SHINE Academies previously operated a mixed catering model, with four of its six schools supported by a contracted provider and the remaining schools managed by their local authority. To improve consistency, strengthen compliance, and align catering provision across the Trust, SHINE Academies initiated a formal catering tender encompassing all schools.
A key priority was to secure a provider capable of delivering a consistently high‑quality catering offer for all pupils. To support this process, SHINE Academies partnered with The Litmus Partnership, working collaboratively to identify a catering provider whose approach, ethos and values aligned closely with those of the Trust.
Brief
Litmus was engaged to deliver a fully compliant tender process that would result in a strong, long-term partnership with the incoming catering contractor.
The specific objectives included:
- A single provider responsible for delivering the complete catering service, with a demonstrated commitment to promoting healthy eating.
- Competitive cost and pricing structures.
- Provision of industry expertise, along with financial and operational support to SHINE Academies.
- A value-added network, including external events and community support initiatives.
- Centralised management of invoicing, charges, and credits to streamline administrative processes and potentially reduce costs for the schools.
- A proactive approach to challenging existing practices, providing support for daily enquiries and operational activities.
Furthermore, SHINE Academies sought to implement robust, ongoing contract monitoring to ensure the new catering provider consistently met its contractual commitments. This approach was designed to promote accountability, support continuous improvement, and encourage innovation through sector expertise, encompassing both financial and operational support. Central to this was a clear and shared commitment to delivering high‑quality provision that placed the needs and wellbeing of children at the heart of the service.
Approach
From the outset, Litmus took time to develop a detailed understanding of SHINE Academies’ requirements at multiple levels, including the Trust’s strategic priorities and the expectations of senior leaders for a new catering provider.
Litmus managed the tender process end‑to‑end, providing clear, expert guidance throughout and ensuring a robust, compliant approach, while significantly reducing the time commitment and operational workload for the Trust.
Litmus’ focus was on finding a service provider who could provide:
- Consistent, high-quality food service for all pupils.
- Transparent and clear cost and pricing structures, along with financial accounts and budget conversations.
- Reliable support, guidance, and honest communication throughout the contract period and beyond.
- Ongoing operational support to ensure smooth service delivery in the future.
- A firm commitment to the agreed service offer, including themed activities, support to increase participation, and adherence to industry best practice, particularly in areas such as allergen management.
Once the contract was awarded, comprehensive mobilisation meetings were held to ensure that all parties were aligned on objectives, the proposed KPIs were reviewed and updated, and timelines were worked through to support a smooth and successful mobilisation.
Outcomes
The project delivered several positive outcomes for the Trust including:
- The Trust realised savings in the first year and was able to hold the contractor to account during second‑year contract negotiations.
- The Trust saved a significant amount of time previously spent on the operational and financial management of the catering contractor.
- The complex tender process was streamlined, resulting in a straightforward and stress-free experience for the Trust, and a successful and smooth mobilisation of the new service provider.
- The Trust now benefits from improved levels of honesty and commitment, supported by clearly defined guidance.
- Key Performance Indicators {KPIs} are easily manageable.
As a result of the positive tender process experience, SHINE Academies appointed Litmus to provide ongoing contract monitoring, ensuring service delivery remained compliant and performance against KPIs was maintained.
Litmus also recently delivered a successful IT Support Services tender for Shine Academies and is currently supporting the Trust with a HR and Payroll services tender.
