College Town Primary School moved to a two form entry primary school for their 2025 intake. They currently have 458 children on roll split over two buildings. The buildings are separated by a playground and lunch service is carried out in two halls (Upper School and Lower School). As a result the site offers some unique challenges to be considered for their catering services.
The Background
College Town Primary School, located in Berkshire, recognised the need to retender its catering contract to ensure that pupils and staff benefitted from high-quality and nutritious meals. The school opted for a collaborative procurement approach, partnering with a similar-sized and geographically close school.
This allowed for a sharing of knowledge and ‘best practice’.
This joint below threshold Request for Proposal (RFP) tender allowed the schools to share some of the costs for the procurement process. The collaborative RFP tender process, enabled the two schools to maintain their individual identities and requirements while benefitting from economies of scale. This structure provided suppliers with the flexibility to respond to each school’s unique needs within one overarching procurement process.
Key Steps in the Procurement Process:
- Tender Documentation: Minerva prepared clear, consistent documentation reflecting both joint and individual needs.
- Evaluation: Proposals were rigorously evaluated against transparent criteria, balancing quality, service innovation, and price. Draft scores were awarded which were then moderated to reflect the priorities of each school.
- Communication: Minerva kept all stakeholders fully updated throughout the process, providing stage-by-stage summaries to ensure clarity and confidence.
- Contract Award: Following evaluation, both schools were able to appoint a catering provider who could deliver quality services tailored to each school within the collaborative process.
Results
The collaborative catering procurement for College Town Primary School demonstrates the power of partnership in achieving value and quality through competitive tendering. With Minerva’s expertise, the school not only secured a high-performing catering provider but also benefited from the efficiencies and
opportunities that collaboration brings. This successful project highlights how schools (even those not in the same Trust) can work together to achieve outstanding procurement outcomes.
Customer Feedback
School Business Manager Jacinda Revill commented: “Minerva were extremely helpful and supportive, guiding us through the tender process for our catering contract. Always quick to respond to our questions and professional. Would certainly use again.”
