Caerphilly Borough Council – Welsh Public Sector Collaborative Food Framework

The Welsh Public Sector Collaborative Food Group (WPSCFG) was created to address fragmented food procurement across Wales. With public bodies previously purchasing independently, smaller suppliers struggled to access opportunities, and there was inconsistent application of Welsh national priorities, such as sustainability and social value.

To tackle this, Caerphilly County Borough Council convened 19 Welsh public sector organisations to co design a single, inclusive, and future proof food procurement framework. Their shared aim was to simplify processes, strengthen local supply chains, and embed the Well-being of Future Generations (Wales) Act into everyday procurement practice.

Awarded in January 2024, the framework marked the start of a new, collaborative approach to public sector food sourcing across Wales.

The WPSCFG developed a procurement model based on strong governance, open collaboration, and accessibility for organisations and suppliers alike. Caerphilly CBC provided central leadership, enabling consistent standards while giving organisations the flexibility to meet local needs.

A key innovation was the creation of over 150 regional and commodity specific lots, designed to reduce barriers to entry for SMEs and accommodate the needs of schools, social care and wider public services. Participating organisations co designed specifications, evaluated tenders, and selected suppliers, ensuring shared ownership at every stage.

Supplier engagement was at the heart of the process, with pre market events and one to one clinics helping businesses, large and small, to understand requirements and compete effectively. The Welsh Government’s Social Value Framework, TOMs for Wales were embedded to ensure community, environmental and economic benefits were built into contracts from the start.

The framework has already demonstrated significant, measurable benefits. In FY24–25, total framework spend reached £47 million, unlocking collective buying power and improving value for money for all participants. Supplier engagement exceeded expectations, attracting 400+ interested suppliers, with 22 awarded places,19 of which are Welsh businesses. This broadened local supply chains and strengthened the foundational economy.

Welsh public sector organisations using the framework now benefit from reduced duplication, streamlined sourcing, stronger competition and consistent contract management. Quality standards have risen through shared KPIs, proactive supplier reviews and robust sustainability criteria.

Embedded social value plans have delivered meaningful community impact, including food bank donations, support for Warm Hubs and healthy eating workshops for children. With mechanisms to add new products and suppliers throughout the contract term, the framework remains adaptable and future proof.

Now expanded to 21 organisations, the WPSCFG stands as a powerful example of how collaboration can transform procurement and deliver lasting community benefit.