Scope
Reference
C4956
Description
Cheshire East Council is seeking to commission a number of providers to deliver face to face school holiday activities for young people in Cheshire East. The holiday activities and food (HAF) programme is a 'Department for Education' (DfE) initiative enabling local authorities to coordinate a programme that provides school age young people between the ages of 4 - 16, and up to age 18 for eligible SEND young people, with healthy food and enriching activities during the summer and winter holidays.
These school holiday activities provide young people with:
• positive and safe things to do and places to go
• the opportunity to spend time with friends, to develop personally and socially, and reduce isolation
• the chance to undertake new activities and have new experiences
Cheshire East Council is flexible in its approach to service delivery, always seeking solutions that will offer quality outcomes and value for money and working with delivery partners who share our values and commitment to the success of this area of support. Cheshire East Council's Corporate Plan sets out clear priorities, and all providers will be required to contribute towards the corporate objectives and improve outcomes for the residents of Cheshire East.
Tenders will be accepted under two LOTS -
• LOT 1 is for providers who are offering general HAF provision.
• LOT 2 is restricted to applications for specialist provision e.g., SEND, Teenagers.
LOT 2 provides access to higher individual session costings to reflect the additional costing/provision that may be needed to support these groups of young people.
Providers who are providing inclusive SEND provision within their wider offer (incurring no additional costs), please select LOT 1.
For LOT 1 and LOT 2 provisions providers are expected to deliver the entirety of their programme in line with grant conditions. This includes exciting, enriching and physical activities for young people, which are expected to be face-to-face. Provisions need to be inclusive and meet additional needs where appropriate within the scope of their funding/expertise. Providers are also expected to provide nutritional education and food education in addition to supporting families with appropriate sign posting to other services and or making referrals where appropriate.
October and February half term provision:
Although the Department for Education has confirmed grant funding for the period April 2026 to March 2029, the associated grant conditions have not yet been received. Grant conditions may potentially allow, subject to funding availability and DfE approval, the delivery of a small-scale programme during the October and February half-term holidays. If approval for these periods is received, we would allow providers to offer programmes up to 10% of their total offer for each additional holiday.
Total value (estimated)
- £4,920,000 excluding VAT
- £5,904,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2029
- Possible extension to 31 March 2032
- 6 years
Description of possible extension:
There are 3 x 12 months options to extend.
These extensions are subject to DfE funding and associated grant conditions, and will be awarded at the sole discretion of the Council.
The additional 3 years has been based on an assumption that DfE funding will continue for a further 3 years. However, this has not been suggested by the DfE and is therefore totally dependent on the DfE awarding grant funding beyond 2029.
Main procurement category
Services
CPV classifications
- 15894210 - School meals
- 55243000 - Children's holiday-camp services
- 85312000 - Social work services without accommodation
Contract locations
- UKD62 - Cheshire East
Lot 1. General HAF Provision
Description
General HAF Provision
Providers who are providing inclusive SEND provision within their wider offer (incurring no additional costs), please select LOT 1.
Further detail in APPENDIX A - Specification
Please refer to Procurement Documents by expressing an interest in Project ID DN796612 at https://www.the-chest.org.uk/
Lot value (estimated)
- £3,420,000 excluding VAT
- £4,104,000 including VAT
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 2. Specialist HAF Provision.
Description
Specialist HAF Provision.
(This may include a Teen offer and/or a SEND offer)
LOT 2 provides access to higher individual session costings to reflect the additional costing/provision that may be needed to support these groups of young people.
Further detail in APPENDIX A - Specification
Please refer to Procurement Documents by expressing an interest in Project ID DN796612 at https://www.the-chest.org.uk/
Lot value (estimated)
- £1,500,000 excluding VAT
- £1,800,000 including VAT
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 1. General HAF Provision
Lot 2. Specialist HAF Provision.
Please refer to Procurement Documents (ITT Open Response Document) by expressing an interest in Project ID DN796612 at https://www.the-chest.org.uk/
Technical ability conditions of participation
Lot 1. General HAF Provision
Lot 2. Specialist HAF Provision.
Please refer to Procurement Documents (ITT Open Response Document) by expressing an interest in Project ID DN796612 at https://www.the-chest.org.uk/
Particular suitability
Lot 1. General HAF Provision
Lot 2. Specialist HAF Provision.
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
19 December 2025, 12:00pm
Tender submission deadline
9 January 2026, 12:00pm
Submission address and any special instructions
Tenders must be submitted at https://www.the-chest.org.uk/ Project ID DN796612
Unrestricted access to this opportunity is available via the Chest North West Portal, register for free at https://www.the-chest.org.uk/ and express an interest in project ID DN796612
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
10 February 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Quality - 90% | Quality Questions Written responses and Pass/Fail questions Please refer to Procurement Documents (ITT Open Response Document) by expressing an interest in Project ID DN796612 at https://www.the-... |
Quality |
| Social Value - 10% | Social Value Question Written response: Please refer to Procurement Documents (ITT Open Response Document) by expressing an interest in Project ID DN796612 at https://www.the-chest.org.uk/ |
Quality |
| Price - Pass/Fail | The Pricing Evaluation will be based on Pass/Fail Completion of Price and Proposal Schedule Please refer to Procurement Documents (ITT Open Response Document) by expressing an interest in Project ID... |
Price |
Weighting description
a) The Quality scores will be weighted, and all compliant bids will be ranked in order of overall quality scores.
b) If a tenderer meets all the criteria in the Response Document, the Council will endeavour to offer an award for the value proposed by the provider i.e. the full range of activity sessions offered within tenders. However, the contract values offered will be determined by the Council's requirements for the objectives of this HAF programme, irrespective of the number of providers. The...
Other information
Payment terms
Please refer to Appendix B - Conditions of Contract
Description of risks to contract performance
October and February half term provision:
Although the Department for Education has confirmed grant funding for the period April 2026 to March 2029, the associated grant conditions have not yet been received. Grant conditions may potentially allow, subject to funding availability and DfE approval, the delivery of a small-scale programme during the October and February half-term holidays. If approval for these periods is received, we would allow providers to offer programmes up to 10% of their total offer for each additional holiday.
Also funding for the extension terms of April 2029 to March 2032 has not yet been received or committed. There is a risk that this funding will not materialise and if it does materialise, the value could be less than estimated.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Special regime
Light touch
Documents
Associated tender documents
https://www.the-chest.org.uk/
Unrestricted access to this opportunity is available via the Chest North West Portal, register for free at https://www.the-chest.org.uk/ and express an interest in project ID DN796612
Technical specifications to be met
https://www.the-chest.org.uk/
Unrestricted access to this opportunity is available via the Chest North West Portal, register for free at https://www.the-chest.org.uk/ and express an interest in project ID DN796612
Contracting authority
Cheshire East Council
- Public Procurement Organisation Number: PTWR-7124-XZXQ
Delamere House, Delamere Street
Crewe
CW12JZ
United Kingdom
Contact name: Tracy Roberts
Telephone: +441270686000
Email: procurementeast@cheshireeast.gov.uk
Website: https://www.cheshireeast.gov.uk/
Region: UKD62 - Cheshire East
Organisation type: Public authority - sub-central government