A well-run catering tender should assess not only price but also areas such as service quality, food offer, people development, sustainability, innovation, technology, mobilisation capability and cultural fit.

Running a catering tender process is about creating a fair, structured process that identifies the supplier best able to meet your operational, financial and service requirements.

Clients may wish to engage with a catering consultant that can provide specialist knowledge that the client may lack or they may have the internal resource and capability to run the process themselves. A typical process looks like this:

1. Define your requirements

• Identify the scope of services (breakfast/lunch dining, hospitality, vending, retail, events, etc.).

• Set the objectives/priorities such as cost savings, food quality, sustainability, support from company, recruitment/retention and innovation.

• Gather site information, current sales, footfall, staffing and equipment details.

2. Prepare the tender documents

Include:

• Background to your organisation.

• Service specification.

• Historical trading data (sales)

• Number of meals or guests

• Service hours and locations

• Dietary and allergen requirements

• Hospitality and event catering (if applicable)

• Trading days or trading calendar

• Contract term and extension options.

• KPIs and service levels.

• Pricing schedule.

• TUPE information (where applicable).

• Asset list (where applicable)

• Evaluation criteria and weightings.

• Tender timetable.

3. Select suppliers

• Invite 3–5 reputable contract caterers with relevant experience.

• If required, use a pre-qualification questionnaire (PQQ) to assess financial stability, health and safety, accreditations and experience.

4. Issue the Invitation to Tender (ITT)

• Send all documentation to bidders simultaneously.

• Allow sufficient time (typically 4–6 weeks).

• Manage all clarification questions fairly and share relevant answers with all bidders.

5. Site visits and presentations

• Arrange site visits so suppliers to understand the operation.

• Invite 2-3 shortlisted bidders to present their proposals and answer questions.

6. Evaluate submissions

Use a weighted scoring matrix, for example:

• Quality and service proposal – 40%

• Commercial offer – 30%

• Innovation and added value – 10%

• Sustainability and Social Value– 10%

• Mobilisation and implementation – 10%

7. Due diligence

• Check client references.

• Review financial accounts.

• Confirm insurance, certifications and compliance.

8. Select the preferred bidder

• Negotiate any final commercial or contractual points.

• Obtain internal approvals.

9. Award the contract

• Notify successful and unsuccessful bidders.

• Provide constructive feedback.

• Finalise and sign the contract.

10. Mobilisation

• Agree a detailed mobilisation plan.

• Transfer staff (if TUPE applies).

• Implement training, menus, systems and communications.

• Monitor performance.

A typical catering tender can take around 10–16 weeks from preparation to contract award, followed by a 4–12 week mobilisation period, depending on the size and complexity of the operation.