Scope
Reference
IET01.38
Description
This tender opportunity has been issued by Ivy Education Trust ("the Trust"). The proposed contract will be for the provision of a catering service to the Trust. The tender has been split into Lots: Lot 1: Outsourced Catering Provision Lot 2: Managed Catering Service Tenderers are able to bid for one or both Lots and the Trust will award to either Lot 1 or Lot 2. The Contractor will provide a high-quality service, whilst delivering value for money for the school, parents and pupils using the services to the to the Trust's 5 primary schools and 3 secondary schools.
Total value (estimated)
- £7,000,000 excluding VAT
- £8,400,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 1 April 2029
- Possible extension to 1 April 2031
- 5 years, 1 day
Description of possible extension:
2 further 1 year extensions
Main procurement category
Services
CPV classifications
- 55524000 - School catering services
Contract locations
- UKK4 - Devon
Not the same for all lots
Options are shown in Lot sections, because they are not the same for all lots.
Lot LOT-0001. Lot 1 Outsourced Catering Service
Description
The Trust is seeking a Contractor to provide a high-quality service, whilst delivering value for money for the school, parents and pupils using the Services. The Contract will include all food and staff provision to support the delivery of the service requirement.
Lot value (estimated)
- £7,000,000 excluding VAT
- £8,400,000 including VAT
Options
The right to additional purchases while the contract is valid.
To enable new schools to be added to the Contract if they join the Trust
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot LOT-0002. Lot 2 Managed Catering Service
Description
7. The Trust is seeking a Contractor to support the Trust with providing a high-quality service, whilst delivering value for money for the school, parents and pupils using the Services. The Contract will include all food and management staff provision to deliver the managed service model, with the employment of the catering staff remaining with the Trust. The contract value for this Lot incorporates the Management Fee and Food Costs
Lot value (estimated)
- £0 excluding VAT
- £0 including VAT
Options
The right to additional purchases while the contract is valid.
New Schools to be added to the contract who join the Trust
Same for all lots
CPV classifications, 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 Outsourced Catering Service
Lot LOT-0002. Lot 2 Managed Catering Service
A financial appraisal will be based upon a credit check. Insurances Employer Liability £5m Public Liability - £5m Product Liability - £2m
Technical ability conditions of participation
Lot LOT-0001. Lot 1 Outsourced Catering Service
Lot LOT-0002. Lot 2 Managed Catering Service
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 Outsourced Catering Service
Lot LOT-0002. Lot 2 Managed Catering Service
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
31 October 2025, 12:00pm
Tender submission deadline
31 October 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)
31 December 2025
Award criteria
Lot LOT-0001. Lot 1 Outsourced Catering Service
| Name | Description | Type | Weighting |
|---|---|---|---|
| Commercial Viability | Commercial Viability of the Commercial Model |
Cost | 12% |
| Overall Structure & Clarity | Overall Structure & Clarity of the Commercial Model |
Cost | 8% |
| Free School Meal Equity of Access | Free School Meal Equity of Access of the Commercial Model |
Cost | 8% |
| Catering Service Offer | Catering Service Offer |
Quality | 6% |
| Contract Mobilisation & Risk Management | Contract Mobilisation & Risk Management |
Quality | 6% |
| Sustainability - Organisational Net Zero Strategy | Sustainability - Organisational Net Zero Strategy |
Quality | 6% |
| Sustainability - Food miles and carbon footprint | Sustainability - Food miles and carbon footprint |
Quality | 6% |
| Sustainability - Energy use in production | Sustainability - Energy use in production |
Quality | 6% |
| Sustainability - Elimination of single use plastics | Sustainability - Elimination of single use plastics |
Quality | 6% |
| Weekly Menu Offer | Weekly Menu Offer |
Quality | 5% |
| Paid Pupil and Menu Item Pricing & Uptake | Paid Pupil and Menu Item Pricing & Uptake in the Commercial Model |
Cost | 4% |
| Labour Model | Labour Model in the Commercial Model |
Cost | 4% |
| Risk Management | Risk Management in the Commercial Model |
Cost | 4% |
| Innovation | Innovation |
Quality | 3% |
| Meal Uptake | Meal Uptake |
Quality | 3% |
| Menu Planning & Development | Menu Planning & Development |
Quality | 3% |
| Food Supply Chain | Food Supply Chain |
Quality | 3% |
| Contract Management | Contract Management |
Quality | 2.5% |
| Allergy Management | Allergy Management |
Quality | 1.5% |
| Contractor Staff | Contractor Staff |
Quality | 1.5% |
| Complaint Management | Complaint Management |
Quality | 1.5% |
Lot LOT-0002. Lot 2 Managed Catering Service
| Name | Description | Type | Weighting |
|---|---|---|---|
| Management Service Offer - Commercial Model | Management Service Offer - Commercial Model |
Cost | 16% |
| Food Supply & Cost Control | Food Supply & Cost Control - Commercial Model |
Cost | 8% |
| Catering Service Offer | Catering Service Offer |
Quality | 6% |
| Sustainability | Sustainability |
Quality | 6% |
| Sustainability - Organisational Net Zero Strategy | Sustainability - Organisational Net Zero Strategy |
Quality | 6% |
| Sustainability - Food miles and carbon footprint | Sustainability - Food miles and carbon footprint |
Quality | 6% |
| Sustainability - Energy use in production | Sustainability - Energy use in production |
Quality | 6% |
| Sustainability - Elimination of single use plastics | Sustainability - Elimination of single use plastics |
Quality | 6% |
| Free School Meal Equity of Access - Commercial Model | Free School Meal Equity of Access - Commercial Model |
Quality | 4% |
| Labour Model - Commercial Model | Labour Model - Commercial Model |
Quality | 4% |
| Operational Support & Performance - Commercial Model | Operational Support & Performance - Commercial Model |
Quality | 4% |
| Added Value - Commercial Model | Added Value - Commercial Model |
Cost | 4% |
| Innovation | Innovation |
Quality | 3% |
| Meal Uptake | Meal Uptake |
Quality | 3% |
| Weekly Menu Offer | Weekly Menu Offer |
Quality | 3% |
| Food Supply Chain | Food Supply Chain |
Quality | 3% |
| Managing Staff | Managing Staff |
Quality | 3% |
| Compliance | Compliance |
Quality | 3% |
| Menu Planning & Development | Menu Planning & Development |
Quality | 1.5% |
| Allergy Management | Allergy Management |
Quality | 1.5% |
| Contract Management | Contract Management |
Quality | 1.5% |
| Contract Mobilisation & Risk Management | Contract Mobilisation & Risk Management |
Quality | 1.5% |
Other information
Payment terms
One invoice per month Lot 1 - Invoicing for UIFSM & FSM based on actual meals taken, broken down by school Lot 2 - Invoicing for the Management Fee, broken down by school. Food invoiced as per orders raised.
Description of risks to contract performance
1. Financial Inflation and Rising Costs: Food price inflation, energy bills, and wage increases. Caterers locked into long-term contracts may struggle to remain profitable, risking service quality or contract withdrawal. Staffing Challenges Recruitment Difficulties: Shortages of skilled catering staff, especially in rural or low-income areas. Difficulty attracting and retaining staff due to limited pay and benefits. Training Gaps: Inadequate training in food safety, allergens, and safeguarding can lead to compliance issues. Reputational and Compliance Risks Non-compliance with School Food Standards can result in reputational damage and regulatory scrutiny. Non=compliance with the tender specification or compliance requirement
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, the Trust already understands what they want the service to deliver, and the market is known.
Contracting authority
Ivy Education Trust
- Public Procurement Organisation Number: PTGV-4879-MXYD
Exeter Road
Teignmouth
TQ14 9HZ
United Kingdom
Contact name: Josie Medforth
Email: josie.medforth@phplaw.co.uk
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: Josie Med
Email: josie.medforth@phplaw.co.uk
Region: UKK43 - Devon CC