Holiday Activities and Food (HAF) services DPS (SC240025)
Kent County CouncilEstimated Value
Up to £4,000,000
Deadline
11 September 2026
92 days remaining
Published
29 May 2026
Type
services
Overview
The Holiday Activities and Food (HAF) Programme in Kent focuses on supporting children's physical health and wellbeing by providing nutritious meals and engaging activities during school holidays. Families with children aged four to sixteen who are eligible for benefits-related Free School Meals (FSM) can access these free opportunities during the Easter, summer, and Christmas breaks.
This initiative is funded by the Department for Education (DfE), with grant conditions outlined in the Memorandum of Understanding signed by Kent County Council (KCC). The programme aims to address the challenges some families face during school holidays, such as increased food and childcare costs and reduced household income, which can make it difficult to provide adequate meals and activities for children.
HAF offers a variety of enriching activities designed to keep children active and socially engaged during the holidays. Participating families also benefit from resources and support to help improve their understanding of nutrition and food budgeting.
Contact & helpdesk
To access all Tender documentation relating to this Lot please use the following access link (if you only require the access code please find it at the end of the link): https://www.kentbusinessportal.org.uk/respond/367XV7543T If you experience any technical difficulties from accessing the above URL, then please contact the Delta eSourcing Helpdesk on call 0800 923 9236 or email helpdesk@delta-esourcing.com.
Additional details
The opportunity to apply for this contract was first made available in December 2024. As this is a Dynamic Purchasing System (DPS), bidders may submit applications at any time.
However, submissions are reviewed in rounds, as detailed in the Invitation to Tender. Additional information: Although 'Restricted Procedure' was selected, the process followed was in fact a 'Competitive Procedure with Negotiation' under the Light Touch Regime to establish a DPS under PCR 2015.
The system did not permit this combination, so it has been noted here for transparency. To access all Tender documentation relating to this Lot please use the following access link (if you only require the access code please find it at the end of the link): https://www.kentbusinessportal.org.uk/respond/367XV7543T If you experience any technical difficulties from accessing the above URL, then please contact the Delta eSourcing Helpdesk on call 0800 923 9236 or email helpdesk@delta-esourcing.com.
Additional information: Although 'Restricted Procedure' was selected, the process followed was in fact a 'Competitive Procedure with Negotiation' under the Light Touch Regime to establish a DPS under PCR 2015. The system did not permit this combination, so it has been noted here for transparency.
To access all Tender documentation relating to this Lot please use the following access link (if you only require the access code please find it at the end of the link): https://www.kentbusinessportal.org.uk/respond/367XV7543T If you experience any technical difficulties from accessing the above URL, then please contact the Delta eSourcing Helpdesk on call 0800 923 9236 or email helpdesk@delta-esourcing.com. Additional information: Although 'Restricted Procedure' was selected, the process followed was in fact a 'Competitive Procedure with Negotiation' under the Light Touch Regime to establish a DPS under PCR 2015.
The system did not permit this combination, so it has been noted here for transparency. To access all Tender documentation relating to this Lot please use the following access link (if you only require the access code please find it at the end of the link): https://www.kentbusinessportal.org.uk/respond/367XV7543T If you experience any technical difficulties from accessing the above URL, then please contact the Delta eSourcing Helpdesk on call 0800 923 9236 or email helpdesk@delta-esourcing.com.
Additional information: Although 'Restricted Procedure' was selected, the process followed was in fact a 'Competitive Procedure with Negotiation' under the Light Touch Regime to establish a DPS under PCR 2015. The system did not permit this combination, so it has been noted here for transparency.
AI Analysis
Powered by AI — always verify against official documents
Kent County Council is establishing a Dynamic Purchasing System (DPS) to find and commission organisations to deliver the Holiday Activities and Food (HAF) Programme. This is a Department for Education funded initiative that provides free nutritious meals and engaging activities to children aged 4-16 from low-income families during Easter, summer, and Christmas school holidays. Bidders can apply at any time, with applications reviewed in rolling rounds.
Requirements
- Ability to deliver activities and meals during school holiday periods (Easter, summer, Christmas)
- Experience providing services to children aged 4-16
- Capacity to serve families eligible for benefits-related Free School Meals
- Understanding of child safeguarding and wellbeing standards
- Ability to provide nutritious meals meeting relevant food standards
- Experience in designing enriching, age-appropriate activities that keep children socially engaged
- Capacity to provide nutrition education and food budgeting support to families
- Compliance with Department for Education grant conditions and Kent County Council's Memorandum of Understanding
- Full tender documentation must be reviewed via Kent Business Portal for complete legal and technical requirements
Key Tasks & Deliverables
- Plan and deliver holiday activity programmes during Easter, summer, and Christmas school breaks
- Provide free nutritious meals to participating children
- Design and run enriching physical activities that promote children's health and wellbeing
- Deliver social engagement activities to keep children active during holidays
- Provide nutrition education and food budgeting support resources to participating families
- Identify and support children and families eligible for benefits-related Free School Meals
- Report on programme delivery and outcomes to Kent County Council
How to Read This Tender
- 1This is a Dynamic Purchasing System (DPS), not a one-off tender — it means you can apply whenever you're ready, but applications are reviewed in batches ('rounds'). Check the Invitation to Tender document for the review schedule.
- 2The document mentions 'Competitive Procedure with Negotiation under Light Touch Regime' — this means Kent Council may negotiate terms with selected bidders rather than simply awarding to the lowest price. Focus on quality and value, not just cost.
- 3You must access all detailed tender requirements via the Kent Business Portal link provided (access code included). The summary here covers the programme overview, but the full specification, evaluation criteria, terms, and pricing guidance are in those documents — download and read them thoroughly.
- 4Look for: the scope of activities expected, geographical coverage areas in Kent, expected participant numbers, meal provision standards, activity types, staffing requirements, insurance/compliance needs, and payment terms. These will be in the full documents.
- 5Note that this is DfE funded with specific grant conditions — check what reporting, monitoring, and compliance obligations you'll inherit. The Memorandum of Understanding between DfE and KCC sets the rules you must follow.
Tips for Small Businesses
- As a DPS, you don't need to win the entire contract — you can bid for specific holiday periods or specific geographical areas within Kent. Check if you can offer just summer provision, or just one district, rather than committing to all holidays and all locations. This reduces risk for small teams.
- Consider partnering with complementary organisations (sports clubs, community centres, catering suppliers, educational activity providers) as a consortium or through subcontracting. HAF contracts often require both meal provision and activities — you might bid as the activities lead and subcontract catering, or vice versa.
- Social value will likely be scored in evaluation — emphasise any experience supporting disadvantaged families, employ local staff, use local suppliers, offer training or employment opportunities for young people, or have strong community links in Kent. This can be a competitive advantage over larger corporate bidders.
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How to Apply
Step-by-step submission guide
Submission Portal
Find a Tender
Open the original notice
Click the button below to view the full notice on Find a Tender Service (FTS)
Check the procedure type
The "Procedure" section tells you if it's Open (one stage) or Restricted (SQ then ITT). This changes how you apply
Access the eSourcing portal
FTS notices link to the buyer's eSourcing platform — register there to access documents
Complete the Selection Questionnaire
Higher-value contracts often require an SQ first — this pre-qualifies you before the full bid stage
Submit electronically
Upload your completed response through the eSourcing platform before the closing date and time
FTS contracts are above UK procurement thresholds. Late submissions are strictly rejected — submit at least 24 hours before the deadline to avoid portal issues.
Useful Resources
Buyer Profile
Kent County CouncilKey Dates
Published
29 May 2026
Submission deadline
11 September 2026
Notice type
tender
Source
find a tender
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