Notice Information
Notice Title
Holiday Activities and Food Programme - Dynamic Purchasing System (DPS)
Notice Description
Medway Council is funded to deliver holiday activities and food provision over Easter, summer and Christmas school holidays every year. The provision will deliver physical and enriching activities, hot and nutritious meals at each session and links to support services to help children and families with health, wellbeing and financial support. The tender has been split into three distinct service areas, which in turn form three lots. Bidders can bid for one or more lots as outlined within the specification. Once the DPS is active, live requirements will be associated to one of the three subsequent lots and all eligible DPS members within the respective lot will be sent the mini-competition documents. As with all DPSs, there will be no cap on the maximum number of eligible members under the DPS.
Lot Information
Lot 1
Lot 1 - Physical Activities and Enrichment Activities Holiday clubs must provide activities that meet the physical activity guidelines on a daily basis. In line with those guidelines, we expect: * all children and young people participating in the HAF programme should engage in moderate-to-vigorous physical activity for an average of at least 60 minutes per day - this does not have to be in the form of a structured activity session, but can include active travel, free play and sports * children and young people participating in the HAF programme should engage in a variety of types and intensities of physical activity to develop movement skills, muscular fitness and bone strength * children and young people should aim to minimise the amount of time spent being sedentary, and when physically possible should break up long periods of not moving with at least light physical activity Enrichment activities Holiday clubs must provide fun and enriching activities that provide children with opportunities to: * develop new skills or knowledge * consolidate existing skills and knowledge * try out new experiences * have fun and socialise This could include but is not limited to: * physical activities, for example football, swimming, table tennis or cricket * creative activities, for example putting on a play, junk modelling or drumming workshops * experiences, for example a nature walk or visiting a city farm * free play, for example fun and freedom to relax and enjoy themselves Hiring of facilities and venues for this provision is the responsibility of the provider, who must ensure that the venue has suitable facilities and capacity. All of these groups must be able to demonstrate that they have in place relevant and appropriate policies and procedures for: * safeguarding, including the recruitment of staff and volunteers * health and safety * relevant insurance policies * accessibility and inclusiveness
Lot 2Lot 2 - Food Supplies and Catering Services Providers must provide at least one meal a day (breakfast, lunch or tea) and all food provided at the holiday club (including snacks) must meet school food standards. Costs in line with guidance from the universal infant free school meals (UIFSM) grant for 2021 to 2022 suggests that each meal taken by an eligible pupil is of a value of PS2.34. Our expectation is that the majority of food served by providers should be hot. However, we acknowledge that there will be occasions when this is not possible and cold food should be used where it is appropriate. All food provided as part of the programme must: * comply with regulations on food preparation * take into account allergies and dietary requirements (see the allergy guidance for schools) * take into account any religious or cultural requirements for food * There is flexibility in the design of the food provision which should always be tailored to ensure that all food meets the dietary needs of the children and families who attend. The food served should also be appropriate for the nature of the session, for example, offering cold packed lunches for parks or outdoor venues or for day trips. There are also environmental factors to consider when planning the food provision. Providers should consider whether preparing food on site would produce less food and packaging waste and result in fewer food-miles than off-site, centralised provision. Food providers are encouraged to register with the Medway Food Partnership to gain information and access to local, surplus food supplies which will help reduce food-miles and food waste. Food providers Providers must ensure they are, where applicable, registered as a food business. This provides reassurance to those involved that food safety standards are being met. A food business is defined as anyone preparing, cooking, storing, handling, distributing, supplying or selling food. Further information is available on food business registration. Local authorities are responsible for enforcing food hygiene laws and can inspect any registered food business at any point in the food production and distribution process. The HAF team are in regular contact with food safety inspectors to ensure that food providers are fully compliant. Food information regulations - Natasha's Law From 1 October 2021, changes to the Food Information Regulations 2014 came into effect, adding new labelling requirements for food that is pre-packed for direct sale (PPDS). All of these groups must be able to demonstrate that they have in place relevant and appropriate policies and procedures for: * safeguarding, including the recruitment of staff and volunteers * health and safety (Food Safety, Allergen Awareness and HACCP, where appropriate) * relevant insurance policies * accessibility and inclusiveness
Lot 3Lot 3 Nutritional Education & Support Services Providers must offer nutritional education each day aimed at improving the knowledge and awareness of healthy eating for children. These do not need to be formal learning activities and could for example include activities such as: * getting children involved in food preparation and cooking * growing fruit and vegetables * taste tests * discussing food and nutrition * including food and nutrition in other activities * Food education for families and carers Nutritional education should be offered daily to children. This can be done in partnership with providers leading on physical activities or catering services, however, the funding for this needs to be applied for under Lot 3. This will enable us to standardise and monitor the delivery of nutritional education. Providing food on site can provide an opportunity to engage children and families in food preparation and nutrition. Providers have reported that when children are involved in designing menus and the preparation of food, they are more engaged and more willing to try new and healthier food. We recommend that local authorities consider the provision of the food element of the HAF programme, in particular in making sure that providers and children are involved in the planning and preparation of food. Such a developmental approach is key to effecting long-term change in engagement with food and nutrition. In addition to provision for children, providers can apply to offer weekly training and advice sessions for parents, carers or other family members. These should provide advice on how to source, prepare and cook nutritious and low-cost food. This could be combined with the nutritional education aspect of the programme, for example, by inviting children and their families to prepare and eat a meal together. All of these groups must be able to demonstrate that they have in place relevant and appropriate policies and procedures for: * safeguarding, including the recruitment of staff and volunteers * health and safety * relevant insurance policies * accessibility and inclusiveness
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-0332a5
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/061063-2025
- Current Stage
- Tender
- All Stages
- Tender
Procurement Classification
- Notice Type
- Tender Notice
- Procurement Type
- Dynamic
- Procurement Category
- Services
- Procurement Method
- Selective
- Procurement Method Details
- Restricted procedure
- Tender Suitability
- Not specified
- Awardee Scale
- Not specified
Common Procurement Vocabulary (CPV)
- CPV Divisions
55 - Hotel, restaurant and retail trade services
80 - Education and training services
92 - Recreational, cultural and sporting services
-
- CPV Codes
55524000 - School catering services
80000000 - Education and training services
92000000 - Recreational, cultural and sporting services
Notice Value(s)
- Tender Value
- Not specified
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 30 Sep 20254 months ago
- Submission Deadline
- 31 May 2022Expired
- Future Notice Date
- Not specified
- Award Date
- Not specified
- Contract Period
- Not specified - Not specified
- Recurrence
- Not specified
Notice Status
- Tender Status
- Active
- Lots Status
- Active
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- MEDWAY COUNCIL
- Contact Name
- Mr Mike Kelly
- Contact Email
- michael.kelly@medway.gov.uk
- Contact Phone
- +44 1634332284
Buyer Location
- Locality
- CHATHAM
- Postcode
- ME4 4TR
- Post Town
- Rochester
- Country
- England
-
- Major Region (ITL 1)
- TLJ South East (England)
- Basic Region (ITL 2)
- TLJ4 Kent
- Small Region (ITL 3)
- TLJ41 Medway
- Delivery Location
- TLJ41 Medway
-
- Local Authority
- Medway
- Electoral Ward
- Chatham Central & Brompton
- Westminster Constituency
- Rochester and Strood
Further Information
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.
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