Scope
Reference
UY PROC 1203
Description
The University of York wishes to establish a contract for the provision of a fully integrated catering purchasing service (including a products management system).
The University has over 10 restaurants and cafés across out campuses that serve a range of food and drink options to staff, students and the general public (https://www.york.ac.uk/eat-drink-shop/eat-drink/outlets/), there are also outlets servicing student accommodation. Most of these outlets are on the two main campuses at Heslington with two off-campus locations at Fairfax House and in the city centre at the Guildhall York.
The main aim is for a user-friendly, forward-looking solution which can adapt to developing technologies and maximise the value of catering purchasing management to the University. This will support a diverse range of business needs and provide a flexible approach to meet our increasing and variable demand. The University wishes to adopt and maintain a collaborative approach with the Supplier where operational requirements can contribute to future developments to ensure that value is continually delivered.
The Supplier to provide a catering purchasing service (including a products management system) which maximises value for money whilst delivering an integrated, customer-focused service.
The annual procurement spend is in the region of up to £2.5M.
A catering purchasing service is required that covers all stages of the procurement process from defining business needs and developing specifications through to contract and supplier relationship management.
The service will cover the above contracting activity and management of suppliers including annual price reviews and adherence to public procurement regulation and University financial regulations.
A catering and stock management system is to be provided which includes menu and recipe management, inventory and procurement and financial administration including summary billing.
The system should be easy to use and enable online ordering with up-to-date pricing and invoice management to provide a fully integrated solution.
Full details can be obtained by registering with the University's tender portal and following the bidding instructions to access the invitation to tender (ITT) documents - see Submission address and any special instructions
Total value (estimated)
- £20,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 August 2029
- Possible extension to 31 August 2034
- 8 years
Description of possible extension:
3 year initial term + 3 year + 2 year optional extensions
Main procurement category
Services
CPV classifications
- 48100000 - Industry specific software package
- 79400000 - Business and management consultancy and related services
Contract locations
- UKE21 - York
Submission
Tender submission deadline
23 March 2026, 12:00pm
Submission address and any special instructions
The University will use their eTendering system in this procurement exercise. Prospective suppliers should first register on the In-Tend system at https://in-tendhost.co.uk/york/. You will then need to login using the email address and password you have chosen and click on 'Current Tenders'. You will then be able to express an interest in the tender opportunity and immediately view and download the tender documentation. All bids must be submitted via In-Tend, using the same link.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
22 May 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical | Quality | 85% |
| Commercial | Cost | 15% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
University of York
- UK Register of Learning Providers (UKPRN number): 10007167
- Public Procurement Organisation Number: PRDQ-5539-WTHX
Heslington
York
YO10 5DD
United Kingdom
Email: procurement@york.ac.uk
Website: http://www.york.ac.uk
Region: UKE21 - York
Organisation type: Public authority - sub-central government