Scope
Description
Timeline:
Issue of Invitation to Tender - 5th September 2025
Bidding Companies to Visit Sites- 11th September 2025
Deadline for return of Tender Responses - 17:00 1st October 2025
Evaluation of Responses - 2nd-3rd October 2025
Presentations - 16th October 2025
Reference Site Visits - w/c 20th October 2025
Contract Awarded by - Friday 24th October 2025
Contract Commencement - Thursday 1st January 2026
Aims of the Service:
Harper Bell Seventh Day Adventist School wish to be at the forefront of school catering and as such require a modern, branded offer that reflects the leading trends in the industry.
At this time, the School's wish is to commence a catering contract, with a partner who shares their vision for a customer-focused service that attracts the maximum number of students. The meals that are to be provided must be appealing to customers, imaginative, provide good value for money and be nutritionally balanced to encourage all students to make an educated choice.
The School's objectives for the new contract are as follows:-
• Natasha's Law (2021): Full allergen labelling on all pre-packed food.
• Healthy eating promotion & food education initiatives.
• Seasonal, locally sourced produce prioritised.
• A catering service that is well managed and requires minimal involvement from the Schools' management team.
• A strong Contractor Area Manager who will develop and lead the team to deliver exceptional customer service, a consistently high-quality food offer and spend a substantial amount of time on site at the outset to undertake this.
• A Contractor who is proactive in their relationship management with the School.
• Investment in the Schools' Catering service through increased marketing in return for a tenure of contract.
• A higher number of students and staff using the facilities by providing a high quality, affordable and nutritious meal.
• A catering service that encourages students to take a heathy and balanced meal.
• Food and drinks that look appetising and are attractively presented.
• A Contractor that adopts a flexible and proactive approach to all school activities, especially in the need to have local facilities to support the School on occasion when the provision cannot be provided in the temporary facilities for whatever reason.
• A service that is professionally merchandised and marketed with discretion and to the mutual benefit of the School and the Contractor.
• A Contractor that operates using the optimum level of staffing.
Total value (estimated)
- £330,481.25 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 January 2026 to 31 December 2028
- Possible extension to 31 December 2030
- 5 years
Description of possible extension:
3 years initial contract and then 2 optional 1 year extension taking the contract to a maximum of 5 years.
Main procurement category
Services
CPV classifications
- 55524000 - School catering services
Contract locations
- UKG31 - Birmingham
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
26 September 2025, 5:00pm
Tender submission deadline
1 October 2025, 5:00pm
Submission address and any special instructions
Please submit files to the Red Box Portal at: https://redboxportal.com/dashboard
Please also email all Tender responses to admin@redboxcs.com FAO William Turner-Meadows.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
24 October 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Commercial Scoring | Cost | 52% |
| Quality Section | Quality | 48% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Special regime
Light touch
Reduced tendering period
Yes
Light touch contract - no minimum
Documents
Associated tender documents
https://redboxportal.com/dashboard
Please request documents from admin@redboxcs.com
Contracting authority
Harper Bell SDA School
- Public Procurement Organisation Number: PLYP-8372-NRRG
29 Ravenhurst Street
Birmingham
B12 0EJ
United Kingdom
Contact name: Rachael Downs
Email: r.downs@hbsda.bham.sch.uk
Region: UKG31 - Birmingham
Organisation type: Public authority - sub-central government