Official UK procurement notice
Provision of an end-to-end Catering Services
Authority: FIRST TRENITALIA WEST COAST RAIL LIMITED (Public body)
What is being bought
Published requirement descriptionProvision of an end-to-end Catering Services including
product sourcing & procurement with associated supply
chain management into service centres and final mile
logistics (from receipt of goods into service centre
through to delivery to train side).
Procurement of Catering services to include:
- New Product Development and Procurement for AWC Catering
Sourcing and Management: Identify and procure food, drink, consumables, and equipment at the best value for money, ensuring competitiveness throughout the product
lifecycle, and value chain.
Supplier Assurance: Maintain a safe and responsible supplier base.
Supplier Management: Oversee lower-tier food and product suppliers, whether sourced by the supplier or designated by AWC.
Product Specification and Supply: Specify, order, and supply food and ancillary catering products. This includes creating documentation such as calorific and allergen information
and maintaining the bill of materials.
Inventory Accountability: Ensure the correct level of food and catering products are available for order and/or distribution to the final mile logistics supplier.
- Logistics End-to-End Last Mile Delivery of Produce to Trains
Warehouse Management: Ensure professional, safe, and efficient warehouse operations, including the use of relevant IT systems, ensuring 'best in class inventory management.
Availability and Waste Management: Maximise product availability while minimising waste.
Delivery Coordination: Deliver products to trains, lounges, and other locations as per AWC's forecasts and orders.
Premises and Asset Maintenance: Maintain AWC premises and assets.
Safety Systems: Implement robust safety and food safety systems to manage, monitor, and minimize all safety risks.
Supplier Staff Management: Engage and manage supplier staff to minimise sickness and turnover
Note: TUPE applies for incumbent Supplier staff to the provision of Catering Services.
Details on the T&Cs and the extent/nature of dialogue/negotiation during the process will
be provided to down-selected bidders only during the ITN stage.
- How the procedure runs: This will be a two-stage process with a Pre-Qualification Stage (PQQ) followed by down-selection of a limited number of Applicants to proceed to an Invitation to Negotiate (ITN) stage. AWC Procurement will manage the tender process, which will be carried out in accordance with the Procurement Act 2023. The process will not make use of an electronic auction. The Client reserves the right at its absolute discretion throughout the procurement process: 1. to amend and refine the award criteria, 2. to amend and refine the proposed procurement procedure prior to issuing the ITN, and 3. not to proceed with a contract award. Following the evaluation of the PQQ responses, the Client will shortlist the applicants it will invite to tender in accordance with the terms of the PQQ. The Client reserves the right to limit the number of applicants that are invited to tender to a maximum of four (4) applicants. Only applicants that score a "pass" for all non-qualitatively scored questions in the PQQ (outlined within tab 5 to 7 within the PQQ questionnaire) will be considered and Applicants will then be ranked in order of highest to lowest score. The Client reserves the right, in its absolute discretion, to invite more applicants into the ITN process if there is a tie in the scores between two (2) or more applicants for the final place. . Those tenderers shortlisted from the PQQ stage will be invited to submit a proposal based on the ITN. Submissions will be evaluated during the ITN stage, allowing internal teams to select the most advantageous tender (MAT) based on both qualitative and cost evaluations, including final contract negotiations. All tenderers will be taken to a presentation stage to demonstrate their confidence in delivery. The procurement timeline will be published and aimed at appointing a new supplier by 1st April 2026 to allow for mobilisation, with the contract start date set for 1st July 2026. The existing suite of First Group systems (e,g, WAX Portal) will support the process, ensuring full transparency and auditability in accordance with the new Procurement Act 2023. Details on the T&Cs and the extent/nature of dialogue/negotiation during the process will be provided to down-selected bidders only during the ITN stage.
CPV: Catering services for transport enterprises
How this framework works
From the published notice- Bids received
- 2 bids received · 1 suppliers appointed
- Framework period
- 5 yrs · up to 7 yrs from 1 Jul 2026
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£259,800,000
- Condition of participationshortlisting
This will be a two-stage process with a Pre-Qualification Stage (PQQ) followed by down-selection of a limited number of Applicants to proceed to an Invitation to Negotiate (ITN) stage. AWC Procurement will manage the tender process, which will be carried out in accordance with the Procurement Act 2023. The process will not make use of an electronic auction.
The Client reserves the right at its absolute discretion throughout the procurement process:
- to amend and refine the award criteria,
- to amend and refine the proposed procurement procedure prior to issuing the ITN, and
- not to proceed with a contract award
Following the evaluation of the PQQ responses, the Client will shortlist the applicants it will invite to tender in accordance with the terms of the PQQ. The Client reserves the right to limit the number of applicants that are invited to tender to a maximum of four (4) applicants. Only applicants that score a "pass" for all non-qualitatively scored questions in the PQQ will be considered and Applicants will then be ranked in order of highest to lowest score. The Client reserves the right, in its absolute discretion, to invite more applicants into the ITN process if there is a tie in the scores between two (2) or more applicants for the final place.
Those tenderers shortlisted from the PQQ stage will be invited to submit a proposal based on the ITN. Submissions will be evaluated during the ITN stage, allowing internal teams to select the most advantageous tender (MAT) based on both qualitative and cost evaluations, including final contract negotiations. All tenderers will be taken to a presentation stage to demonstrate their confidence in delivery.
The procurement timeline will be published and aimed at appointing a new supplier by 1st April 2026 to allow for mobilisation, with the contract start date set for 1st July 2026.
The existing suite of First Group systems (e,g, WAX Portal) will support the process, ensuring full transparency and auditability in accordance with the new Procurement Act 2023.
What it takes to wini
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 morei
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).
Published sub-criteria (3)
- Qualitative Weighting: 55%
- Contract Evaluation: 5%
- Commercial: 40%
Published award criteria (3)
- Qualitative Weighting: 1 Contract Objectives 3% 2 Management & Staffing 2% 3 Safety 4% 4 Contracts & Contract Management 4% 5 Sustainability 4% 6 Embracing Digital Transformation and Automation 4% 7 New Product and Menu Development 4% 8 Procurement 4% 9 Food Safety 4% 10 Supplier Management 1% 11 Inventory Management 6% 12 Infrastructure 3% 13 Deliveries To Final Destination (trains, lounges etc) 6% 14 Contingency 2% 15 Mobilisation 4%
- Commercial
- Contract Evaluation
- Condition of participationshortlisting
This will be a two-stage process with a Pre-Qualification Stage (PQQ) followed by down-selection of a limited number of Applicants to proceed to an Invitation to Negotiate (ITN) stage. AWC Procurement will manage the tender process, which will be carried out in accordance with the Procurement Act 2023. The process will not make use of an electronic auction.
The Client reserves the right at its absolute discretion throughout the procurement process:
- to amend and refine the award criteria,
- to amend and refine the proposed procurement procedure prior to issuing the ITN, and
- not to proceed with a contract award
Following the evaluation of the PQQ responses, the Client will shortlist the applicants it will invite to tender in accordance with the terms of the PQQ. The Client reserves the right to limit the number of applicants that are invited to tender to a maximum of four (4) applicants. Only applicants that score a "pass" for all non-qualitatively scored questions in the PQQ will be considered and Applicants will then be ranked in order of highest to lowest score. The Client reserves the right, in its absolute discretion, to invite more applicants into the ITN process if there is a tie in the scores between two (2) or more applicants for the final place.
Those tenderers shortlisted from the PQQ stage will be invited to submit a proposal based on the ITN. Submissions will be evaluated during the ITN stage, allowing internal teams to select the most advantageous tender …
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
- “Provision of an end-to-end Catering Services” 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
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Utilities
- 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
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 13 Aug 2025, 15:38 BST
- Last source update
- 15 May 2026, 17:03 BST
- Award evaluation window
- Submission end – 6 Feb 2026
- FTS notice number
2025/S 000-048484- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05873bFind a Tender
- How it runs
This will be a two-stage process with a Pre-Qualification Stage (PQQ) followed by down-selection of a limited number of Applicants to proceed to an Invitation to Negotiate (ITN) stage. AWC Procurement will manage the tender process, which will be carried out in accordance with the Procurement Act 2023. The process will not make use of an electronic auction.
The Client reserves the right at its absolute discretion throughout the procurement process:
- to amend and refine the award criteria,
- to amend and refine the proposed procurement procedure prior to issuing the ITN, and
- not to proceed with a contract award.
Following the evaluation of the PQQ responses, the Client will shortlist the applicants it will invite to tender in accordance with the terms of the PQQ. The Client reserves the right to limit the number of applicants that are invited to tender to a maximum of four (4) applicants. Only applicants that score a "pass" for all non-qualitatively scored questions in the PQQ (outlined within tab 5 to 7 within the PQQ questionnaire) will be considered and Applicants will then be ranked in order of highest to lowest score. The Client reserves the right, in its absolute discretion, to invite more applicants into the ITN process if there is a tie in the scores between two (2) or more applicants for the final place.
.
Those tenderers shortlisted from the PQQ stage will be invited to submit a proposal based on the ITN. Submissions will be evaluated during the ITN stage, allowing internal teams to select the most advantageous tender (MAT) based on both qualitative and cost evaluations, including final contract negotiations. All tenderers will be taken to a presentation stage to demonstrate their confidence in delivery.
The procurement timeline will be published and aimed at appointing a new supplier by 1st April 2026 to allow for mobilisation, with the contract start date set for 1st July 2026.
The existing suite of First Group systems (e,g, WAX Portal) will support the process, ensuring full transparency and auditability in accordance with the new Procurement Act 2023.
Details on the T&Cs and the extent/nature of dialogue/negotiation during the process will be provided to down-selected bidders only during the ITN stage.
How it was run
Official notice- Requests to participate (first stage)
- 13 Sept 2025, 12:00 BST
- Appointment period ends
- 13 Sept 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
redirect.transaxions.com/events/1O0sY ↗
Gaining Access to the PQQ Documentation
- Please go to the Wax Portal using the web address above and click on the expression of interest submission button.
- We also require an NDA to be completed prior to releasing the PQQ documents. Please either:
- Provide evidence that a suitable NDA is already in existence between our companies, OR
- Download, complete, sign and return the attached NDA within the Wax Portal (which can be found in the "Attachments Section" of this EoI), to the Procurement Lead, Ruchiie Sehdev, at [email protected].
- The PQQ documents will be released to you once the expression of interest has been submitted and the NDA documentation had been received by the Procurement Lead.
- Once you gain access to the PQQ documents, please begin your review, and if you intend to participate, please submit your PQQ response in line with the published PQQ submission timetable. Alternatively, if you decide not to participate please decline the invite and provide a reason.
- The deadline for expression of interest is 13th September 2025 (12:00).
Timeline
13 Aug 2025 → 1 Jul 2026 · 7 dates- Tender notice published13 Aug 2025, 15:38 BST
- Admission / appointment period endsperiod end, not a bid countdown13 Sept 2025, 12:00 BST
- Award decision expected by256 days ago6 Feb 2026, 23:59 GMT
- Assessment summaries sent159 days ago15 May 2026, 00:00 BST
- Latest notice published159 days ago15 May 2026, 17:03 BST
- Standstill ends144 days ago29 May 2026, 23:59 BST
- Contract starts112 days ago1 Jul 2026, 00:00 BST
Notice history
4 events · 2 releases on Find a Tender · since 13 Aug 2025- Tender notice published13 Aug 2025, 15:38 BSTUK4
- Contract award notice published15 May 2026, 17:03 BSTUK6
- Status changed to complete15 May 2026, 17:03 BST
- Contract signature expected30 Jun 2026, 23:59 BSTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| DHL SUPPLY CHAIN LIMITEDProvision of an end-to-end Catering Services including product sourcing & procurement with associated supply chain management into service centres and final mile logistics (from receipt of goods into service centre through to delivery to train side).1 Jul 2026 – 30 Jun 2031 · up to 30 Jun 2033Extensions: The contract length is anticipated to be five (5) years with an option to extend for another 2 years (as a 1+1 option). · Options: COSTED OPTION MHE Within the pricing matrix, costed option tab was provided to the tenderer's to complete the list of equipment's i.e. to replace all MHE on the contract, capital purchase throughout years one to three. Should Avanti take up this option, it will be expected to charge no more than what has been listed here. All costs includes only fees, but no inflation. | £259,800,000 | 14 May 2026standstill to 29 May 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2final-stage tenders | 0 | 0 | — |
Who bid
- wonDHL SUPPLY CHAIN LIMITED · South East England
- did not winRAIL GOURMET U.K. LIMITED · Greater London
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
Framework contractors & participating bidders
2 commercial parties on the notice · 1 awarded- DHL SUPPLY CHAIN LIMITEDFramework contractor
- RAIL GOURMET U.K. LIMITEDBidder / tenderer
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender