Catering Tender Writing

There are catering contracts available in a variety of sectors, including:

• Healthcare: Hospitals, nursing homes, care facilities.
• Education: Schools, colleges, universities.
• Business: Offices, co-working spaces, events.
• Hospitality: Conferences, entertainment venues, stadiums.
• Transport: Airlines, railways, ferries.

It is important to note that public sector catering tenders, for example school meals or prison catering, are known to have stricter guidelines and regulations. Private sector catering tenders, however, are more flexible to negotiation and include opportunities like office catering or events.

In addition, with the Procurement Act 2023 coming into effect in February 2025, there will be a change in the way that suppliers are selected. Whereas previously, pricing was the priority, there will now be a greater consideration of sustainability and social value. This means that bid submissions should be tailored around these aspects, whilst also aligning with the buyer’s expectations and requirements. There are certain things you will need to consider when bidding for a catering contract, such as existing initiatives that you may be expected to adhere to. For example, when bidding for catering contracts for schools, it would be beneficial to highlight your alignment with the government’s plan to reduce England’s rate of childhood obesity. By demonstrating how your menus and practices support this initiative, you will showcase your commitment to healthcare and wellbeing, which can significantly strengthen your proposal.

This is where a bid writing service, like BWS, can help. As experts in bid writing, we can craft a winning, persuasive bid that highlights your company’s value. We have experience in writing catering bids, and understand what makes an attractive bid. Our expertise ensures that your bid not only meets the buyer’s expectations but also positions your business as the ideal choice for the contract.

There can be challenges when bidding in the Facilities Management sector, especially with the increased focus on sustainability coming into effect under the Procurement Act 2023. These challenges include:

Strict Guidelines

When providing catering services to the public sector, there will be guidelines in place that you must adhere to, for example the School Food Standards. These standards ensure that the food provided is nutritious, and are as follows:

• One or more portions of vegetables or salad as an accompaniment per day.
• At least three different fruits each week.
• At least three different vegetables each week.
• Wholegrain foods in place of refined carbohydrates.
• Water as the drink of choice where possible.
• Limiting fruit juice portions to 150ml.
• Less than 5% of added sugars or honey in drinks.
• No more than two portions a week of deep-fried, batter-coated or breadcrumb-coated food or food containing pastry each week.

Budget

Providing high-quality, nutritious food is a necessity for catering contracts, especially those in the Facilities Management sector. Upholding the standards required can be a costly, which will present challenges when adhering to the strict budgets assigned to them. To navigate these financial limitations, strategies such as optimised menu planning and food waste reduction can be implemented.

Staffing

Public sector contracts are often governed by TUPE, requiring employees to transfer to new suppliers under existing terms. Navigating TUPE can be complex, demanding legal compliance, workforce planning and clear communication.

Suppliers must conduct due diligence, engage with transferring staff and ensure a smooth transition to maintain service quality. Investing in training and onboarding helps integrate teams effectively whilst upholding legal and ethical responsibilities.