Planning

Turbostars Catering Services for CrossCountry Trains

XC TRAINS LIMITED

This public procurement record has 1 release in its history.

Planning

08 Jul 2025 at 15:19

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

XC TRAINS LIMITED is currently in the planning stage for outsourcing catering services onboard their Turbostar train services. This procurement process is governed by the Procurement Act 2023 and is set to follow the Competitive Flexible procedure. The primary focus of the tender, officially titled "Turbostars Catering Services for CrossCountry Trains," is to deliver end-to-end management of catering services on inter-regional routes, including strategic route coverage from Birmingham New Street Station. Interested suppliers are required to register on the Central Digital Platform by 22 July 2025. The target industry category is catering services for transport enterprises, and the procurement process is especially open to SMEs, with a contract period slated to begin on 1 April 2026.

There is a significant opportunity for growth for businesses capable of managing catering logistics and staffing for a railway service provider. Companies that can provide comprehensive catering management, adhere to food safety regulations, and maintain equipment on a busy railway network will be well-positioned. This tender is ideal for businesses with a strong background in catering services for transport enterprises, especially those with the capacity to manage and implement safety, fraud prevention, and sales reporting mechanisms. The contract, valued at approximately £1,200,000 gross, not only presents a financial opportunity but also allows companies to expand their services within the UK's West Midlands, East Midlands, East of England, and South West, aligning with the operational regions specified in the tender.

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Notice Information

Notice Title

Turbostars Catering Services for CrossCountry Trains

Notice Description

The provision of Turbostar Catering is an outsourced service which focuses on the end-to-end management (including staffing and logistical arrangements) to provide on-board catering (Retail for Standard Class only) for CrossCountry Trains Turbostar 170 fleet. Turbostar trains are the train type you will often find on regional journeys along the CrossCountry network, with two or three coaches per train. Journeys on CrossCountry's inter-regional routes: between Cardiff and Nottingham via Birmingham, and between Birmingham and Stansted Airport via Leicester. The service will include strategic routes of coverage (current route details below). Based out of XC Birmingham Service Centre (Birmingham New Street Station, Birmingham, United Kingdom) the supplier shall manage circa 41 colleagues to deliver the service on board. The supplier will be responsible for managing the following equipment and organizational requirements: * S-Lite Pump Pot Trolleys (repairs to be actioned by XC's supply chain, recharged to supplier). Quantity circa. 18 trolleys. * Staff to onboard and alight the trolley upon shift commencement and completion. * Supplier to maintain further equipment including Elia BFL Pump Pots (supplier shall maintain and replace accordingly). * Supplier shall retail XC's catering retail menu products. * Staff must wear XC branded uniform whilst providing services onboard (purchased through XC supply chain at cost). The supplier will be responsible for contract overheads, these may be as follows (this is not an exhaustive list): Contract Overheads: Contract Management and Administration Contract Administration NI Contract Management Expenses Computing Mobile/Broadband Office Stationery / Postage Other Overheads: Professional fees EPOS Costs EPOS Device Repair/Replacement Costs Office Travel fees Insurances Bank Charges Coverage routes by departure times, below is an overview of our current timetable: Route 1 Monday - Friday Nottingham - Cardiff 08:30, 09:30 (starts at Birmingham New Street) 09:07, 10:06, 11:07, 12:07, 12:07, 13:07, 14:07 (starts at Nottingham) Cardiff - Nottingham 07:08, 08:08, 09:09, 10:09, 11:09, 12:09 (starts at Birmingham New Street) 10:45, 11:45, 14:45 (Cardiff - Nottingham) 12:45, 13:45, 15:45, 16:45, 17:45 (Cardiff - Birmingham New Street only) Saturday Nottingham - Cardiff 07:30, 08:30, 09:30 (starts at Birmingham New Street) 09:06, 10:07, 11:07, 12:07, 13:07 (Nottingham - Cardiff) 13:41, 14:41, 15:41 (Nottingham to Birmingham New Street only) Cardiff - Nottingham 09:45, 10:45, 11:45 07:09, 08:09, 09:09, 10:09, 11:09 (starts at Birmingham New Street) Sunday Nottingham - Cardiff 10:12, 11:12, 12:30, 13:30 (starts at Birmingham New Street) 13:16, 14:16, 15:12 (Nottingham - Cardiff) 16:16, 17:16, 18:16 (Nottingham to Birmingham only) Cardiff - Nottingham 11:49, 12:49, 13:49 (Birmingham - Nottingham only) 12:45, 13:45, 14:45, (Cardiff - Nottingham) 15:45, 16:45, 17:45, 18:45 (Cardiff - Birmingham New Street only). Route 2 Monday - Friday Birmingham - Stansted Airport 06:22, 07:22, 07:52, 09:22, 10:22, 11:22 Stansted Airport - Birmingham New Street 10:27, 11:27, 12:27, 13:27, 14:27, 15:22 Saturday Birmingham - Stansted Airport 06:22, 07:22, 08:22, 09:22, 10:21, 11:22, 12:21 Stansted Airport - Birmingham New Street 10:27, 11:27, 12:27, 13:27, 14:27, 15:27, 16:27 Sunday Birmingham New Street - Stansted Airport 11:22, 12:22, 13:22 Stansted Airport - Birmingham New Street 15:27, 16:27, 17:27 Coverage is reviewed twice annually due to train timetable changes which take place in May and December each year. Business Requirements (high level for Preliminary Market Engagement Notice only): Along with the initial description, XC trains has a requirement for interested organizations to comply with the following * The supplier must provide services all-year round based on our timetable requirements (including UK Bank Holidays). * The supplier must have in place mechanisms for fraud detection, prevention and reporting * The supplier must provide weekly sales order reporting to the XC trains * The supplier must provide regular detailed management information to XC Trains on a weekly basis; this must include invoicing details. * The supplier must adhere to all applicable UK laws and regulation. For example, but not limited to, FCA, Security and GDPR. Food Safety: The Supplier must * Ensure the food stored, handled and sold from CrossCountry premises complies with The United Kingdom's Food Laws and the associated assimilated European Regulations * Have a documented Food Safety Management System based on the principles of Hazard Analysis and Critical Control Point (HACCP) in place, which is being implemented and maintained. * Ensure food handlers are supervised and instructed and/or trained in food hygiene matters commensurate with their work activity. * Ensure the premises used to store, handle and sell food is kept clean and maintained in good repair and condition. * Ensure all articles, fittings and equipment with which food comes into contact are effectively cleaned and, where necessary, disinfected to avoid any risk of contamination. * Ensure food waste, non-edible by-products and other refuse are removed from rooms where food is present as quickly as possible, so as to avoid their accumulation. Health and Safety: The Supplier must * Comply with The United Kingdom's Health and Safety legislation. * Have a documented Health and Safety Policy. * Have a documented Health and Safety Management System in place, which is being implemented and maintained. * Ensure their employees have received suitable and sufficient training commensurate with their work activity. * Have suitable and sufficient risk assessments and associated safe methods of work in place, which are being implemented and being maintained. * Co-operate with CrossCountry so far as is necessary to enable all legal duties or requirements to be performed or complied with. Stages - Tender: This tender will take place under a Competitive Flexible Procedure. Further detail of the approach will be made available in the Tender Notice. * XC reserves the right to add or remove stages throughout the procurement process. * XC reserves the right to cancel this procurement in its entirety at any time without any liability. XC will require termination for convenience rights due to end of Franchise in October 2027.

Planning Information

General Information: It is mandatory for any interested suppliers to register on the new Central Digital Platform which is part of the enhanced Find a Tender Service. This procurement will be progressed using the Competitive Flexible procedure utilizing Procurement Act 2023. The procurement will be based on streamlined delivery of the services to our onboard customers, and management of the contract. XC welcomes interest from suitable suppliers, including SMEs. XC requires a new agreement for the outsourced catering services onboard our Turbostar trains. The supplier must be based at Birmingham New Street Station to align with strategic route coverage across XC's inter-regional journeys (between Cardiff and Nottingham via Birmingham, and between Birmingham and Stansted Airport via Leicester). Stages - Market Engagement: 1) Interested suppliers must be registered on Central Digital Platform 2) Non-Disclosure Agreement/Mutual Confidentiality may apply 3) One to One supplier event via Teams. This preliminary market engagement notice will expire on 22.07.2025 at 17:00. We will engage in one to one teams meetings with interested organizations for the purpose of market engagement following this date.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-055b69
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/038352-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

55 - Hotel, restaurant and retail trade services

CPV Codes

55522000 - Catering services for transport enterprises

Notice Value(s)

Tender Value
£1,000,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
8 Jul 20257 months ago
Submission Deadline
Not specified
Future Notice Date
22 Jul 2025Expired
Award Date
Not specified
Contract Period
31 Mar 2026 - 31 Mar 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
XC TRAINS LIMITED
Contact Name
Hardeep Virdi
Contact Email
hardeep.virdi@crosscountrytrains.co.uk
Contact Phone
Not specified

Buyer Location

Locality
BUSINESS PARK
Postcode
SR3 3XP
Post Town
Sunderland
Country
England
Major Region (ITL 1)
TLC North East (England)
Basic Region (ITL 2)
TLC4 Northumberland, Durham and Tyne & Wear
Small Region (ITL 3)
TLC44 Sunderland
Delivery Location
TLF East Midlands (England), TLG West Midlands (England), TLH East (England), TLK South West (England), TLL Wales
Local Authority
Sunderland
Electoral Ward
Doxford
Westminster Constituency
Houghton and Sunderland South

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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Business Requirements (high level for Preliminary Market Engagement Notice only): Along with the initial description, XC trains has a requirement for interested organizations to comply with the following * The supplier must provide services all-year round based on our timetable requirements (including UK Bank Holidays). * The supplier must have in place mechanisms for fraud detection, prevention and reporting * The supplier must provide weekly sales order reporting to the XC trains * The supplier must provide regular detailed management information to XC Trains on a weekly basis; this must include invoicing details. * The supplier must adhere to all applicable UK laws and regulation. For example, but not limited to, FCA, Security and GDPR. Food Safety: The Supplier must * Ensure the food stored, handled and sold from CrossCountry premises complies with The United Kingdom's Food Laws and the associated assimilated European Regulations * Have a documented Food Safety Management System based on the principles of Hazard Analysis and Critical Control Point (HACCP) in place, which is being implemented and maintained. * Ensure food handlers are supervised and instructed and/or trained in food hygiene matters commensurate with their work activity. * Ensure the premises used to store, handle and sell food is kept clean and maintained in good repair and condition. * Ensure all articles, fittings and equipment with which food comes into contact are effectively cleaned and, where necessary, disinfected to avoid any risk of contamination. * Ensure food waste, non-edible by-products and other refuse are removed from rooms where food is present as quickly as possible, so as to avoid their accumulation. 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