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Published 19 Feb 2025, 10:00 GMT

Official UK procurement notice

Holiday Activities and Food Programme (HAF)

Official notice

Authority: Swindon Borough Council (Local council)

Framework agreementServicesOpen procedureSME suitable
Sectors: Hotel, restaurant and retail trade services (55)Education & Training (80)Health & Social Care (85)
+2 moreRecreational, cultural and sporting services (92)Community & Cultural Services (98)
 Delivery: South West (UKK14)
Framework ceiling (notional)£3,000,000framework ceiling, not attributable revenue
Submissions closed 19 Mar 2025awarded 30 May 2025

Re-procurement plannedHoliday Activities and Food (HAF) Programme · tender expected

What is being bought

Published requirement description

Swindon Borough Council are looking to procure a Framework of providers to provide

services against the Holiday Activities and Food Programme (HAF).

Activity must take place only within the Spring, Summer and Winter school term holidays. All

sessions must be a minimum of 4-hours in length, and offer a nutritious meal to all eligible

children in attendance, at every session. Aged 4-16.

The aims of the programme are to ensure children eligible for HAF are able to:

  • Eat more healthily and have a greater knowledge of health and nutrition (there needs to be

opportunities families to learn about nutrition and advice on support available)

  • Be more physically active, and partake in physical and enriching activities (which support

the development of resilience, character and wellbeing along with their wider educational

attainment)

  • To socialise and be more engaged with schools and local services
  • Make communities safer and combat social isolation

Providers delivering Holiday Activities and Food Programme (HAF) provision in Swindon will be required to meet the HAF standards as defined by the DfE and outlined within the

Specification.

The initial contract term will be for 12 months with an option to extend for a further 3 years (3

periods of 12 months) for a potential total contract term of 4 years.

The estimated total of the initial term ( 12 months ) for the contract is £750,000 and the

total potential value of the contract is £3,000,000 ( 4 years )

CPV: Children's holiday-camp services · Education and training services · Entertainment services · Health and social work services · Physical well-being services · Sport-related services

How this framework works

From the published notice
Bids received
20 bids received · 19 suppliers appointed

The lotProcurement structure

single lot · value published
Lot #1The Holiday Activities and Food Programme (HAF) TenderAwardedPublished value£3,000,000

The Holiday Activities and Food Programme (HAF) Tender

Swindon Borough Council invites expressions of interest from suitably qualified and

experienced service providers for the provision of the Holiday Activities and Food

Programme (HAF).

Project Description

Swindon Borough Council are looking to procure a Framework of providers to provide

services against the Holiday Activities and Food Programme (HAF).

Activity must take place only within the Spring, Summer and Winter school term holidays. All

sessions must be a minimum of 4-hours in length, and offer a nutritious meal to all eligible

children in attendance, at every session. Aged 4-16.

The aims of the programme are to ensure children eligible for HAF are able to:

  • Eat more healthily and have a greater knowledge of health and nutrition (there needs to be

opportunities families to learn about nutrition and advice on support available)

  • Be more physically active, and partake in physical and enriching activities (which support

the development of resilience, character and wellbeing along with their wider educational

attainment)

  • To socialise and be more engaged with schools and local services
  • Make communities safer and combat social isolation

Providers delivering Holiday Activities and Food Programme (HAF) provision in Swindon will

be required to meet the HAF standards as defined by the DfE and outlined within the

Specification.

Funding rates will be broken down by ‘Activity Type’, as outlined below (per booking, per

4-hour session):

Activity Type: Activity Type Title: Set price per session (minimum 4 hours), per individual

booking:

Activity Type 1 Universal provision for primary school aged children £28

Activity Type 2 Universal provision for secondary school aged children £28

Activity Type 3 Specialist provision for children with targeted or specialist special

educational needs and / or disabilities (SEND). £75

Full details relating to the Services are provided in the tender documents.

To participate, Suppliers will need to Register as a Supplier with ProContract,

www.supplyingthesouthwest.org.uk ↗, then Register an Interest before obtaining access to

the tender documents. In the event of difficulties registering as a supplier, please refer to the

System Administrator Proactis support team [email protected]

Tender clarifications to be submitted in writing via Messaging in ProContract tender portal

by 11th March 2025, 1200 hrs UK Local time. The Council’s responses to these clarification

questions will be issued periodically on the ProContract tender portal.

Tender Responses are required to be submitted no later than 18th March 2025, 1200 hrs UK

Local time via ProContract tender portal - www.supplyingthesouthwest.org.uk ↗

Please note that this project has been advertised on Find a Tender Service (FTS) Contract

Notice/Contracts Finder/ other web portals, however, Supplying the South West Portal,

www.supplyingthesouthwest.org.uk ↗ www.supplyingthesouthwest.org.uk ↗ is

the only portal that includes all the relevant documents required to respond to this

opportunity, bearing

Project Id: DN764107

No Tender submissions will be considered without completing the tender documents in full

including attachments and returning them in alignment with the instructions within the

tender documents.

Delivery: South West
Extensions: The initial contract term will be for 12 months with an option to extend for a further 3 years (3 periods of 12 months) for a potential total contract term of 4 years.Variant bids: not allowed
55243000 Children's holiday-camp services85000000 Health and social work services92300000 Entertainment services92620000 Sport-related services98330000 Physical well-being 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: 800Social value: 100
Published sub-criteria (9)
  • Please provide a short description of the activities you will offer as part of your HAF provision, that complies with the specification requirements. This can be in a list form.: 100
  • Please describe your food offer and how you will provide food within your provision, in line with the requirements in the specification.: 100
  • Please describe how your HAF provision will support eligible children to understand more about healthy eating and/or healthy lifestyles. Please include examples/planned activities, where relevant.: 100
  • Please describe how you will signpost HAF families, and what these families may be signposted to. Please also include the method(s) of signposting you will use to make families aware of other services/opportunities.: 100
  • Please describe what Enriching Activities you will offer and how you will meet the requirements for this standard, as set out in the specification.: 100
  • Please describe what Physical Activities you will offer and how you will meet the requirements for this standard, as set out in the specification.: 100
  • How do you ensure you will effectively safeguard all children within your HAF provision?: 100
  • Please describe how your HAF provision will support those with Special Educational Needs and Disabilities (SEND) to be included within your provision.: 100
  • Social Value Question.: 100
Published award criteria (10)
  • Please provide a short description of the activities you will offer as part of your HAF provision, that complies with the specification requirements. This can be in a list form.: 100
  • Please describe your food offer and how you will provide food within your provision, in line with the requirements in the specification.: 100
  • Please describe how your HAF provision will support eligible children to understand more about healthy eating and/or healthy lifestyles. Please include examples/planned activities, where relevant.: 100
  • Please describe how you will signpost HAF families, and what these families may be signposted to. Please also include the method(s) of signposting you will use to make families aware of other services/opportunities.: 100
  • Please describe what Enriching Activities you will offer and how you will meet the requirements for this standard, as set out in the specification.: 100
  • Please describe what Physical Activities you will offer and how you will meet the requirements for this standard, as set out in the specification.: 100
  • How do you ensure you will effectively safeguard all children within your HAF provision?: 100
  • Please describe how your HAF provision will support those with Special Educational Needs and Disabilities (SEND) to be included within your provision.: 100
  • Social Value Question.: 100
  • Price: 0
What this means for your bid
  • “Holiday Activities and Food Programme (HAF)” is a framework: the contest is a place on its panel, not a single contract.

Procedure terms & legal framework

From the official record
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
19 Feb 2025, 10:00 GMT
Last source update
13 Jun 2025, 13:11 BST
Award evaluation window
18 Mar 2025 – …
Authority reference
DN764107
FTS notice number
2025/S 000-032266
Classification (CPV)
Children's holiday-camp servicesEducation and training servicesEntertainment servicesHealth and social work servicesPhysical well-being servicesSport-related services
Delivery area
South West (UKK14)
Official registry OCID
ocds-h6vhtk-04e341 Find a Tender

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
19 Mar 2025, 12:00 GMT
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bids opened
18 Mar 2025, 12:00 GMT
Detailed submission instructions & authority contactsFrom official release

www.supplyingthesouthwest.org.uk ↗

Timeline

18 Mar 2025 → 13 Jun 2025 · 3 dates
  1. Bids opened
    18 Mar 2025, 12:00 GMT
  2. Admission / appointment period endsperiod end, not a bid countdown
    19 Mar 2025, 12:00 GMT
  3. Notice published
    13 Jun 2025, 13:11 BST

Notice history

2 events · 3 releases on Find a Tender · since 19 Feb 2025
  1. Deadline moved to 19 Mar 2025, 12:00 GMT
    19 Feb 2025, 10:00 GMT
    +1 days · was 18 Mar 2025, 12:00 GMT
  2. Status changed to complete
    13 Jun 2025, 13:11 BST
Published amendments (1 · 1 deadline change)
WhenWhatBeforeAfterShift
—DeadlineIV.2.218 Mar 202519 Mar 2025+1 d
—Bid openingIV.2.718 Mar 202519 Mar 2025+1 d
—TextII.2.4The Holiday Activities and Food Programme (HAF) Tender Swindon Borough Council invites expressions of interest from suitably qualified and experienced service providers for the provision of the Holiday Activities and Food Programme (HAF). Project Description Page 5 to 9 Swindon Borough Council are looking to procure a Framework of providers to provide services against the Holiday Activities and Fo…The Holiday Activities and Food Programme (HAF) Tender Swindon Borough Council invites expressions of interest from suitably qualified and experienced service providers for the provision of the Holiday Activities and Food Programme (HAF). Project Description Page 5 to 9 Swindon Borough Council are looking to procure a Framework of providers to provide services against the Holiday Activities and Fo…

1 amendment published without a description.

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 19admitted to the panel · see the list ↓
Bids received 2020 from SMEs
Contracts signed 19latest 30 May 2025

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

Contracts

  • Contract 032266-2025-1

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-10

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-11

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-12

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-13

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-14

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-15

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-16

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-17

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-18

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-19

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-2

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-3

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-4

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-5

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-6

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-7

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-8

    Signed
    30 May 2025
    Value
    —
    Status
    active

  • Contract 032266-2025-9

    Signed
    30 May 2025
    Value
    —
    Status
    active

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
The Holiday Activities and Food Programme (HAF) Tender20bids · 20 electronic · 20 from abroad20—£1 – £3,000,000
Whole notice———£1 – £3,000,000

Contracting authority & participating public bodies

Swindon Borough Council

Contracting authorityLocal CouncilRegional or local authorityGeneral public services Swindon Borough Council, Civic Offices, Euclid Street, Swindon, South West, SN1 2JHContact name, email Published organisation website ↗

Framework contractors & participating bidders

19 commercial parties on the notice
Show 9 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