Issues:

• The school had contracted out its catering services to the same company for over eight years with only minor financial reviews during this time. In addition the school had moved to a brand new building which now presented new exciting catering opportunities.
• Therefore the Business Manager and Governors felt it was the right time to test the market through a full tender process to ensure future best value both from a service quality/ innovation and financial perspectives.



Solutions:

• The school engaged Review Consultancy to carry out a full tender, market test and evaluation process for a future three year fixed price catering contract.



Outcomes:

• A term’s extension to the existing contract was negotiated with the existing contractor to give the tender process sufficient time to professionally select the school’s future partner.
• 9 company expressions of interest were received.
• Following a PQQ 7 companies were long listed to tender.
• Through an extensive evaluation process of the tender responses the 7 tenderers were short listed to three (including the incumbent). These three companies were visited in action and presented to a school panel; consisting the Head, a Governor, students and the Business Manager.
• A new company was selected as preferred tenderer and following further negotiations to confirm finances (including a mutual incentive based on budget betterment), service innovations and the mobilisation plan; were confirmed as the winning company.
• The new contract is fixed for three years, includes many new service innovations and has saved the school over £15K per year on the previous contract, which the school intends to invest back into the catering service.



The consultant was extremely professional throughout the process and ensured that communication between all parties was clear, consistent and appropriate. He ensured that the agreed timeline for the process was adhered to, gently reminding those involved of actions and outstanding responses when necessary.


The consultancy service doubtlessly saved much time and provided experience and expertise which was not available in school. Although it is early days for the new contract we are confident that the right appointment and that the tendering process undertaken was robust and ensured best value.


I was happy with the service provided by Review Consultancy which met our requirements and provided value for money."


Caroline Behan, St John Fisher Catholic High School