Scope
Reference
CSC25164
Description
Torbay Council has been successful in obtaining grant funding by the Department for Education (DfE) to roll out a Holiday Activities and Food Programme for 2026.
The purpose of the funding is to ensure that children and young people have access to food and activities over the school holiday periods where they are eligible for Free School Meals. Local Authorities require face-to-face provision over the school holidays. The number of children / young people eligible for the provision is estimated to be around 5,451. As a minimum, it's expected that roughly 20-25% of those eligible will take up the offer per School Holiday.
Torbay Council are procuring an open framework of providers for this requirement. The time period of the framework and the reopening arrangements are subject to confirmed funding from the DfE.
Commercial tool
Establishes an open framework
Total value (estimated)
- £4,000,000 excluding VAT
- £4,800,000 including VAT
Above the relevant threshold
Main procurement category
Services
CPV classifications
- 55243000 - Children's holiday-camp services
- 85300000 - Social work and related services
- 98000000 - Other community, social and personal services
Contract locations
- UKK42 - Torbay
Lot constraints
Maximum number of lots a supplier can bid for: 4
Maximum number of lots a supplier can be awarded: 4
Description of how multiple lots may be awarded:
This Framework is being divided into the following Lots.
• Lot 1 - Torquay based sites.
• Lot 2 - Paignton based sites.
• Lot 3 - Brixham based sites.
• Lot 4 - 13 - 16 year olds.
• Lot 5 - Children with complex SEND
With regards to Lots 1 through 3, Applicants can be awarded a maximum of two Lots and may apply for any combination of Lots 1 through 3. Applicants will be limited to a maximum of two Lots that they can apply for.
Lot 4 and 5 are standalone Lots and can be applied for in combination with Lots 1 to 3. Lot 4 and 5 may be awarded to Applicants who have been awarded to two of the other Lots.
Successful Applicant(s) may be awarded to the framework for an individual Lot or combination of Lots applied for.
Please note: If an Applicant applies for more than one Lot and is successful for each Lot, they must be confident that they are able to fulfil the individual specification requirements for each Lot. Where Applicants apply for multiple Lots, they must be able to deliver each Lot in isolation of the other Lots as there is no guarantee Applicants will be awarded all Lots that they bid for.
Not the same for all lots
Contract dates are shown in Lot sections, because they are not the same for all lots.
Lot 1. Lot 1 - Torquay Based Sites
Description
Lot 1 - HAF Provision at Torquay Based Sites
Lot value (estimated)
- £1,411,200 excluding VAT
- £1,693,440 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 3 April 2026 to 2 April 2027
- 1 year
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 2. Lot 2 - Paignton Based Sites
Description
Lot 2 - HAF Provision at Paignton Based Sites
Lot value (estimated)
- £1,411,200 excluding VAT
- £1,693,440 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 3 April 2026 to 2 April 2027
- 1 year
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 3. Lot 3 Brixham Based Sites
Description
Lot 3 - HAF provision at Brixham Based Sites
Lot value (estimated)
- £403,200 excluding VAT
- £483,840 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 3 April 2026 to 1 February 2027
- 9 months, 29 days
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 4. Lot 4 - Provision for 13-16 year olds
Description
Lot 4 - Specific HAF provision for 13-16 year olds
Lot value (estimated)
- £403,200 excluding VAT
- £483,840 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 3 April 2026 to 2 April 2027
- 1 year
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 5. Lot 5 - Provision for Children with Complex Send
Description
Lot 5 - Specific HAF provision at for Children with Complex SEND
Lot value (estimated)
- £216,000 excluding VAT
- £259,200 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 6 April 2026 to 2 April 2027
- 11 months, 27 days
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Framework
Open framework scheme end date (estimated)
2 April 2034
Maximum number of suppliers
Unlimited
Maximum percentage fee charged to suppliers
0%
Framework operation description
The Framework will be re-opened on an annual basis.
When the framework reopens, Applicants already awarded a place on the current framework will have the option of:
• Being assessed on a tender relating to the previous framework award; or
• Submitting a new tender for assessment; or
• Leaving the framework - Not applying for a place on the new framework
Applicants may be re-ranked on the framework following the assessment of new tenders.
Award method when using the framework
Either with or without competition
Contracting authorities that may use the framework
Establishing party only
Participation
Legal and financial capacity conditions of participation
Lot 1. Lot 1 - Torquay Based Sites
Lot 2. Lot 2 - Paignton Based Sites
Lot 3. Lot 3 Brixham Based Sites
Lot 4. Lot 4 - Provision for 13-16 year olds
Lot 5. Lot 5 - Provision for Children with Complex Send
Financial Capacity
Confirmation of ability to obtain relevant insurances after contract award but before delivery start
Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information.
Technical ability conditions of participation
Lot 1. Lot 1 - Torquay Based Sites
Lot 2. Lot 2 - Paignton Based Sites
Lot 3. Lot 3 Brixham Based Sites
Lot 4. Lot 4 - Provision for 13-16 year olds
Lot 5. Lot 5 - Provision for Children with Complex Send
Data Protection
Modern Slavery
Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information.
Particular suitability
Lot 1. Lot 1 - Torquay Based Sites
Lot 2. Lot 2 - Paignton Based Sites
Lot 3. Lot 3 Brixham Based Sites
Lot 4. Lot 4 - Provision for 13-16 year olds
Lot 5. Lot 5 - Provision for Children with Complex Send
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
17 December 2025, 12:00pm
Tender submission deadline
14 January 2026, 12:00pm
Submission address and any special instructions
In order to provide unrestricted, full, direct and free of charge access to the Tender Documents the Authority is providing the Documents in PDF format in the Opportunities Area of the ProContract e-Tendering portal at www.supplyingthesouthwest.org.uk
In order to access amendable versions of the Documents and to submit a response Applicants must be registered as Suppliers on ProContract. Applicants should then express an interest in the opportunity and download the Word and Excel format Documents for completion and submission.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
23 February 2026
Recurring procurement
Publication date of next tender notice (estimated): 2 December 2026
Award criteria
Lot 1. Lot 1 - Torquay Based Sites
Lot 2. Lot 2 - Paignton Based Sites
Lot 4. Lot 4 - Provision for 13-16 year olds
| Name | Description | Type | Weighting |
|---|---|---|---|
| Method Statements | Quality for service and contract delivery. There are 5 method statements in total which add up to percentage weighting. |
Quality | 70.00% |
| Price | Pricing for the first year of provision delivery. Capped at a maximum of £30 per child for this lot. |
Price | 30.00% |
Lot 3. Lot 3 Brixham Based Sites
| Name | Description | Type | Weighting |
|---|---|---|---|
| Method Statements | Quality for service and contract delivery. There are 5 method statements in total which add up to percentage weighting. |
Quality | 70.00% |
| Price | Pricing for the first year of provision delivery. Capped at a maximum of £30 per child for Lots 1-4 and £75 per child for Lot 5. |
Price | 30.00% |
Lot 5. Lot 5 - Provision for Children with Complex Send
| Name | Description | Type | Weighting |
|---|---|---|---|
| Method Statement | Quality for service and contract delivery. There are 5 method statements in total which add up to percentage weighting. |
Quality | 70.00% |
| Price | Pricing for the first year of provision delivery. Capped at a maximum of £75 per child for this lot. |
Price | 30.00% |
Other information
Payment terms
In consideration of the provision of the Services by the Supplier in accordance with the terms and conditions of this Contract, the Authority shall pay the Charges to the Supplier.
The Charges shall be calculated as set out in the Payment Schedule.
Unless otherwise stated in the Payment Schedule the Charges:
(a) shall be payable from the Commencement Date;
(b) shall remain fixed during the Term unless agreed by both parties; and
(c) are the entire price payable by the Authority to the Supplier in respect of the Ser-vices and includes, without limitation, any royalties, licence fees, supplies and all consumables used by the Supplier, travel costs, accommodation expenses and the cost of Supplier Personnel.
The Authority shall pay each properly submitted invoice received by the Supplier within 30 days of the date when Authority has determined that the invoice is a valid and undisputed in-voice. The Supplier shall accept payment electronically via BACS.
Further information on payment terms can be found in section 3 of the Call-Off Contract.
Description of risks to contract performance
Risk - Tendering for framework prior to confirmation from DfE of funding
Modification required if risk arises - Not award call-off contracts or delay start of Framework.
Risk - Changes to procurement process and delivery requirements reduces number of provisions bid for.
Modification required if risk arises - Re-open framework opportunity early
Further risk information:
Additional information on risks can be found in Section B5 of Part 2 Specification.
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.supplyingthesouthwest.org.uk/
In order to provide unrestricted, full, direct and free of charge access to the Tender Documents, the Authority is providing the documents in PDF in the Opportunities Area of the ProContract e-tendering portal at https://www.supplyingthesouthwest.org.uk/
In order to access amendable versions of the documents and to submit a response, Applicants must be registered as Suppliers on ProContract. Applicants should then express an interest in the opportunity and download the Work and Excel format documents for completion and submission.
Contracting authority
Torbay Council
- Public Procurement Organisation Number: PXLG-3144-TYMJ
Town Hall
Torquay
TQ1 3DR
United Kingdom
Contact name: Clare Farquhar
Telephone: +441803 208514
Email: clare.farquhar@torbay.gov.uk
Website: http://www.torbay.gov.uk/
Region: UKK42 - Torbay
Organisation type: Public authority - sub-central government