CSC25164 Holiday Activities and Food Programme (HAF) Open Framework

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05d232-2025-12-03T09:48:57Z",
    "date": "2025-12-03T09:48:57Z",
    "ocid": "ocds-h6vhtk-05d232",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PXLG-3144-TYMJ",
            "name": "Torbay Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PXLG-3144-TYMJ"
            },
            "address": {
                "streetAddress": "Town Hall",
                "locality": "Torquay",
                "postalCode": "TQ1 3DR",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKK42"
            },
            "contactPoint": {
                "name": "Clare Farquhar",
                "email": "clare.farquhar@torbay.gov.uk",
                "telephone": "+441803 208514"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.torbay.gov.uk/",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PXLG-3144-TYMJ",
        "name": "Torbay Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Torbay Council is seeking to invite the market to participate in a market engagement event for the provision of Holiday Activities and Food Programme. This event will provide the opportunity for organisations to learn more about Torbay's Council's vision for the provision and understand changes that are being proposed to the delivery of HAF. The event will cover the following areas for discussion: - To provide an overview of Torbay Council's current proposals for HAF provision and the requirements providers will need to adhere to in their delivery. - To provide an overview of the procurement process, further details of an open framework and procurement timeframe. Providers can access further information on the Market Event and how to book a place by accessing the opportunity on www.supplyingthesouthwest.org.uk under reference DN795225.",
                "dueDate": "2025-11-06T23:59:59+00:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "067713-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/067713-2025",
                "datePublished": "2025-10-23T10:42:14+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "CSC25164",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "CSC25164 Holiday Activities and Food Programme (HAF) Open Framework",
        "description": "Torbay Council has been successful in obtaining grant funding by the Department for Education (DfE) to roll out a Holiday Activities and Food Programme for 2026. The purpose of the funding is to ensure that children and young people have access to food and activities over the school holiday periods where they are eligible for Free School Meals. Local Authorities require face-to-face provision over the school holidays. The number of children / young people eligible for the provision is estimated to be around 5,451. As a minimum, it's expected that roughly 20-25% of those eligible will take up the offer per School Holiday. Torbay Council are procuring an open framework of providers for this requirement. The time period of the framework and the reopening arrangements are subject to confirmed funding from the DfE.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "55243000",
                        "description": "Children's holiday-camp services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "85300000",
                        "description": "Social work and related services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "98000000",
                        "description": "Other community, social and personal services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK42",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKK42",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "55243000",
                        "description": "Children's holiday-camp services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "85300000",
                        "description": "Social work and related services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "98000000",
                        "description": "Other community, social and personal services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK42",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "2"
            },
            {
                "id": "3",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "55243000",
                        "description": "Children's holiday-camp services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "85300000",
                        "description": "Social work and related services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "98000000",
                        "description": "Other community, social and personal services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK42",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "3"
            },
            {
                "id": "4",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "55243000",
                        "description": "Children's holiday-camp services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "85300000",
                        "description": "Social work and related services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "98000000",
                        "description": "Other community, social and personal services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK42",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "4"
            },
            {
                "id": "5",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "55243000",
                        "description": "Children's holiday-camp services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "85300000",
                        "description": "Social work and related services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "98000000",
                        "description": "Other community, social and personal services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK42",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "5"
            }
        ],
        "value": {
            "amountGross": 4800000,
            "amount": 4000000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "specialRegime": [
            "lightTouch"
        ],
        "aboveThreshold": true,
        "techniques": {
            "hasFrameworkAgreement": true,
            "frameworkAgreement": {
                "isOpenFrameworkScheme": true,
                "method": "withAndWithoutReopeningCompetition",
                "type": "closed",
                "description": "The Framework will be re-opened on an annual basis. When the framework reopens, Applicants already awarded a place on the current framework will have the option of: * Being assessed on a tender relating to the previous framework award; or * Submitting a new tender for assessment; or * Leaving the framework - Not applying for a place on the new framework Applicants may be re-ranked on the framework following the assessment of new tenders.",
                "openFrameworkSchemeEndDate": "2034-04-02T23:59:59+01:00"
            }
        },
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-03T00:00:00+01:00",
                    "endDate": "2027-04-02T23:59:59+01:00",
                    "maxExtentDate": "2034-03-08T23:59:59+00:00"
                },
                "hasRenewal": true,
                "status": "active",
                "title": "Lot 1 - Torquay Based Sites",
                "description": "Lot 1 - HAF Provision at Torquay Based Sites",
                "value": {
                    "amountGross": 1693440,
                    "amount": 1411200,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Method Statements",
                            "description": "Quality for service and contract delivery. There are 5 method statements in total which add up to percentage weighting.",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Pricing for the first year of provision delivery. Capped at a maximum of PS30 per child for this lot.",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Financial Capacity Confirmation of ability to obtain relevant insurances after contract award but before delivery start Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        },
                        {
                            "type": "technical",
                            "description": "Data Protection Modern Slavery Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        }
                    ]
                }
            },
            {
                "id": "2",
                "title": "Lot 2 - Paignton Based Sites",
                "description": "Lot 2 - HAF Provision at Paignton Based Sites",
                "status": "active",
                "value": {
                    "amountGross": 1693440,
                    "amount": 1411200,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Method Statements",
                            "description": "Quality for service and contract delivery. There are 5 method statements in total which add up to percentage weighting.",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Pricing for the first year of provision delivery. Capped at a maximum of PS30 per child for this lot.",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Financial Capacity Confirmation of ability to obtain relevant insurances after contract award but before delivery start Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        },
                        {
                            "type": "technical",
                            "description": "Data Protection Modern Slavery Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-03T00:00:00+01:00",
                    "endDate": "2027-04-02T23:59:59+01:00"
                }
            },
            {
                "id": "3",
                "title": "Lot 3 Brixham Based Sites",
                "description": "Lot 3 - HAF provision at Brixham Based Sites",
                "status": "active",
                "value": {
                    "amountGross": 483840,
                    "amount": 403200,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Method Statements",
                            "description": "Quality for service and contract delivery. There are 5 method statements in total which add up to percentage weighting.",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Pricing for the first year of provision delivery. Capped at a maximum of PS30 per child for Lots 1-4 and PS75 per child for Lot 5.",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Financial Capacity Confirmation of ability to obtain relevant insurances after contract award but before delivery start Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        },
                        {
                            "type": "technical",
                            "description": "Data Protection Modern Slavery Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-03T00:00:00+01:00",
                    "endDate": "2027-02-01T23:59:59+00:00"
                }
            },
            {
                "id": "4",
                "title": "Lot 4 - Provision for 13-16 year olds",
                "description": "Lot 4 - Specific HAF provision for 13-16 year olds",
                "status": "active",
                "value": {
                    "amountGross": 483840,
                    "amount": 403200,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Method Statements",
                            "description": "Quality for service and contract delivery. There are 5 method statements in total which add up to percentage weighting.",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Pricing for the first year of provision delivery. Capped at a maximum of PS30 per child for this lot.",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Financial Capacity Confirmation of ability to obtain relevant insurances after contract award but before delivery start Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        },
                        {
                            "type": "technical",
                            "description": "Data Protection Modern Slavery Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-03T00:00:00+01:00",
                    "endDate": "2027-04-02T23:59:59+01:00"
                }
            },
            {
                "id": "5",
                "title": "Lot 5 - Provision for Children with Complex Send",
                "description": "Lot 5 - Specific HAF provision at for Children with Complex SEND",
                "status": "active",
                "value": {
                    "amountGross": 259200,
                    "amount": 216000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Method Statement",
                            "description": "Quality for service and contract delivery. There are 5 method statements in total which add up to percentage weighting.",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Pricing for the first year of provision delivery. Capped at a maximum of PS75 per child for this lot.",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Financial Capacity Confirmation of ability to obtain relevant insurances after contract award but before delivery start Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        },
                        {
                            "type": "technical",
                            "description": "Data Protection Modern Slavery Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information."
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-06T00:00:00+01:00",
                    "endDate": "2027-04-02T23:59:59+01:00"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-01-07T23:59:59+00:00"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "In order to provide unrestricted, full, direct and free of charge access to the Tender Documents the Authority is providing the Documents in PDF format in the Opportunities Area of the ProContract e-Tendering portal at www.supplyingthesouthwest.org.uk In order to access amendable versions of the Documents and to submit a response Applicants must be registered as Suppliers on ProContract. Applicants should then express an interest in the opportunity and download the Word and Excel format Documents for completion and submission.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-01-14T12:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2025-12-17T12:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-02-23T23:59:59+00:00"
        },
        "lotDetails": {
            "maximumLotsBidPerSupplier": 4,
            "maximumLotsAwardedPerSupplier": 4,
            "awardCriteriaDetails": "This Framework is being divided into the following Lots. * Lot 1 - Torquay based sites. * Lot 2 - Paignton based sites. * Lot 3 - Brixham based sites. * Lot 4 - 13 - 16 year olds. * Lot 5 - Children with complex SEND With regards to Lots 1 through 3, Applicants can be awarded a maximum of two Lots and may apply for any combination of Lots 1 through 3. Applicants will be limited to a maximum of two Lots that they can apply for. Lot 4 and 5 are standalone Lots and can be applied for in combination with Lots 1 to 3. Lot 4 and 5 may be awarded to Applicants who have been awarded to two of the other Lots. Successful Applicant(s) may be awarded to the framework for an individual Lot or combination of Lots applied for. Please note: If an Applicant applies for more than one Lot and is successful for each Lot, they must be confident that they are able to fulfil the individual specification requirements for each Lot. Where Applicants apply for multiple Lots, they must be able to deliver each Lot in isolation of the other Lots as there is no guarantee Applicants will be awarded all Lots that they bid for."
        },
        "documents": [
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "description": "In order to provide unrestricted, full, direct and free of charge access to the Tender Documents, the Authority is providing the documents in PDF in the Opportunities Area of the ProContract e-tendering portal at https://www.supplyingthesouthwest.org.uk/ In order to access amendable versions of the documents and to submit a response, Applicants must be registered as Suppliers on ProContract. Applicants should then express an interest in the opportunity and download the Work and Excel format documents for completion and submission.",
                "url": "https://www.supplyingthesouthwest.org.uk/"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "079187-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/079187-2025",
                "datePublished": "2025-12-03T09:48:57Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2026-12-02T23:59:59+00:00"
                }
            ]
        },
        "contractTerms": {
            "financialTerms": "In consideration of the provision of the Services by the Supplier in accordance with the terms and conditions of this Contract, the Authority shall pay the Charges to the Supplier. The Charges shall be calculated as set out in the Payment Schedule. Unless otherwise stated in the Payment Schedule the Charges: (a) shall be payable from the Commencement Date; (b) shall remain fixed during the Term unless agreed by both parties; and (c) are the entire price payable by the Authority to the Supplier in respect of the Ser-vices and includes, without limitation, any royalties, licence fees, supplies and all consumables used by the Supplier, travel costs, accommodation expenses and the cost of Supplier Personnel. The Authority shall pay each properly submitted invoice received by the Supplier within 30 days of the date when Authority has determined that the invoice is a valid and undisputed in-voice. The Supplier shall accept payment electronically via BACS. Further information on payment terms can be found in section 3 of the Call-Off Contract."
        },
        "riskDetails": "Risk - Tendering for framework prior to confirmation from DfE of funding Modification required if risk arises - Not award call-off contracts or delay start of Framework. Risk - Changes to procurement process and delivery requirements reduces number of provisions bid for. Modification required if risk arises - Re-open framework opportunity early Further risk information: Additional information on risks can be found in Section B5 of Part 2 Specification."
    },
    "language": "en"
}