Scope
Reference
ACE01.62
Description
The proposed contract will be for a provision of food supply to support the delivery of school catering services in accordance with the service specification and the associated tender documents. The Trust is seeking Contractors to provide locally and responsibly sourced, fresh, high-quality ingredients and food stuffs, suitable for the production of healthy meals for the school catering teams. Contractors shall deliver a service that is value for money together with a streamlined service, demonstrating clear lines of communication to ensure contract requirements are met. The Contractor must be able to provide products that comply with the Government Buying Standards as a minimum. The standards cover: a. Sustainability. b. animal welfare. c. ethical trading. d. environmental standards and nutritional standards. These standards shall apply in respect of all products supplied and activities carried out under the Contract. It is of the upmost importance that Contractors can demonstrate a proven background and experience in providing food supply services to educational establishments and in the food industry supply chain. Contractors will also be required to offer advice and guidance to the school catering teams in such areas as food item substitutes, regional/local seasonal produce etc. and offer support where requested. Contractors shall actively encourage the consumption and promotion of healthy meals by providing nutritious, balanced, and appealing food options. This can be in the form of incorporating educational initiatives to engage students and staff in healthy eating practices. The contract start date will 1st September 2025 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). The food supply service is to be delivered at the following Trust schools, under the following Lot Structure: a. Lot 1 - Fresh Meats b. Lot 2 - Frozen, Dry, Ambient and Dairy c. Lot 3 - Fresh Fruit and Vegetables The Contractor is required to be able to supply and deliver the list of food items for the Lot they are bidding for, which is listed in Appendix A. Sub-contracting must be kept to a minimum. The food supply must comprise of high-quality ingredients that will suitably contribute to the production of healthy meals for pupils and staff which will encompass the following, where relevant to the Lot you are bidding for: a. High quality meat content - low fat content is of paramount importance to the Trust (93% meat, beef burgers as 100% meat. With the sausages, high meat content). b. Smaller meat pack sizes for some schools due to pupil numbers c. Must offer the gluten free versions d. Fruit/veg - good quality and pre prepared veg e. Good selection, jacket, new, peeled and prepared potatoes and competitive price. f. Don't use many exotic fruits. g. Marine Stewardship Council (MSC) fish h. Egg Contractor, free range, boxed dated, with use by date, UK standard, come with storage instructions. 17. The Contractor must have the appropriate controls, processes and procedures in place to manage allergies in the delivery of this service to the Trust. Sites: Ashill Community Primary School Baltonsborough Primary School Berry Pomeroy Parochial CofE Primary School Brixham Church of England Primary School Buckland St Mary Church of England Primary School Castle Cary Community Primary School Collaton St Mary Church of England Primary School Galmpton Church of England Primary School Hatch Beauchamp Church of England Primary School Holy Trinity Church of England Primary School Milborne Port Primary School Newtown Primary School Shaldon Primary School St Gabriel's CofE Primary School Stoberry Park Primary School Stockland Church of England Primary Academy Torre Church of England Academy Totnes St John's Church of England Primary School Trinity CofE Primary and Nursery School Winsham Primary School
Total value (estimated)
- £2,020,000 excluding VAT
- £2,424,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 1 September 2028
- Possible extension to 1 September 2030
- 5 years, 1 day
Description of possible extension:
Option of 2 further 1 year extensions
Main procurement category
Goods
Contract locations
- IE053 - South-West
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot LOT-0001. Lot 1 - Fresh Meats
Description
The Contractor is required to be able to supply and deliver the list of food items for this Lot, which is listed in Appendix A in the tender documents. To meet the Minimum Conditions of Participation for this contract, the Contractor will have the following accreditations in place: a. Red Tractor - to give the Trust assurance that the entire food chain meets high standards that exceed minimum UK welfare requirements, ensuring ethical sourcing and quality control. b. EBLEX (AHDB Beef and Lamb - to integrate Quality Standard beef and lamb into school menus and provide the Trust assurance of traceability, animal welfare, food safety and quality assurance. c. MSC (Marine Stewardship Council) - to give assurance that menus will contain seafood that is sustainably sourced, aligning with national food standards and educational initiatives.
Lot value (estimated)
- £380,000 excluding VAT
- £456,000 including VAT
CPV classifications
- 15119000 - Various meats
- 15000000 - Food, beverages, tobacco and related products
- 15800000 - Miscellaneous food products
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot LOT-0002. Lot 2 - Frozen, Dry, Ambient and Dairy
Description
The Contractor is required to be able to supply and deliver the list of food items for this Lot, which is listed in Appendix A in the tender documents. The Trust desires that Contractors have in place the BRCGS - Global Standard for Food Safety accreditation or equivalent (SALSA, ISO 22000) that will give the Trust assurance that the Contractor's food production site: a. Implements robust food safety systems (e.g., HACCP) b. Has comprehensive traceability c. Follows legal and customer safety requirements d. Operates under hygienic and controlled conditions
Lot value (estimated)
- £1,260,000 excluding VAT
- £1,512,000 including VAT
CPV classifications
- 15000000 - Food, beverages, tobacco and related products
- 15220000 - Frozen fish, fish fillets and other fish meat
- 15221000 - Frozen fish
- 15229000 - Frozen fish products
- 15251000 - Frozen crustaceans
- 15311000 - Frozen potatoes
- 15311200 - Diced, sliced and other frozen potatoes
- 15331100 - Fresh or frozen vegetables
- 15331170 - Frozen vegetables
- 15500000 - Dairy products
- 15550000 - Assorted dairy products
- 15893000 - Dry goods
- 15896000 - Deep-frozen products
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot LOT-0003. Lot 3 - Fresh Fruit and Vegetables
Description
The Contractor is required to be able to supply and deliver the list of food items for this Lot, which is listed in Appendix A in the tender documents.
Lot value (estimated)
- £380,000 excluding VAT
- £456,000 including VAT
CPV classifications
- 15000000 - Food, beverages, tobacco and related products
- 03221000 - Vegetables
- 03221200 - Fruit vegetables
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Legal and financial capacity conditions of participation
Lot LOT-0001. Lot 1 - Fresh Meats
A financial appraisal will be based upon a credit check Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below or equivalent: a. The Red Tractor - to give the Trust assurance that the entire food chain meets high standards that exceed minimum UK welfare requirements, ensuring ethical sourcing and quality control. b. EBLEX (AHDB Beef and Lamb - to integrate Quality Standard beef and lamb into school menus and provide the Trust assurance of traceability, animal welfare, food safety and quality assurance. c. MSC (Marine Stewardship Council) - to give assurance that menus will contain seafood that is sustainably sourced, aligning with national food standards and educational initiatives.
Lot LOT-0002. Lot 2 - Frozen, Dry, Ambient and Dairy
Lot LOT-0003. Lot 3 - Fresh Fruit and Vegetables
A financial appraisal will be based upon a credit check
Technical ability conditions of participation
Lot LOT-0001. Lot 1 - Fresh Meats
Lot LOT-0002. Lot 2 - Frozen, Dry, Ambient and Dairy
Lot LOT-0003. Lot 3 - Fresh Fruit and Vegetables
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.
Particular suitability
Lot LOT-0001. Lot 1 - Fresh Meats
Lot LOT-0002. Lot 2 - Frozen, Dry, Ambient and Dairy
Lot LOT-0003. Lot 3 - Fresh Fruit and Vegetables
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
30 May 2025, 12:00pm
Tender submission deadline
20 June 2025, 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)
27 July 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Overall Price | Price | 40% |
| Quality of Product | Quality | 30% |
| Quality of Service Delivery & Ordering | Quality | 20% |
| Contract Management | Quality | 10% |
Other information
Payment terms
Invoices are to be submitted in arrears in a format agreed by the Trust. The Provider must ensure that invoices are raised without delay. Payments will be made by BACS. Invoices shall be supported by detailed electronic information in a format as agreed with the Trust.
Description of risks to contract performance
isks to contract performance are: Compliance and Regulatory Risks: Failure to comply with regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Delays in response times for the provision of workers. Not being able to fullfil the orders Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
The justification is that 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
Academies for Character & Excellence
- Public Procurement Organisation Number: PYNM-4868-XBBN
Pathfields
Totnes
TQ9 5TZ
United Kingdom
Region: UKK43 - Devon CC
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
Telephone: +44 01234567890
Email: claire.jones@phplaw.co.uk
Website: https://www.phplaw.co.uk
Region: UKK43 - Devon CC