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Find a TenderAwardedContract details notice
Published 21 May 2025, 11:08 BST

Official UK procurement notice

Catering purchasing service (including a products management system)

Official notice

Authority: University Of York (Pelican) (Education)

Framework agreementServicesOpen procedureAbove thresholdSME suitable
Sectors: Software Packages & ERP (48)Business Services & Consultancy (79) Delivery: Yorkshire & Humber (UKE21)
Framework ceiling (notional)£20,000,000framework ceiling, not attributable revenue · 1 value update
Submissions closed 23 Mar 2026awarded 8 Apr 2026
Awarded to Pelican Procurement Services
Framework period 3 yrsends 31 Aug 2029 · up to 31 Aug 2034 with extensions · starts 1 Sept 2026

What is being bought

Published requirement description

The University has over 10 restaurants and cafés across out campuses that serve a range of food and drink options to staff, students and the general public (www.york.ac.uk/eat-drink-shop/eat-d… ↗), there are also outlets servicing student accommodation. Most of these outlets are on the two main campuses at Heslington with two off-campus locations at Fairfax House and in the city centre at the Guildhall York.

The Supplier is to provide a catering purchasing service (including a products management system) which maximises value for money whilst delivering an integrated, customer-focused service.

A catering purchasing service will be provided that covers all stages of the procurement process from defining business needs and developing specifications through to contract and supplier relationship management.

The service will cover the above contracting activity and management of suppliers including annual price reviews and adherence to public procurement regulation and University financial regulations.

A catering and stock management system is to be provided which includes menu and recipe management, inventory and procurement and financial administration including summary billing.

The tender process has concluded, and a Supplier selected to fully deliver the service.

For clarity, the total value stated in this notice is an estimate of the maximum value of spend on catering at the University if the full term of the contract including extensions is enacted (£20,000,000 inc VAT).

CPV: Business and management consultancy and related services · Industry specific software package

How this framework works

From the published notice
Bids received
2 bids received · 1 suppliers appointed
Framework period
3 yrs · up to 8 yrs from 1 Sept 2026

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 3 yrsPublished value£20,000,000
Contract period: 1 Sept 2026 – 31 Aug 2029 (3 yrs) · up to 31 Aug 2034 with extensionsValue: £20,000,000 exc. VAT · £20,000,000 inc. VAT
Delivery: Yorkshire & Humber
Extensions: 3 year initial term + 3 year + 2 year optional extensions
48100000 Industry specific software package79400000 Business and management consultancy and related services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 85%Price: 15%
Published sub-criteria (2)
  • Technical: 85%
  • Commercial: 15%
Published award criteria (2)
  • Technical
  • Commercial
What this means for your bid
  • Price carries 15 of 100 points: a 10% discount moves about 1.5 points. The method statement decides this lot, not the discount.
  • “Catering purchasing service (including a products management system)” is a framework: the contest is a place on its panel, not a single contract.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use the vehicle
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
21 May 2025, 11:08 BST
Last source update
23 Sept 2026, 14:44 BST
Award evaluation window
Submission end – 22 May 2026
Authority reference
UY PROC 1203
FTS notice number
2026/S 000-013252
Latest notice
Contract details notice (UK7)
Classification (CPV)
Business and management consultancy and related servicesIndustry specific software package
Delivery area
Yorkshire & Humber (UKE21)
Official registry OCID
ocds-h6vhtk-051a1e Find a Tender

How it was run

Official notice
Run through: In-tend · Who buys & how to bid on In-tend
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup
Appointment period ends
23 Mar 2026, 12:00 GMT
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

The University will use their eTendering system in this procurement exercise. Prospective suppliers should first register on the In-Tend system at in-tendhost.co.uk/york/ ↗. You will then need to login using the email address and password you have chosen and click on 'Current Tenders'. You will then be able to express an interest in the tender opportunity and immediately view and download the tender documentation. All bids must be submitted via In-Tend, using the same link.

Timeline

21 May 2025 → 23 Sept 2026 · 9 dates
  1. Planning notice published
    21 May 2025, 11:08 BST
  2. Next notice expected
    1 Sept 2025, 23:59 BST
  3. Market engagement
    1 Sept 2025, 23:59 BST

    The University of York has issued a market engagement questionnaire to seek feedback from the Catering Purchasing Service and Catering Products Management system market to help it to shape its strategy prior to advertising its tender.

    The questionnaire can be accessed through the In-tend e-procurement portal on the following link (in-tendhost.co.uk/york/aspx/Home ↗) until 17:00 Monday 1st September 2025

    The aim of this Preliminary Market Engagement (PME) is twofold, firstly to notify the market of the University's requirements, and for the University to obtain detailed feedback from potential suppliers who can deliver the requirements to the University.

    The University intends to utilise the information collected from this engagement questionnaire to develop a procurement strategy to take to market to procure and secure a supplier to meet its requirements. It is hoped that shaping and refining the procurement strategy will result in an awareness of the University's requirements within the marketplace, and that early engagement with suppliers will enable the University to achieve its objectives. This engagement process shall therefore be of benefit to both the University and potential bidders.

    This document asks questions on areas where the University is keen to receive feedback. These are not considered exhaustive, and respondents are invited to raise other areas they believe are relevant.

    Parties wishing to take part in this engagement process are asked to complete the questionnaire and return by upload to the In-tend e-procurement portal (in-tendhost.co.uk/york/aspx/Home ↗) by 17:00 Monday 1st September 2025.

  4. Tender notice published245 days ago
    13 Feb 2026, 10:06 GMT
  5. Admission / appointment period ends207 days ago · period end, not a bid countdown
    23 Mar 2026, 12:00 GMT
  6. Assessment summaries sent162 days ago
    8 May 2026, 00:00 BST
  7. Award decision expected by147 days ago
    22 May 2026, 23:59 BST
  8. Contract starts46 days ago
    1 Sept 2026, 00:00 BST
  9. Latest notice published23 days ago
    23 Sept 2026, 14:44 BST

Notice history

13 events · 7 releases on Find a Tender · since 21 May 2025
  1. Pipeline notice published
    21 May 2025, 11:08 BST
    UK1
  2. Preliminary market engagement notice published
    4 Aug 2025, 16:12 BST
    UK2
  3. Preliminary market engagement notice published
    4 Aug 2025, 16:15 BST
    UK2
  4. Preliminary market engagement notice published
    14 Aug 2025, 11:29 BST
    UK2
  5. Tender notice published
    13 Feb 2026, 10:06 GMT
    UK4
  6. Published value updated
    13 Feb 2026, 10:06 GMT
  7. Status changed to active
    13 Feb 2026, 10:06 GMT
  8. Procurement method changed
    13 Feb 2026, 10:06 GMT
  9. Deadline published: 23 Mar 2026, 12:00 GMT
    13 Feb 2026, 10:06 GMT
  10. Contract award notice published
    8 May 2026, 10:15 BST
    UK6
  11. Status changed to complete
    8 May 2026, 10:15 BST
  12. Contract signature expected
    1 Jul 2026, 23:59 BST
    scheduled
  13. Contract details notice published
    23 Sept 2026, 14:44 BST
    UK7
Published amendments (1)

Engagement deadline When the engagement period will end. 01 09 2025

Routine re-releases (7)
  • 2025-08: 3 releases · 4 Aug 2025, 14 Aug 2025
  • 2025-05: 1 release · 21 May 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 11 award · see the list ↓
Bids received 22 from SMEs
Named bidders 2published on the award notice
Contracts signed 1latest 25 Aug 2026
Awarded toValueDateStatus
Pelican Procurement ServicesSME +1 more1 Sept 2026 – 31 Aug 2029 · up to 31 Aug 2034Extensions: 3 year initial term + 3 year + 2 year optional extensions£20,000,000 inc. VAT8 Apr 2026Awarded

Contracts

  • Contract 1 · Pelican Procurement ServicesSME +1 more

    Signed
    25 Aug 2026
    Value
    £20,000,000 inc. VAT
    Period
    1 Sept 2026 – 31 Aug 2029 · up to 31 Aug 2034 with extensions
    Status
    active
    Extensions
    3 year initial term + 3 year + 2 year optional extensions
    3 agreed KPIs: System Availability · Service Desk Availability · Supplier Management
    • System Availability
    • Service Desk Availability
    • Supplier Management

Bid statistics published by the authority

BidsSMEVCSEValid bid range
2final-stage tenders20—

Who bid

Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.

Contracting authority & participating public bodies

University of York

Contracting authorityPublic authority - sub-central government GB-PPON: PRDQ-5539-WTHX · GB-UKPRN: 10007167 Heslington, York, Yorkshire & Humber, YO10 5DDContact email

Framework contractors & participating bidders

3 commercial parties on the notice · 2 awarded

Official documents & specifications (8)

Official links; attachments are not copied

Tender pack and attachments

Notices published for this procedure