Ealing Free School Meals Management and Eligibility IT System

Ealing Council is planning to re procure our current contract for Free School Meals Management and Eligibility IT System and wishes to carry out market engagement with potential providers.

The current Free School Meals Management and Eligibility IT System contract expires on 31st of March 2024. The approximate value for this contract is GBP 20,000 to 25,000 per annum. The proposed duration of the contract would be for up to five (5) years with one potential two (2) year extension.

Section 512 of the Education Act 1996, as amended, places a duty on maintained schools, academies and free schools to provide free school meals to disadvantaged pupils of all ages that meet the criteria.

The London Borough of Ealing maintained school, academies and free schools have a statutory obligation to provide free school meals to disadvantaged pupils. To assist with meeting this duty, the Council provides a Free School Meals (FSM) Management and Eligibility IT System and Pupil Support Team (PST), to provide a supported service to 91 maintained schools, academies, and free schools to enable them to meet their statutory duties to provide free school meals to disadvantaged pupils (currently 14,000 children across Ealing schools)

The existing system consists of an external online application form, an internal officer portal that has direct access to the DfE benefits data portal and a school facing portal. In addition to a wide range of features, the IT system helps to minimise the workload for schools and support them to maximise the number of children identified, which provides both vital support to families and maximises the national funding formula and Pupil Premium funding received by the school.

The IT System also enables the Council to identify vulnerable households eligible for distribution of Household Support Vouchers (currently funded by the DWPs Household Support Fund) to cover the cost of meals during the school holidays.

Our goal is to implement an efficient and user-friendly solution that streamlines the application, management of Free School Meals, enhances data accuracy, and improves the overall experience for students, parents, and school staff.

The market research questionnaire is voluntary. Your response is not part of any tender or contract, will be confidential and the information you provide will only be used for market research purposes. Providers are in no way obliged to complete it, or to answer every question within it. However we hope providers will complete is as it will assist us greatly in informing our future strategy to commission and procure a Free School Meal Management and Eligibility IT System.

Please submit your response to this questionnaire by 5.00pm on 13th July 2023 via Microsoft Forms at https://forms.office.com/Pages/ResponsePage.aspx?id=Q4w6AYeCi0yHixMeMM258yr18p-24EtEgTV6UR8rX4lUNFExSkcyT01MNlUyWURXSllEQjhRRUxBUS4u

Individual meetings are likely to be held with Commissioners on the 19th and 20th July 2023.