Scope
Description
Procurement of Catering services to include:
1) New Product Development and Procurement for AWC Catering
Sourcing and Management: Identify and procure food, drink, consumables, and equipment at the best value for money, ensuring competitiveness throughout the product lifecycle, and value chain.
Supplier Assurance: Maintain a safe and responsible supplier base.
Supplier Management: Oversee lower-tier food and product suppliers, whether sourced by the supplier or designated by AWC.
Product Specification and Supply: Specify, order, and supply food and ancillary catering products. This includes creating documentation such as calorific and allergen information and maintaining the bill of materials.
Inventory Accountability: Ensure the correct level of food and catering products are available for order and/or distribution to the final mile logistics supplier.
2) Logistics End-to-End Last Mile Delivery of Produce to Trains
Warehouse Management: Ensure professional, safe, and efficient warehouse operations, including the use of relevant IT systems, ensuring 'best in class inventory management
Availability and Waste Management: Maximise product availability while minimising waste.
Delivery Coordination: Deliver products to trains, lounges, and other locations as per AWC's forecasts and orders.
Premises and Asset Maintenance: Maintain AWC premises and assets.
Safety Systems: Implement robust safety and food safety systems to manage, monitor, and minimize all safety risks.
Supplier Staff Management: Engage and manage supplier staff to minimise sickness and turnover
Note: TUPE applies for incumbent Supplier staff to the provision of Catering Services.
Details on the T&Cs and the extent/nature of dialogue/negotiation during the process will be provided to down-selected bidders only during the ITN stage.
Total value (estimated)
- £259,800,000 excluding VAT
- £311,760,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 July 2026 to 30 June 2031
- Possible extension to 30 June 2033
- 7 years
Description of possible extension:
The contract length is anticipated to be five (5) years with an option to extend for another 2 years (as a 1+1 option).
The estimated contract value stated above is for the total term i.e. 7 years (5+2).
Estimated Value below;
26/27 £34.3M
27/28 £35.7M
28/29 £36.2M
29/30 £37.3M
30/31 £38.0M
31/32 £38.8M
32/33 £39.6M
The spend indicated within this tender process is not fully committed as the actual annual budgets will be subject to approval by Department for Transport from time to time, usually
annually. Please note, we would reserve the right to reduce or increase the budgets as necessary at any point in time.
Main procurement category
Services
CPV classifications
- 55522000 - Catering services for transport enterprises
Contract locations
- UK - United Kingdom
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Submission type
Requests to participate
Deadline for requests to participate
13 September 2025, 12:00pm
Submission address and any special instructions
http://redirect.transaxions.com/events/1O0sY
Gaining Access to the PQQ Documentation
- Please go to the Wax Portal using the web address above and click on the expression of interest submission button.
- We also require an NDA to be completed prior to releasing the PQQ documents. Please either:
1. Provide evidence that a suitable NDA is already in existence between our companies, OR
2. Download, complete, sign and return the attached NDA within the Wax Portal (which can be found in the "Attachments Section" of this EoI), to the Procurement Lead, Ruchiie Sehdev, at ruchiie.sehdev@avantiwestcoast.co.uk.
- The PQQ documents will be released to you once the expression of interest has been submitted and the NDA documentation had been received by the Procurement Lead.
- Once you gain access to the PQQ documents, please begin your review, and if you intend to participate, please submit your PQQ response in line with the published PQQ submission timetable. Alternatively, if you decide not to participate please decline the invite and provide a reason.
- The deadline for expression of interest is 13th September 2025 (12:00).
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
6 February 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Qualitative Weighting | 1 Contract Objectives 3% 2 Management & Staffing 2% 3 Safety 4% 4 Contracts & Contract Management 4% 5 Sustainability 4% 6 Embracing Digital Transformation and Automation 4% 7 New Product and Menu... |
Quality | 55% |
| Commercial | Price | 40% | |
| Contract Evaluation | Quality | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Utilities
Competitive flexible procedure description
This will be a two-stage process with a Pre-Qualification Stage (PQQ) followed by down-selection of a limited number of Applicants to proceed to an Invitation to Negotiate (ITN) stage. AWC Procurement will manage the tender process, which will be carried out in accordance with the Procurement Act 2023. The process will not make use of an electronic auction.
The Client reserves the right at its absolute discretion throughout the procurement process:
1. to amend and refine the award criteria,
2. to amend and refine the proposed procurement procedure prior to issuing the ITN, and
3. not to proceed with a contract award.
Following the evaluation of the PQQ responses, the Client will shortlist the applicants it will invite to tender in accordance with the terms of the PQQ. The Client reserves the right to limit the number of applicants that are invited to tender to a maximum of four (4) applicants. Only applicants that score a "pass" for all non-qualitatively scored questions in the PQQ (outlined within tab 5 to 7 within the PQQ questionnaire) will be considered and Applicants will then be ranked in order of highest to lowest score. The Client reserves the right, in its absolute discretion, to invite more applicants into the ITN process if there is a tie in the scores between two (2) or more applicants for the final place.
.
Those tenderers shortlisted from the PQQ stage will be invited to submit a proposal based on the ITN. Submissions will be evaluated during the ITN stage, allowing internal teams to select the most advantageous tender (MAT) based on both qualitative and cost evaluations, including final contract negotiations. All tenderers will be taken to a presentation stage to demonstrate their confidence in delivery.
The procurement timeline will be published and aimed at appointing a new supplier by 1st April 2026 to allow for mobilisation, with the contract start date set for 1st July 2026.
The existing suite of First Group systems (e,g, WAX Portal) will support the process, ensuring full transparency and auditability in accordance with the new Procurement Act 2023.
Details on the T&Cs and the extent/nature of dialogue/negotiation during the process will be provided to down-selected bidders only during the ITN stage.
Contracting authority
FIRST TRENITALIA WEST COAST RAIL LIMITED
- Companies House: 10349442
- Public Procurement Organisation Number: PGLQ-8629-CMPG
8th Floor The Point
London
W2 1AF
United Kingdom
Region: UKI32 - Westminster
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)