Scope
Reference
C4243
Description
Cheshire East Council is seeking to commission a number of providers to deliver face to face school holiday activities for young people in Cheshire East. The holiday activities and food (HAF) programme is a 'Department for Education' initiative enabling local authorities to coordinate a programme that provides school age young people between the ages of 4 - 16, and up to age 18 for eligible SEND young people, healthy food and enriching activities during the summer and winter holidays. There is potential for delivery periods during the October 2025 and February 2026 half term holidays, but these are subject to DfE approval and funding availability.
Service vision:
We currently have an operational service across Cheshire East, which we have the desire to extend and enhance. To improve the existing service, we will focus on the following priorities:
1. SEND
2. Teen
3. New geographical coverage
4. New activity types
Tenders will be accepted under two LOTS -
LOT 1 is for providers who are offering general HAF provision.
LOT 2 is restricted to applications for specialist provision e.g., SEND, teen.
The Cheshire East Holiday Activities and Food Programme provision currently falls within the following broad categories of activity offer and operate in the following general locations.
Current activities and locations:
> General sports camps LOT 1
Crewe, Macclesfield, Congleton, Sandbach, Nantwich, Middlewich, Holmes Chapel
> Generic holiday camps LOT 1
Crewe, Macclesfield, Congleton, Scholar Green, Wilmslow
> Creative holiday camps LOT 1
Sandbach
> Farm based holiday camps LOT 1 & LOT 2
Haslington
>Teen provision (LOT 2) - sports based & day out event activities
Crewe, Macclesfield, Congleton, Nantwich, Holmes Chapel
> SEND (LOT 2)
Crewe, Wrenbury and day-out based provision across Cheshire East
The Cheshire East Holiday Activities and Food Programme would like to expand their current offer and introduce new proposed activity provision - the programme would welcome tenders that offer a focus on, but not limited to the following -
> Art and craft
> Dance and movement
> Drama
> Science, technology, engineering and mathematics (STEM)
> Languages
> Specialist sports
> Animal and nature-based holiday camps
Total value (estimated)
- £346,000 excluding VAT
- £415,200 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 July 2025 to 31 March 2026
- 9 months
Main procurement category
Services
CPV classifications
- 55243000 - Children's holiday-camp services
- 55523100 - School-meal services
- 85312000 - Social work services without accommodation
Contract locations
- UKD62 - Cheshire East
Lot 1. General HAF provision
Description
We want to ensure that the young people who participate in this programme receive the following:
• a safe environment
• nutritious meals (improving their knowledge of health and nutrition)
• engaging, enriching and physical activities which support the development of resilience, health and wellbeing
• fun and friendly interaction
• encouragement and signposting towards additional services and support available to them
• a chance to develop new skills
• have new experiences
LOT 1 provisions providers are expected to deliver the entirety of their programme in line with grant conditions. This includes exciting, enriching and physical activities for young people, which are expected to be face-to-face. Provisions need to be inclusive and meet additional needs where appropriate within the scope of their funding/expertise. Providers are also expected to provide nutritional education and food education in addition to supporting families with appropriate sign posting to other services and or making referrals where appropriate.
Providers must supply young people with at least one meal a day (breakfast, lunch or tea) and all food provided at the holiday club (including snacks) must meet school food standards.
LOT 1 funding has a maximum funding cost of £21.00 per session per child
Lot value (estimated)
- £200,000 excluding VAT
- £240,000 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Specialist HAF provision
Description
We want to ensure that the young people who participate in this programme receive the following:
• a safe environment
• nutritious meals (improving their knowledge of health and nutrition)
• engaging, enriching and physical activities which support the development of resilience, health and wellbeing
• fun and friendly interaction
• encouragement and signposting towards additional services and support available to them
• a chance to develop new skills
• have new experiences
LOT 2 provisions providers are expected to deliver the entirety of their programme in line with grant conditions. This includes exciting, enriching and physical activities for young people, which are expected to be face-to-face. Provisions need to be inclusive and meet additional needs where appropriate within the scope of their funding/expertise. Providers are also expected to provide nutritional education and food education in addition to supporting families with appropriate sign posting to other services and or making referrals where appropriate.
Providers must supply young people with at least one meal a day (breakfast, lunch or tea) and all food provided at the holiday club (including snacks) must meet school food standards.
LOT 2 is restricted to applications for specialist provision e.g., SEND, teen.
LOT 2 provides access to higher individual session costings to reflect the additional costing/provision that may be needed to support these groups of young people.
LOT 2 provision can exceed £21.00 per session per child but costs must be justified.
Lot value (estimated)
- £146,000 excluding VAT
- £175,200 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Participation
This procurement is reserved for
UK suppliers
Conditions of participation
Lot 1. General HAF provision
Lot 2. Specialist HAF provision
Please refer to Procurement Documents (RFQ Response Document) by expressing an interest in Project ID DN771716 at https://www.the-chest.org.uk/
Particular suitability
Lot 1. General HAF provision
Lot 2. Specialist HAF provision
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
19 May 2025, 4:00pm
Tender submission deadline
23 May 2025, 4:00pm
Submission address and any special instructions
Unrestricted access to this opportunity is available via the Chest North West Portal, register for free at https://www.the-chest.org.uk/ and express an interest in project ID DN771716
Tenders may be submitted electronically
Yes
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Qualitative Questions | Written responses |
Quality | 100% |
Procedure
Procedure type
Below threshold - open competition
Special regime
Light touch
Contracting authority
Cheshire East Council
- Public Procurement Organisation Number: PTWR-7124-XZXQ
Delamere House, Delamere Street
Crewe
CW12JZ
United Kingdom
Region: UKD62 - Cheshire East
Organisation type: Public authority - sub-central government