Catering purchasing service (including a products management system)

{
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    "id": "ocds-h6vhtk-051a1e-2026-02-13T10:06:22Z",
    "date": "2026-02-13T10:06:22Z",
    "ocid": "ocds-h6vhtk-051a1e",
    "initiationType": "tender",
    "planning": {
        "documents": [
            {
                "id": "023690-2025",
                "documentType": "plannedProcurementNotice",
                "noticeType": "UK1",
                "description": "Pipeline notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/023690-2025",
                "datePublished": "2025-05-21T11:08:07+01:00",
                "format": "text/html"
            },
            {
                "id": "045764-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/045764-2025",
                "datePublished": "2025-08-04T16:12:31+01:00",
                "format": "text/html"
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            {
                "id": "045766-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/045766-2025",
                "datePublished": "2025-08-04T16:15:55+01:00",
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            {
                "id": "048684-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/048684-2025",
                "datePublished": "2025-08-14T11:29:38+01:00",
                "format": "text/html"
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        ],
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "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.",
                "dueDate": "2025-09-01T23:59:59+01:00",
                "status": "scheduled"
            }
        ]
    },
    "parties": [
        {
            "id": "GB-UKPRN-10007167",
            "name": "University of York",
            "identifier": {
                "scheme": "GB-UKPRN",
                "id": "10007167"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PRDQ-5539-WTHX"
                }
            ],
            "address": {
                "streetAddress": "Heslington",
                "locality": "York",
                "postalCode": "YO10 5DD",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKE21"
            },
            "contactPoint": {
                "email": "procurement@york.ac.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.york.ac.uk",
                "classifications": [
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                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
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        }
    ],
    "buyer": {
        "id": "GB-UKPRN-10007167",
        "name": "University of York"
    },
    "tender": {
        "id": "UY PROC 1203",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Catering purchasing service (including a products management system)",
        "description": "The University of York wishes to establish a contract 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 main aim is for a user-friendly, forward-looking solution which can adapt to developing technologies and maximise the value of catering purchasing management to the University. This will support a diverse range of business needs and provide a flexible approach to meet our increasing and variable demand. The University wishes to adopt and maintain a collaborative approach with the Supplier where operational requirements can contribute to future developments to ensure that value is continually delivered. The Supplier to provide a catering purchasing service (including a products management system) which maximises value for money whilst delivering an integrated, customer-focused service. The annual procurement spend is in the region of up to PS2.5M. A catering purchasing service is required 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 system should be easy to use and enable online ordering with up-to-date pricing and invoice management to provide a fully integrated solution. Full details can be obtained by registering with the University's tender portal and following the bidding instructions to access the invitation to tender (ITT) documents - see Submission address and any special instructions",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48100000",
                        "description": "Industry specific software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79400000",
                        "description": "Business and management consultancy and related services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKE21",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKE21",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKE21",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKE21",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKE21",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 20000000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "additionalProcurementCategories": [
            "goods"
        ],
        "techniques": {
            "hasFrameworkAgreement": true
        },
        "lots": [
            {
                "id": "1",
                "contractPeriod": {
                    "startDate": "2026-09-01T00:00:00+01:00",
                    "endDate": "2029-08-31T23:59:59+01:00",
                    "maxExtentDate": "2034-08-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 20000000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Technical",
                            "numbers": [
                                {
                                    "number": 85,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "cost",
                            "name": "Commercial",
                            "numbers": [
                                {
                                    "number": 15,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "renewal": {
                    "description": "3 year initial term + 3 year + 2 year optional extensions"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-09-01T23:59:59+01:00"
        },
        "status": "active",
        "aboveThreshold": true,
        "amendments": [
            {
                "id": "048684-2025",
                "description": "Engagement deadline When the engagement period will end. 01 09 2025"
            }
        ],
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "submissionMethodDetails": "The University will use their eTendering system in this procurement exercise. Prospective suppliers should first register on the In-Tend system at https://in-tendhost.co.uk/york/. You will then need to login using the email address and password you have chosen and click on 'Current Tenders'. You will then be able to express an interest in the tender opportunity and immediately view and download the tender documentation. All bids must be submitted via In-Tend, using the same link.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-03-23T12:00:00Z"
        },
        "awardPeriod": {
            "endDate": "2026-05-22T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "013252-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/013252-2026",
                "datePublished": "2026-02-13T10:06:22Z",
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            }
        ]
    },
    "language": "en"
}