West Yorkshire Schools Group Tender for Catering Services

The group of West Yorkshire Primary Schools have come together to tender their catering

services to investigate the financial and qualitative benefits they could be offered through

this process.

The Schools involved and contract start date are : -

Horsforth Newlaithes Primary School 1st April 2022

Broadgate Primary School TBC

Ireland Wood Primary School TBC

Burley Oaks Primary School 1st September 2022

Crossflatts Primary School 1st August 2022

Salus House School 1st April 2022

The Contract Duration and Structure

The Contract will be awarded for a three-year duration with the option of two additional oneyear extensions. Each School will sign a separate agreement with the successful tendering

organisation. There are differing contract start dates detailed above.

The financial structure of the contract is designed to reflect the Schools' aims to reward the

Contractor in a fair manner and based upon contract delivery and to have an open-book

agreement that is easily auditable

The Schools 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 Schools wish 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 Schools objectives for the new contract are as follows:-

 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 a

customer service focused 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 Schools.

 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 hospitality service that will help showcase the Schools through events and to visitors.

 A Contractor that adopts a flexible and proactive approach to all Schools activities.

 A service that is professionally merchandised and marketed with discretion and to the

mutual benefit of the Schools and the Contractor.

 A Contractor that operates using the optimum level of staffing.

 Develops a community food provision that extends to staff, parents, visitors, and the

immediate neighbourhood and promotes food education for all stakeholders.

 Is professionally marketed and promoted to the mutual benefit of the pupils, parents,

Schools, and contractor.

 Demonstrates a flexible approach to all School activities and supports aspects of the

curriculum as appropriate, including positively contributing to the education of pupils about

food and nutrition.

 Is managed by an organisation who works with the Schools in partnership to move the

service forward together.

 Achieves best value and eliminates any subsidies as far as is realistically possible.

Tender Schedule

Publication of advert - November 12th 2021

Bidding companies to visit the schools November 22nd, 23rd, 24th 2021

Clarifications to [email protected] by noon November 26th 2021

Deadline for return of tender responses 14th January 2022

Presentations by shortlisted Contractors

1st February 2022

Site visits or references may take place before Week commencing

Monday 7th February 2022

Contract awarded by Friday 11th February 2022

Mobilisation Meeting TBC

Contract Commencement 1st April, 1st August and 1st September 2022 ( variable start

dates)

Instructions to tenderers

 Please read this entire document before completing your return.

 The information disclosed in your response will be used for evaluation purposes, except if

otherwise indicated.

 Please answer all appropriate questions and sign where specified. Clearly reference your

replies and any supporting documentation.

 All answers must be fully completed even if you have previously submitted information. It

is not sufficient to cross refer to previous responses.

 Do not submit sales or promotional material. This avoids waste and enables the evaluation

team to focus more objectively on tenderers' suitability.

 Documents should be returned as hard (paper) copies via post or courier only.

 The closing date for receipt of the completed tender responses is 12noon, Friday 14th

January 2022 One paper copy should be sent to:

Broadgate Primary School, North Broadgate Lane, Horsforth, Leeds, West Yorkshire, LS18

5AF

FAO: Lorna Sheard Business Manager

 Documents should be placed in plain wrapping labelled only with "Catering Contract

Tender Response - Confidential". This should then be placed in an additional envelope

addressed for the attention of Lorna Sheard as stated above. It should also be labelled with

"Catering Contract Tender Response - Confidential".

 None of the envelopes or wrapping containing the tender responses must bear any

reference to your organisation, the internal document can be branded. Failure to comply

with this will result in automatic disqualification from the tender process.

 Once all compliant hard copies have been received, tenderers will be informed and

requested to send soft copies to [email protected]. Please note that any electronic

copies received before the request for soft copies has been made will be discarded and could

result in disqualification from the tender process.

Site Visits to the Schools 22nd, 23rd, 24th November 2021

Visit to the Schools have been scheduled as follows:

Ireland Wood Primary School , 10.45 am arrive 22nd Nov 2021

Horsforth Newlaithes Primary, 12.15 pm arrive, 22nd Nov 2021

Broadgate Primary School, 10.45 am arrive, 23rd Nov 2021

Burley Oaks Primary School, 12.30 pm arrive, 23rd Nov 2021

Crossflatts Primary School, 11.15 am arrive , 24th Nov 2021

Salus House School , No visit , Possible January 2022

During the visit, tenderers will have the opportunity to briefly view the kitchen and service

area. Due to pandemic restrictions, it will only be possible for one member of your team to

attend the site visit; please adhere to this request. Please provide the name and DBS details

of the person attending for security purposes when confirming your intention to bid (on the

Form of Acknowledgement) Contractors are reminded NOT to direct any questions to

members of the catering team during the site visit.

General queries about the School and technical questions should be emailed to Red Box at

[email protected]. All questions and answers will be circulated to all tenderers once the

visits are completed.

Presentation

1st February 2022 - TBC School

Short-listed organisations will be invited to present to representatives from the Schools. As

soon as the timings of presentations on 1st February 2022 have been confirmed it will be

communicated to all tendering organisations. Please ensure that you keep that day free for

presentations. An agenda will be provided nearer the time detailing how long you have and

the areas that you will be asked to present and discuss on. It will be a requirement of the

presentation that the Area or Operations Manager who will have direct responsibility for the

contract is present. Additional information: Pivot Academy Trust Contract is outstanding and not yet awarded.