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Catering purchasing service (including a products management system)

University of York

This public procurement record has 6 releases in its history.

Award

08 May 2026 at 10:15

UK6 - Contract Award Notice
Tender

13 Feb 2026 at 10:06

UK4 - Tender Notice
PlanningUpdate

14 Aug 2025 at 11:29

UK2 - Preliminary Market Engagement Notice
PlanningUpdate

04 Aug 2025 at 16:15

UK2 - Preliminary Market Engagement Notice
Planning

04 Aug 2025 at 16:12

UK2 - Preliminary Market Engagement Notice
Planning

21 May 2025 at 11:08

UK1 - Pipeline Notice
Summary of the contracting process

The University of York has completed its procurement process to appoint a supplier for a fully integrated catering purchasing service, including a products management system. This tender occurs under the "services" industry category and covers University of York's various on-campus and off-campus dining outlets located in York, United Kingdom. The contract follows an open procedure and extends from 1st September 2026 to 31st August 2029, with a maximum value of £20 million including VAT if all optional extensions are used. The award, dated 8th April 2026, highlights the University's commitment to adhering to public procurement and financial regulations.

This contract presents substantial growth opportunities for businesses involved in catering services, particularly those with expertise in menu and recipe management, inventory, procurement, and financial administration. Enterprises offering industry-specific software packages or consultancy services would be well-suited to meet the contract scope, which includes collaboration from supplier relationship management to annual price reviews. With the involvement of SMEs like Pelican Procurement Services Limited T/A Avendra International, there is a clear opportunity for small and medium enterprises to engage in lucrative, long-term collaborations with a prestigious educational institution.

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Notice Information

Notice Title

Catering purchasing service (including a products management system)

Notice Description

The University of York has conducted a tender process to appoint a Supplier for the provision of a fully integrated catering purchasing service (including a products management system). The University has over 10 restaurants and cafes across out campuses that serve a range of food and drink options to staff, students and the general public (https://www.york.ac.uk/eat-drink-shop/eat-drink/outlets/), 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 (PS20,000,000 inc VAT).

Lot Information

Lot 1

Renewal: 3 year initial term + 3 year + 2 year optional extensions

Planning Information

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 (https://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 (https://in-tendhost.co.uk/york/aspx/Home) by 17:00 Monday 1st September 2025.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-051a1e
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/042312-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

48100000 - Industry specific software package

79400000 - Business and management consultancy and related services

Notice Value(s)

Tender Value
£20,000,000 £10M-£100M
Lots Value
£20,000,000 £10M-£100M
Awards Value
£20,000,000 £10M-£100M
Contracts Value
Not specified

Notice Dates

Publication Date
8 May 20263 months ago
Submission Deadline
23 Mar 2026Expired
Future Notice Date
1 Sep 2025Expired
Award Date
8 Apr 20264 months ago
Contract Period
1 Sep 2026 - 31 Aug 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
University of York
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
YORK
Postcode
YO10 5DD
Postcode Area
York
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE2 North Yorkshire
Small Region (ITL 3)
TLE21 York
Delivery Location
TLE21 York
Local Authority
York
Electoral Ward
Hull Road
Westminster Constituency
York Central

Supplier Information

Number of Suppliers
1
Supplier Name

PELICAN PROCUREMENT SERVICES LIMITED T/A AVENDRA INTERNATIONAL

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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