Scope
Reference
SUSU01
Description
Tender for the Supply and Distribution of Ambient, Chilled, Frozen, Dairy, Fresh Meat, Fruit & vegetables & Patient Meals to Surrey and Sussex NHS Trust. Contract is split into 6 lots. Tender documents are available from https://www.mytenders.co.uk/
Total value (estimated)
- £6,798,306 excluding VAT
- £6,907,341 including VAT
Above the relevant threshold
Main procurement category
Goods
CPV classifications
- 15000000 - Food, beverages, tobacco and related products
Contract locations
- UKJ - South East (England)
Not the same for all lots
Contract dates and options are shown in Lot sections, because they are not the same for all lots.
Lot 1. Lot 1 Ambient, Chilled & Frozen
Description
supply and distribution of Ambient, Chilled & Frozen products
Lot value (estimated)
- £3,222,426 excluding VAT
- £3,331,461 including VAT
Contract dates (estimated)
- 1 October 2025 to 30 September 2027
- Possible extension to 30 September 2028
- 3 years
Description of possible extension:
Option to extend by 12 months
Options
The right to additional purchases while the contract is valid.
additional products can be added to the contract with prior notification
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 2. Lot 2 Dairy
Description
Supply and Distribution of Dairy Products
Lot value (estimated)
- £598,704 excluding VAT
- £598,704 including VAT
Contract dates (estimated)
- 1 October 2025 to 30 September 2027
- Possible extension to 30 September 2028
- 3 years
Description of possible extension:
Option to extend for 12 months
Options
The right to additional purchases while the contract is valid.
Additional products can be added to the contract with prior approval
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 3. Lot 3 Fruit & Vegetables
Description
Supply and distribution of Fruit & Vegetable Products
Lot value (estimated)
- £574,704 excluding VAT
- £574,704 including VAT
Contract dates (estimated)
- 1 October 2025 to 30 September 2027
- Possible extension to 30 September 2028
- 3 years
Description of possible extension:
Option to extend for 12 months
Options
The right to additional purchases while the contract is valid.
Additional products can be added to the contract with prior notice
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 4. Lot 4 Fresh Meat
Description
Supply and Distribution of Fresh Meat Products
Lot value (estimated)
- £623,910 excluding VAT
- £623,910 including VAT
Contract dates (estimated)
- 1 October 2025 to 30 September 2027
- Possible extension to 30 September 2028
- 3 years
Description of possible extension:
Option to extend for 12 months
Options
The right to additional purchases while the contract is valid.
Additional products can be added to the contract with prior notice
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 5. Lot 5 IDDSI Meals
Description
Supply and Distribution of IDDSI Meals
Lot value (estimated)
- £271,683 excluding VAT
- £271,683 including VAT
Contract dates (estimated)
- 1 October 2025 to 30 September 2027
- Possible extension to 30 September 2028
- 3 years
Description of possible extension:
Option to extend for 12 months
Options
The right to additional purchases while the contract is valid.
Additional products can be added to the contract with prior notice
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 6. Lot 6 Patient Meals
Description
Supply and Distribution of Patient Meals
Lot value (estimated)
- £1,506,879 excluding VAT
- £1,506,879 including VAT
Contract dates (estimated)
- 1 October 2025 to 30 September 2027
- Possible extension to 30 September 2028
- 3 years
Description of possible extension:
Option to extend for 12 months
Options
The right to additional purchases while the contract is valid.
Additional products can be added to the contract with prior notice
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot 1. Lot 1 Ambient, Chilled & Frozen
Lot 2. Lot 2 Dairy
Lot 3. Lot 3 Fruit & Vegetables
Lot 4. Lot 4 Fresh Meat
Lot 5. Lot 5 IDDSI Meals
Lot 6. Lot 6 Patient Meals
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
4 July 2025, 4:30pm
Tender submission deadline
11 July 2025, 10:00am
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
18 August 2025
Recurring procurement
Publication date of next tender notice (estimated): 15 June 2028
Award criteria
Lot 1. Lot 1 Ambient, Chilled & Frozen
Lot 2. Lot 2 Dairy
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Price - see ITT documents |
Price | 70.00% |
| Delivery and Service | Delivery and Service - See ITT document |
Quality | 15.00% |
| Social Value | Social Value - see ITT document |
Quality | 10.00% |
| Product Range | Product Range - see ITT document |
Quality | 5.00% |
Lot 3. Lot 3 Fruit & Vegetables
Lot 5. Lot 5 IDDSI Meals
Lot 6. Lot 6 Patient Meals
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Price - See ITT Documents |
Price | 55.00% |
| Delivery And Service | Delivery And Service - See ITT Documents |
Quality | 15.00% |
| Sampling | Sampling - See ITT Documents |
Quality | 15.00% |
| Social Value | Social Value - See ITT Documents |
Quality | 10.00% |
| Product Range | Product Range - See ITT Document |
Quality | 5.00% |
Lot 4. Lot 4 Fresh Meat
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Price - See ITT Documents |
Price | 50.00% |
| Sampling | Sampling - See ITT documents |
Quality | 20.00% |
| Delivery And Service | Delivery And Service - See ITT documents |
Quality | 15.00% |
| Social Value | Social Value - See ITT Documents |
Quality | 10.00% |
| Product Range | Product Range - see ITT documents |
Quality | 5.00% |
Other information
Payment terms
See ITT Documents
Description of risks to contract performance
See ITT Documents
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
Avendra International have not issued a Preliminary Market Engagement Notice for this contract. This is due to prior understanding that this is a competitive market without any complex tender requirements
Documents
Associated tender documents
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=602067
Surrey and Sussex Tender Documents
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=602070
Appendix IT - Supplier Requirements
Contracting authority
Surrey & Sussex Healthcare NHS Trust (Pelican)
- Public Procurement Organisation Number: PWMP-3726-YBVZ
East Surrey Hospital
as above
RH1 5RH
United Kingdom
Region: UKJ26 - East Surrey
Organisation type: Public authority - central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
Avendra International
Summary of their role in this procurement: Main procurement lead
- Companies House: 02367432
Ascent 4, Farnborough Aerospace Centre
Farnborough
GU14 6XN
United Kingdom
Region: UKJ37 - North Hampshire