Scope
Description
The Barnsley Collaborative Primary School Group (BCPSG) are seeking to procure a number of providers for a multi-supplier framework for catering services. The main objective of this procurement exercise is to deliver the procurement of a framework that will enable BCPSG to source catering services for its schools.
There is initially 14 schools in this framework, however, other schools may call off later.
It should be noted that it is not mandatory for schools to use this framework. Schools will only call off from this agreement if they have a requirement to do so. It is envisaged the number of contractors on the framework will be between 1 and 3
The provision of the service must demonstrate the best value approach and be flexible in its delivery and operation to ensure that the needs and ethos of individual schools are supported.
This framework process is targeted to have a cleaning contract in place to commence in March 2026 for the initial direct award schools. Please note that this process covers all catering services within the BCPSG schools with full tender costings and proposals for the schools for a contract start in in March 2026 for the initial direct award schools. These details will be further explained in the ITT documents. The process will be through a competitive flexible procedure commencing with a participation stage to create a select bidder list following analysis of a PSQ document (within which the scoring criteria will be included). The nature of the contract demands a good local infrastructure to provide and maintain the level and standard of catering services and support required by BCPSG. Labour resource/relief cover is very important. We have set a minimum Employer's (compulsory) liability insurance of 10,000,000 GBP). Following the analysis of PSQ's the selected bidders will be invited to attend site surveys and tender briefing initially planned for late September 2025. Tender response deadline is planned as late October 2025 and it is envisaged that interviews will take place in mid November 2025. The contract will be for a 3 +1 +1 period (5 years in total including the option to extend for 1 + 1years).
Commercial tool
Establishes a framework
Total value (estimated)
- £5,500,000 excluding VAT
- £6,600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 March 2026 to 28 February 2029
- Possible extension to 28 February 2031
- 5 years
Description of possible extension:
Option of up to two further annual extensions meaning a 5 year period in total.
Main procurement category
Services
CPV classifications
- 55524000 - School catering services
Contract locations
- UKE3 - South Yorkshire
Framework
Maximum number of suppliers
3
Maximum percentage fee charged to suppliers
0%
Framework operation description
Framework suppliers are selected based on their financial and qualitative submissions and further interview/negotiation stage. Any new schools joining the contract will go through a mini tender with the framework bidders ensuring they join on no less favourable terms than the initial schools.
Award method when using the framework
With competition
Contracting authorities that may use the framework
Establishing party only
Participation
Legal and financial capacity conditions of participation
Selection criteria as stated in the Procurement Specific Questionnaire
Technical ability conditions of participation
Selection criteria as stated in the Procurement Specific Questionnaire
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Submission type
Requests to participate
Deadline for requests to participate
22 July 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
5 to 10 suppliers
Selection criteria:
A Procurement Specific Questionnaire is completed by suppliers with the highest scoring suppliers being invited to tender.
Award decision date (estimated)
19 November 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Financial | 7 financial schedules require completion, providing a fixed price annual cost - 55% weighting |
Cost | 55.00% |
| Qualitative | 10 qualitative schedules require responding to with a 45% weighting |
Quality | 45.00% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The competitive flexible procedure will commence with a participation stage whereby a PSQ will be completed by interested suppliers. This will be scored and successful suppliers will be invited to submit a full tender. The tender submissions will be analysed and scored and selected suppliers will be invited to final interview/presentation stage. The contracting Authority will then select the successful framework supplier/s and award the contract.
Justification for not publishing a preliminary market engagement notice
Time constraints of the procurement process and to ensure a level playing field so no supplier has an unfair advantage or to distort competition.
Documents
Associated tender documents
https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=604538
PSQ Document for the Barnsley Collaborative Primary School Group Framework Catering Tender 2025
Documents to be provided after the tender notice
A full tender specification and financial schedules will be sent out to the successful PSQ applicants.
Contracting authority
RPJ3 Group Limited on Behalf of the Barnsley Collaborative Primary School Group
- Public Procurement Organisation Number: PRYY-6263-NQHG
Leasowe Lodge
Wirral
CH46 3SA
United Kingdom
Region: UKD74 - Wirral
Organisation type: Public authority - sub-central government