In late 2025, the Trust’s incumbent local authority catering provider withdrew its catering operation across all schools, placing TIMAT’s meal provision at risk and requiring a fully compliant tender process to secure service continuity. While this created an immediate procurement challenge, it also presented an opportunity to review the catering offer more strategically and ensure students were receiving high-quality meals.
With multiple trusts in the region facing the same issue, demand on the catering market was expected to intensify, creating pressure on contractor capacity, mobilisation timelines and regional resources ahead of the September 2026 academic year. Securing the right partner – and doing so at the right time – was therefore critical to long-term success.
Our Brief
Litmus worked closely with the Trust to assess its options, advising on the most appropriate procurement route and the optimal timeframe for tender in light of anticipated pressure on the regional catering market.
Together, a strategy was agreed to run a concurrent tender process, enabling the Trust to appoint a new supplier before the incumbent provider’s notice period expired. This approach was designed to:
- Ensure uninterrupted catering provision for students
- Maximise supplier engagement in a competitive market
- Allow sufficient time for a smooth and effective mobilisation
Lay the foundations for a successful long-term catering partnership
Our Approach
Litmus delivered a fully compliant, concurrent competitive flexible tender process, designed to secure a contract commencement date at May 2026 half term and position the Trust ahead of anticipated market pressure.
By bringing the procurement process forward, the Trust was able to:
- Access stronger commercial competition and competitive financial offers
- Engage suppliers before regional demand intensified
- Secure dedicated mobilisation resource from the successful contractor
- Provide sufficient lead-in time for a smooth transition with minimal disruption to students and staff
With time a critical factor, Litmus moved quickly. Following an introductory meeting on 18 December 2025, the procurement route was agreed, tender documentation prepared, and the project released to market by 9 January 2026 – a turnaround of just three weeks.
Alongside this, Litmus undertook targeted pre-procurement engagement with prospective bidders to test market appetite, build early interest in the opportunity, and help ensure a strong competitive field.
Outcomes
Through a fully compliant, concurrent competitive flexible tender process, Litmus successfully secured a new catering partner for contract commencement at May 2026 half term – positioning the Trust ahead of anticipated regional market pressures and ensuring continuity of service for its schools.
The process delivered a number of key benefits, including:
- Strong market engagement through targeted pre-procurement activity
- A competitive field of bidders, generating robust commercial and operational proposals
- Detailed financial and qualitative evaluation, enabling the Trust to make a confident, informed appointment
- A clear mobilisation plan, with transition activity already underway to support a smooth contract launch
- Confidence that students will benefit from a high-quality catering offer under the new partnership
With the first mobilisation meeting now completed, the Trust is well placed for a successful contract launch, supported by a structured transition plan and ongoing guidance from Litmus.
