR33XP
Contact
Hardeep Virdi
ambientmealstender.admin@crosscountrytrains.co.uk
Country
United Kingdom
Region code
UKC23 - Sunderland
Companies House
04402048
Internet address(es)
Main address
https://www.crosscountrytrains.co.uk
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.crosscountrytrains.co.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
one.6) Main activity
Railway services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Supply of Ambient Meal solutions for First-Class offering
two.1.2) Main CPV code
- 15894200 - Prepared meals
two.1.3) Type of contract
Supplies
two.1.4) Short description
The requirement is for the supply of a range of ambient ready meal /snack products in accordance with requirements and standards which will be set out in the tender documentation.
This will include the provision of packaging (which must list all mandatory food information), the packaging will be required for serving first-class customers on-board our train services, requirements are to be detailed in the tender documentation.
If the contract is extended the product offering will be reviewed to reflect market trends and customer needs.
two.1.5) Estimated total value
Value excluding VAT: £18,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 15894200 - Prepared meals
two.2.3) Place of performance
NUTS codes
- UKC - North East (England)
- UKD - North West (England)
- UKG - West Midlands (England)
- UKK - South West (England)
- UKM - Scotland
Main site or place of performance
XC Trains are situated at the following locations
Birmingham, Bournemouth, Bristol, Cambridge, Derby, Edinburgh, Leeds, Leicester, Manchester, Newcastle, Plymouth, Reading.
two.2.4) Description of the procurement
XC Trains Limited (XC) will be conducting a competitive tender under the Utilities Contracts Regulations 2016 for the supply of Ambient Ready Meal/Snack solutions for our First-Class offering on-board CrossCountry trains.
The Supplier shall be responsible for the supply of a range of ambient ready meal/snack products to XC, including the supply of any bespoke meal requirements. This will be done in accordance with requirements and standards which will be set out in the tender documentation. XC are looking for a supplier of both ambient main meal and starter/or tapas snack solutions.
• An ambient snack in the style of a starter/tapas - the snack should not require refrigeration or heating before serving, with a minimum shelf life of 2 months or higher (once delivered to XC locations). Storage at ambient temperature in a self-contained packaging is required per each snack.
• An ambient meal in the style of a main course option. This type of meal will need to be microwaveable in the on-board commercial microwave, allowing for convenient delivery to our on-board customers. It should require minimal preparation (no decanting of products) and storage at ambient temperature in a self-contained packaging for each meal that can also be used to serve/present to First-Class customers. The shelf life should be a minimum of 2 months ambiently stored (once received at XC locations).
• A vegetarian option which is also suitable for vegan dietary requirements will be required for both meal solutions. This must also be ambiently stored in a self-contained packaging for each snack/meal with a minimum shelf life of 2 months or higher (once received at XC locations). It should require minimal preparation (no decanting of products).
• The Supplier shall also be responsible for the provision of all food packaging (with the capability to provide customised packaging) for both meal solutions. We will require the supplier to provide sustainable catering consumables for both meal solutions e.g. sustainable cutlery, printed napkins, recyclable items.
All food, food packaging (with all the mandatory food information) and food contact materials must comply with all relevant UK food laws.
Throughout the lifecycle of the agreement there may be a requirement to review the product specifications to allow the opportunity to include emerging market trends and customer needs in an updated meal range offering. Specific meal solutions for seasonal menu changes will be required (Spring/Summer and Autumn/Winter).
The Customer will have delivery requirements to a minimum of 5 UK-based railway station locations, as follows: Birmingham New Street, Bristol Temple Meads, Edinburgh Waverley, Plymouth, Reading, Bristol. These locations will receive, store and handle food items.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £18,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Maximum number: 4
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated procedure with prior call for competition
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
19 March 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
XC trains LTD
18 The Priory Queensway
BIRMINGHAM
B4 6BS
Country
United Kingdom