URL: https://democracy.guildford.gov.uk/ieDecisionDetails.aspx?ID=4871

Decision Maker: Joint Strategic Director Finance and Resources (S151), Lead Councillor for Finance, Lead Councillor for Community

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: To award a contract for a food supplier at The Hive for four years. This will be for both Community Meals and Activity Hub services.

Content: To award a contract for a food supplier at The Hive for four years. This will be for both Community Meals and Activity Hub services. To approve the award and entering in to the Food Supply Services contract at The Hive to Apetito Ltd for an initial period of three years with an option to extend for a further one year commencing on 1 July 2025, at a total contract sum cost of £472,598.58 for three years (£630,131.44 including the extension year).  1.     The Council is responsible for the provision of daily meals at The Hive, for both the Community Meals service and the Activities Hub which serves vulnerable adults living within the borough.  2.     A competitive procurement exercise was conducted under the ESPO Framework Agreement 58_23 Ready Meals Lot 1. Apetito Ltd demonstrated clear value for money and provided the Council with confidence in its ability to deliver a consistent and reliable supply of high-quality meals.    11.1 Do nothing – This option was dismissed as it would have a detrimental reputational impact on the Council and would fail to support vulnerable residents who rely on this service. Taking no action would risk leaving those in need without appropriate provision and would be inconsistent with the Council’s responsibilities and strategic priorities.  11.2 Bring the Service In-House – This option was dismissed as it is not feasible without substantial investment in both staffing and equipment. The level of resource required to establish and operate an in-house service would be significant and disproportionate, making this option neither practical nor cost-effective for the Council.  11.3 Award the Contract – This is the recommended option. The procurement process was conducted in full accordance with the relevant legislation and tailored to the specific requirements of the market sector. This approach resulted in the submission of a high-quality bid that demonstrated strong value for money and fully meets the service requirements. Awarding the contract will ensure the continued delivery of a reliable and effective service.   None. Executive Minutes 9 January 2025   Executive Minute EX80  1.        To approve the procurement procedures listed in Appendix 1 to the report submitted to the Executive. 2.        To delegate authority to the Strategic Director of Finance and Resources to proceed to procurement in consultation with the Lead Councillor for Finance and Property where there have been minor financial adjustments to the anticipated costs, or proposed minor changes to the timescales, as set out in Appendices 1 and 2. 3.        To delegate authority to award the contracts as listed in the final column of the table in Appendix 2 to the report.  

Date of Decision: December 19, 2025