Scope
Reference
EBMAT01.48
Description
The Trust is seeking an outsourced Catering Service to provide a high-quality service and school meal, whilst delivering value for money for the school, parents and pupils using the Services. The tender is for primary and secondary schools however further schools may join the contract as the Trust grows.
Total value (estimated)
- £3,500,000 excluding VAT
- £4,200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 August 2029
- Possible extension to 31 August 2031
- 5 years
Description of possible extension:
Two further 1 year extensions (3+1+1)
Options
The right to additional purchases while the contract is valid.
To include schools who join the Trust and associated services
Main procurement category
Services
Additional procurement category
Goods
CPV classifications
- 55524000 - School catering services
- 55520000 - Catering services
Contract locations
- UKF - East Midlands (England)
Participation
Legal and financial capacity conditions of participation
A financial appraisal will be based upon a credit check. Insurances Employer Liability £10m Public Liability - £10m Product Liability - £2m
Technical ability conditions of participation
Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract. My Checklist The checklist is here to help you finalize the notice. Click the Validate-button below to generate your checklist. Validate Europe/London
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
2 April 2026, 12:00pm
Tender submission deadline
2 April 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)
7 May 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 January 2031
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Guaranteed Position Assessment | Cost | 30.0% |
| Proposed Service Model | Quality | 12.5% |
| Menu Planning & Development | Quality | 10.0% |
| Guaranteed | Cost | 10.0% |
| Food Offering | Quality | 7.5% |
| Allergy Management | Quality | 7.5% |
| Service Model Case Study | Quality | 5.0% |
| Contractor Staff | Quality | 5.0% |
| Contract Management | Quality | 5.0% |
| Account Management | Quality | 2.5% |
| Contract Mobilisation & Risk Management | Quality | 2.5% |
| Sustainability | Quality | 2.5% |
Other information
Payment terms
One invoice per month Invoicing for UIFSM & FSM based on actual meals taken, broken down by school
Description of risks to contract performance
Financial Inflation and Rising Costs: Food price inflation, energy bills, and wage increases. Caterers locked into long-term contracts may struggle to remain profitable, risking service quality or contract withdrawal. Staffing Challenges Recruitment Difficulties: Shortages of skilled catering staff, especially in rural or low-income areas. Difficulty attracting and retaining staff due to limited pay and benefits. Training Gaps: Inadequate training in food safety, allergens, and safeguarding can lead to compliance issues. Reputational and Compliance Risks Non-compliance with School Food Standards can result in reputational damage and regulatory scrutiny. Non-compliance with the tender specification or compliance requirement
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
The requirements are not complex, or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known.
Contracting authority
Embark Federation
- Public Procurement Organisation Number: PYLY-4964-TXGH
University of Derby Kedleston Road
Derby
DE22 1GB
United Kingdom
Contact name: Richard Mansfield
Region: UKF11 - Derby
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.
PHP Law LLP
Summary of their role in this procurement: Procurement Consultant
- Public Procurement Organisation Number: PPRM-9434-VNYQ
Unit 3 The Brutus Centre Station Road Totnes
Totnes
TQ9 5RW
United Kingdom
Contact name: Claire Jones
Email: claire.jones@phplaw.co.uk
Region: UKK43 - Devon CC