Scope
Description
The school is an all-through school serving the community in Harrow.
The provision of catering services to the school requires a contractor to be able to provide freshly prepared meals and snacks which are compliant to the school food plan to over 1500 students and 6th form
Total value (estimated)
- £2,325,000 excluding VAT
- £2,790,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 August 2026 to 31 July 2029
- Possible extension to 31 July 2031
- 5 years
Description of possible extension:
Two 1-Year extensions are available if agreed in writing by both parties
Options
The right to additional purchases while the contract is valid.
Other schools may join the Trust, or other schools in the trust may join this contract when their previous arrangements permit.
Main procurement category
Services
CPV classifications
- 55524000 - School catering services
Contract locations
- UKI74 - Harrow and Hillingdon
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Submission type
Requests to participate
Deadline for requests to participate
18 December 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)
1 June 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Quality will be assessed through a combination of the written response, presentation, and references provided by bidders. Moderation will be applied across all these areas to ensure consistency and... |
Quality | 70% |
| Price | Price | 30% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The procedure will consist of four distinct stages, allowing for an initial assessment of interested suppliers. Suppliers will be evaluated against the specific objectives of the new contract through the following stages:
• Selection Stage and Shortlisting
• Invitation to Tender (ITT) and Shortlisting for Presentation
• Presentation of Proposal to the Authority
• Reference Checking
The evaluation of the shortlisting process will be based on the information submitted by the bidding companies. A shortlist of suppliers will be compiled, with the 4 highest-scoring submissions invited to progress to the subsequent stage of the procurement process.
Only those companies that are selected and formally notified will be invited to submit a response during the ITT stage.
Documents
Associated tender documents
https://bidiful-teamportal.app/p/aceadvice
Documents will be made available via Bidiful, following expressions of interest from potential bidders
Please email; ian.henderson@ace-advice.co.uk or call 07833 265675 for access to the tender documentation
Contracting authority
HEATHLAND WHITEFRIARS FEDERATION
- Companies House: 09066965
- Public Procurement Organisation Number: PCQM-9857-LCHR
Heathland School
Harrow
HA2 9AG
United Kingdom
Region: UKI74 - Harrow and Hillingdon
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.
ACE ADVICE LTD
Summary of their role in this procurement: Catering Consultants
- Companies House: 12873828
- Public Procurement Organisation Number: PBBX-5711-VBGM
20 Wenlock Road
London
N1 7GU
United Kingdom
Contact name: Ian Henderson
Telephone: +447833265675
Email: ian.henderson@ace-advice.co.uk
Website: https://www.ace-advice.co.uk/
Region: UKI41 - Hackney and Newham