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Published 12 May 2022, 16:23 BST

Official UK procurement notice

Gloucestershire Holiday Activities and Food Programme (HAF)

Official notice

Authority: Gloucestershire County Council- (Local council)

Framework agreement18 lotsServicesOpen procedureSME suitable
Sectors: Health & Social Care (85)Recreational, cultural and sporting services (92)Community & Cultural Services (98) Delivery: South West (UKK13)
Framework ceiling (notional)£4,500,000total for 18 lots · framework ceiling, not attributable revenue
Submissions closed 14 Jun 2022awarded 18 Jul 2022
Lots 18see the lot list below

Re-procurement openProvision of a Support, Help and Resources (SHaRe) Programme for Children’s Services in Gloucestershire · bids close

What is being bought18 lots · detail below

Published requirement description

The Holiday Activities and Food programme (HAF) is funded by the Department for Education to deliver activities and food to children and young people eligible for benefits related Free School Meals (FSM) during the three main school holiday periods.

In Gloucestershire we are establishing a modified (pseudo) framework which has three lots, each with six district sub-lots:

Lot 1 Six District Leads to cover Gloucester City; Cheltenham Borough; Tewkesbury District; Forest of Dean District; Stroud District and the Cotswolds, who will develop and deliver the programme each District. Only one provider may be appointed per district, providers can bid for more than one district. Lot 1 is now awarded and closed for new entrants.

Lot 2 Activity Providers to cover Gloucester City; Cheltenham Borough; Tewkesbury District; Forest of Dean District; Stroud District and the Cotswolds, working with District leads who will develop and deliver the programme each District and countywide providers. Multiple providers may be appointed per district, providers can bid for more than one district.

Lot 3 Specialist SEND providers to cover Gloucester City; Cheltenham Borough; Tewkesbury District; Forest of Dean District; Stroud District and the Cotswolds, working with District leads who will develop and deliver the programme each District.

Multiple providers may be appointed per district, providers can bid for more than one district. Please note that while Lots 2 and 3 will allow new applications to be submitted, they will only be assessed three times a year, approximately 10 weeks before the next HAF holiday. Exact dates will be confirmed once school holidays are, via the link procontract.due-north.com/Advert ↗. List of suppliers on framework: procontract.due-north.com/ContractsRegister/Vi… ↗

We expect potential providers to meet a number of minimum standards; these are detailed in the ITT. We advise all interested providers to read the entire ITT and all documents referenced or linked to within the ITT carefully, to inform themselves about the opportunity and whether they would be interested in submitting a response. Please login to Procontract via www.supplyingthesouthwest.org.uk ↗ and register your interest in the opportunity.

All questions related to this contract should be sent using the discussions function which will be available once you have logged in and registered your interest

CPV: Health and social work services · Other community, social and personal services · Recreational, cultural and sporting services

How this framework works

From the published notice
Places
up to 999 suppliers · 22 bids on the busiest of 17 lots (0.0 per place) · 54 appointed

Lots and requirements (18)Procurement structure

18 lots · no lot values published · same evaluation weights on every lot
Shared scope across 6 of 18 lots

The purpose of the District Lead Organisation is to develop and deliver the HAF programme in that District, to ensure that the provision meets DFE requirements, and the HAF framework standards.

The District Leads will meet regularly as members of the Gloucestershire HAF delivery group, be supported the by the GCC HAF team and encouraged to share good practice across the County.

Only one provider may be appointed per district, providers can bid for more than one district. Successful bidders to Lot 1 will be issued with a three-year call-off contract with option to break if annual funding not received from the DFE.

Lot #1Gloucester City District LeadAwarded
Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services
Lot #2Cheltenham Borough District LeadAwarded
Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #3Tewkesbury District LeadAwarded
Delivery: South West
Variant bids: not allowed
98000000 Other community, social and personal services
Lot #4Forest of Dean District LeadAwarded
Delivery: South West
Variant bids: not allowed
98000000 Other community, social and personal services
Lot #5Stroud District LeadAwarded
Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #6The Cotswolds District LeadCancelled
Delivery: South West
Variant bids: not allowed
98000000 Other community, social and personal services
Lot #7Gloucester City Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #8Cheltenham Borough Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #9Tewkesbury District Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #10Forest of Dean District Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #11Stroud District Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #12The Cotswolds Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #13Gloucester City Specialist SEND Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Lot 3 Applicants will be specialist providers for children and young people with more complex special educational needs and/or disabilities and will be required to demonstrate that they have the appropriate policies and procedures in place to keep children safe and provide activities that they enjoy. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #14Cheltenham Borough Specialist SEND Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Lot 3 Applicants will be specialist providers for children and young people with more complex special educational needs and/or disabilities and will be required to demonstrate that they have the appropriate policies and procedures in place to keep children safe and provide activities that they enjoy. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #15Tewkesbury District Specialist SEND Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Lot 3 Applicants will be specialist providers for children and young people with more complex special educational needs and/or disabilities and will be required to demonstrate that they have the appropriate policies and procedures in place to keep children safe and provide activities that they enjoy. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #16Forest of Dean District Specialist SEND Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Lot 3 Applicants will be specialist providers for children and young people with more complex special educational needs and/or disabilities and will be required to demonstrate that they have the appropriate policies and procedures in place to keep children safe and provide activities that they enjoy. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #17Stroud District Specialist SEND Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Lot 3 Applicants will be specialist providers for children and young people with more complex special educational needs and/or disabilities and will be required to demonstrate that they have the appropriate policies and procedures in place to keep children safe and provide activities that they enjoy. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal services
Lot #18The Cotswolds Specialist SEND Activity ProvidersAwarded

Activity providers will deliver HAF provision in one or more Districts, in liaison with the District Lead Organisation. Lot 3 Applicants will be specialist providers for children and young people with more complex special educational needs and/or disabilities and will be required to demonstrate that they have the appropriate policies and procedures in place to keep children safe and provide activities that they enjoy. Applicants are required to indicate in their application whether they can deliver for both Summer and Winter Holiday periods in 2022 and proposals for delivery as these HAF holiday work packages will be called off immediately on award to the framework. Multiple providers may be appointed per district, providers can bid for more than one district.

Delivery: South West
Variant bids: not allowed
92000000 Recreational, cultural and sporting services98000000 Other community, social and personal 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 · same split on all 18 lots
Quality: 90%Price: 10%
Published award criteria (2)
  • Quality: 90
  • Price: 10
What this means for your bid
  • Price carries 10 of 100 points: a 10% discount moves about 1 point. The method statement decides this lot, not the discount.
  • “Gloucestershire Holiday Activities and Food Programme (HAF)” is a framework: the contest is a place on its panel, up to 999 suppliers, 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 · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Services
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
12 May 2022, 16:23 BST
Last source update
2 Nov 2022, 14:43 GMT
Award evaluation window
14 Jun 2022 – …
Authority reference
DN612023
FTS notice number
2022/S 000-030971
Classification (CPV)
Health and social work servicesOther community, social and personal servicesRecreational, cultural and sporting services
Delivery area
South West (UKK13)
Official registry OCID
ocds-h6vhtk-033724 Find a Tender
Contract terms
Performance terms

In the procurement documents

Publisher note: The latest psuedo-framework updates can be found https://procontract.due-north.com/Advert?advertId=65460f84-35d1-ec11-8114-005056b64545&p=696a9836-1895-e511-8105-000c29c9ba21

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredLanguage: EN
Access & registration note: Free · short registration with manual review; public opportunity list
Appointment period ends
14 Jun 2022, 10:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Supplier levy on call-offs (max %)
document
Bid validity
180 days from the deadline
Bids opened
14 Jun 2022, 10:10 BST
Detailed submission instructions & authority contactsFrom official release

procontract.due-north.com/Advert/Index ↗

Timeline

14 Jun 2022 → 2 Nov 2022 · 3 dates
  1. Admission / appointment period endsperiod end, not a bid countdown
    14 Jun 2022, 10:00 BST
  2. Bids opened
    14 Jun 2022, 10:10 BST
  3. Notice published
    2 Nov 2022, 14:43 GMT

Notice history

1 event · 2 releases on Find a Tender
  1. Status changed to complete
    2 Nov 2022, 14:43 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 54admitted to the panel · see the list ↓
Bids received 2222 from SMEs · busiest of 17 lots
Contracts signed 17latest 18 Jul 2022

17 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

  • Contract 030971-2022-10-10

    Signed
    18 Jul 2022
    Value
    £340,587
    Status
    active

  • Contract 030971-2022-11-11

    Signed
    18 Jul 2022
    Value
    £302,298
    Status
    active

  • Contract 030971-2022-12-12

    Signed
    18 Jul 2022
    Value
    £61,647
    Status
    active

  • Contract 030971-2022-13-13

    Signed
    18 Jul 2022
    Value
    £34,641
    Status
    active

  • Contract 030971-2022-14-14

    Signed
    18 Jul 2022
    Value
    £50,556
    Status
    active

  • Contract 030971-2022-15-15

    Signed
    18 Jul 2022
    Value
    £111,720
    Status
    active

  • Contract 030971-2022-16-16

    Signed
    18 Jul 2022
    Value
    £52,533
    Status
    active

  • Contract 030971-2022-17-17

    Signed
    18 Jul 2022
    Value
    £46,497
    Status
    active

  • Contract 030971-2022-2-2

    Signed
    18 Jul 2022
    Value
    £69,804
    Status
    active

  • Contract 030971-2022-3-3

    Signed
    18 Jul 2022
    Value
    £81,975
    Status
    active

  • Contract 030971-2022-4-4

    Signed
    18 Jul 2022
    Value
    £110,805
    Status
    active

  • Contract 030971-2022-5-5

    Signed
    18 Jul 2022
    Value
    £59,781
    Status
    active

  • Contract 030971-2022-6-6

    Signed
    18 Jul 2022
    Value
    £359,100
    Status
    active

  • Contract 030971-2022-7-7

    Signed
    18 Jul 2022
    Value
    £209,265
    Status
    active

  • Contract 030971-2022-8-8

    Signed
    18 Jul 2022
    Value
    £304,959
    Status
    active

  • Contract 030971-2022-9-9

    Signed
    18 Jul 2022
    Value
    £628,038
    Status
    active

  • Contract 030971-2022-1-1

    Signed
    11 Jul 2022
    Value
    £68,319
    Status
    active

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Gloucester City District Lead2bids · 2 electronic2——
2 · Cheltenham Borough District Lead1bids · 1 electronic1——
3 · Tewkesbury District Lead1bids · 1 electronic1——
4 · Forest of Dean District Lead2bids · 2 electronic2——
5 · Stroud District Lead1bids · 1 electronic1——
7 · Gloucester City Activity Providers22bids · 22 electronic22——
8 · Cheltenham Borough Activity Providers12bids · 12 electronic12——
9 · Tewkesbury District Activity Providers10bids · 10 electronic10——
10 · Forest of Dean District Activity Providers9bids · 9 electronic9——
11 · Stroud District Activity Providers16bids · 16 electronic16——
12 · The Cotswolds Activity Providers10bids · 10 electronic10——
13 · Gloucester City Specialist SEND Activity Providers2bids · 2 electronic2——
14 · Cheltenham Borough Specialist SEND Activity Providers2bids · 2 electronic2——
15 · Tewkesbury District Specialist SEND Activity Providers2bids · 2 electronic2——
16 · Forest of Dean District Specialist SEND Activity Providers2bids · 2 electronic2——
17 · Stroud District Specialist SEND Activity Providers2bids · 2 electronic2——
18 · The Cotswolds Specialist SEND Activity Providers2bids · 2 electronic2——

Contracting authority & participating public bodies

Gloucestershire County Council

Contracting authorityLocal CouncilRegional or local authorityGeneral public services Shire Hall, Gloucester, South West, GL1 2THContact name, email, phone Published organisation website ↗

Framework contractors & participating bidders

65 commercial parties on the notice · 50 awarded

The first 50 of 65 commercial parties (by name); the JSON mirror lists them all.

Show 40 more suppliers

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria