Catering Contracts Framework – Orkney Islands

Catering Contracts Framework – Orkney Islands

Orkney Islands Council required the supply and delivery of catering products to a number of authority establishments throughout Orkney for a period of 4 years. 8 Lots.

United Kingdom-Kirkwall: Catering supplies

2018/S 145-331367

Contract notice

Supplies

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Orkney Islands Council
Council Offices, School Place
Kirkwall
KW15 1NY
United Kingdom
Contact person: Denise Link
Telephone: +44 1856873535
E-mail: Denise.link@orkney.gov.uk
Fax: +44 1856876158
NUTS code: UKM65

I.1)Name and addresses

NHS Orkney
Balfour Hospital, New Scapa Road
Kirkwall
KW15 1BH
United Kingdom
Telephone: +44 1856888226
E-mail: ork-hb.feedback@nhs.net
NUTS code: UKM65Internet address(es):Main address: http://www.ohb.scot.nhs.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00368

I.2)Information about joint procurement

The contract involves joint procurement
In the case of joint procurement involving different countries, state applicable national procurement law:

NHS Orkney

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: http://www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Catering Contracts Framework

Reference number: OIC/PROC/0731

II.1.2)Main CPV code

39222000

II.1.3)Type of contract

Supplies

II.1.4)Short description:

Orkney Islands Council required the supply and delivery of catering products to a number of authority establishments throughout Orkney for a period of 4 years. The framework will be via eight lots:

Lot 1 – Fresh Milk,

Lot 2 – Fresh Fruit, Vegetables and Potatoes,

Lot 3 – Fresh Fish,

Lot 4 – Fresh Butchers Meat,

Lot 5 – Bread and Morning Goods,

Lot 6 – Frozen Food,

Lot 7 – Groceries and Provisions and

Lot 8 – Dairy Products.

The framework will be a collaborative contract with Orkney Islands Council and NHS Orkney (Balfour Hospital).

II.1.5)Estimated total value

Value excluding VAT: 4 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description

II.2.1)Title:

Fresh Milk

Lot No: 1

II.2.2)Additional CPV code(s)

39222000
15511000
15511100
15511400

II.2.3)Place of performance

NUTS code: UKM65
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of fresh milk to a number of OIC and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the inner isles (Shappinsay, Rousay and Hoy).

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Delivery / Weighting: 20
Quality criterion – Name: Contract management / Weighting: 10
Quality criterion – Name: Continuity of supply / Weighting: 5
Price – Weighting: 65

II.2.6)Estimated value

Value excluding VAT: 270 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months — option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Fresh Fruit, Vegetables and Potatoes

Lot No: 2

II.2.2)Additional CPV code(s)

39222000
15300000
03212100

II.2.3)Place of performance

NUTS code: UKM65
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of fresh fruit, vegetables and potatoes to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Delivery / Weighting: 20
Quality criterion – Name: Contract management / Weighting: 10
Quality criterion – Name: Continuity of supply / Weighting: 5
Price – Weighting: 65

II.2.6)Estimated value

Value excluding VAT: 541 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months — option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Fresh Fish

Lot No: 3

II.2.2)Additional CPV code(s)

39222000
15211100
15234000
03311000
15119600

II.2.3)Place of performance

NUTS code: UKM65
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of fresh fish to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shappinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Delivery / Weighting: 20
Quality criterion – Name: Contract management / Weighting: 10
Quality criterion – Name: Continuity of supply / Weighting: 5
Price – Weighting: 65

II.2.6)Estimated value

Value excluding VAT: 100 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months — Option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Fresh Butcher Meat and Meat Products

Lot No: 4

II.2.2)Additional CPV code(s)

39222000
15110000
15130000
15111100
15131620
15113000
15131400
15115100
15131220
15131130

II.2.3)Place of performance

NUTS code: UKM65
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Authority

II.2.5)Award criteria

Criteria below
Price
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Bread and Morning Goods

Lot No: 5

II.2.2)Additional CPV code(s)

15810000
15811000
15811100
15811500

II.2.3)Place of performance

NUTS code: UKM65
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of bread and morning goods to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shapinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Delivery / Weighting: 20
Quality criterion – Name: Contract management / Weighting: 10
Quality criterion – Name: Continuity of supply / Weighting: 5
Price – Weighting: 65

II.2.6)Estimated value

Value excluding VAT: 310 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months — option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Frozen Food

Lot No: 6

II.2.2)Additional CPV code(s)

15311200
15331100
15896000

II.2.3)Place of performance

NUTS code: UKM65
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of frozen food to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shapinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Delivery / Weighting: 20
Quality criterion – Name: Contract management / Weighting: 10
Quality criterion – Name: Continuity of supply / Weighting: 5
Price – Weighting: 65

II.2.6)Estimated value

Value excluding VAT: 580 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months – option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Groceries and Provisions

Lot No: 7

II.2.2)Additional CPV code(s)

15612000
15612120
15612130
03220000
03222000
15872000
15830000
03211300
15850000
15240000

II.2.3)Place of performance

NUTS code: UKM65
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of groceries and provisions to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shapinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Delivery / Weighting: 20
Quality criterion – Name: Contract management / Weighting: 10
Quality criterion – Name: Continuity of supply / Weighting: 5
Price – Weighting: 65

II.2.6)Estimated value

Value excluding VAT: 1 140 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months – option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Dairy Products

Lot No: 8

II.2.2)Additional CPV code(s)

15500000

II.2.3)Place of performance

NUTS code: UKM65
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of dairy products to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shapinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Delivery / Weighting: 20
Quality criterion – Name: Contract management / Weighting: 10
Quality criterion – Name: Continuity of supply / Weighting: 5
Price – Weighting: 65

II.2.6)Estimated value

Value excluding VAT: 540 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months – option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

As stated in the Appendix A to the Contract Notice for the Catering Contracts Framework, bidders are required to be enrolled in the relevant professional or trade registers of the Country in which they are established. For the UK — Register of Companies.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

As stated in the ESPD and Appendix A To The Contract Notice for the Catering Contracts Framework.

Minimum level(s) of standards possibly required:

Question 4B1.1 Bidders should provide their general yearly turnover for the most recent two years (as per their audited accounts).

Question 4B2.1 Bidders should provide their “specific” yearly turnover in the business area(s) covered by the contract for the most recent two years (as per their audited accounts).

Question 4B.3 Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up / started trading.

Question 4B.4 Bidders will be required to state the values for the following financial ratios for the most recent 2 years and it is a minimum requirement that the ratios are within the acceptable range:

Liquidity Ratio of the Company (current assets divided by current liabilities – found on Balance Sheet)

The acceptable range for this ratio is: 1:2 or more

Ratio value (Year:…………):

Ratio value (Year:…………):

Net Profit Margin of the Company (net profits divided by revenue x 100)

The acceptable range for this ratio is: >0 (i.e. Positive)

Ratio value (Year:…………):

Ratio value (Year:…………):

Annualised Contract value to Turnover (Annualised Contract value: Contract Value divided by Contract Duration as per Contract Notice)

The acceptable range for this ratio is:1:2 or more

Annualised Contract value:

Ratio value (Year:…………):

Ratio value (Year:…………):

Question 4B.5.1 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP

Bidders are required to provide copies of the certificates of insurance to the Authority.

Question 4B.5.2 It is a requirment of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Public Liability Insurance = 5 000 000 GBP

Product Liability Insurance = 2 000 000 GBP

Question 4B.6 Bidders shall include copies of the audited accounts for the most recent 2 years and, where appropriate, shall provide additional supporting information including eg. details of any significant differences since the last set of audited accounts.

The following additional supporting information can also be provided in respect of your organisation:

i) A statement of your turnover, profit and loss account and cashflow for the most recent year of trading; and / or

ii) A statement of your cashflow forecase for the current year and a bank letter outling the current cash and credit position; and / or

iii) An alternative means of demonstrating financial status.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Question 4C.1.2. Bidder will be required to provide 2 examples that demonstrate that they have the relevant experience to deliver the services / supplies as described in the Contract Notice

(Scored and Weighted Section = Pass / Fail)

Question 4C.4 Bidders will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver they types of requirements detailed in the Contract Notice.

(Scored and Weighted Section = Pass / Fail)

Question 4C.7 Bidders are required to confirm the environmental management measures that it employs in relation to local and imported goods.

(Scored and Weighted Section = Pass / Fail)

Question 4C.9 Bidders will be required to demonstrate that they have (or have access to(the relevant tools, plant or technical equipment to

Deliver the types of requirements detailed in the Contract Notice.

(Scored and Weighted Section = Pass / Fail)

Question 4C.12 Bidders will be required to confirm that they have the required quality control institute certificates (or from agencies of

Recognised competence) confirming that products meet the technical specifications or standards including Environmental Health Food Safety and Standards Inspection Reports and Food Safety Management System.

(Scored and Weighted Section = Pass / Fail)

Question 4D.1 — Quality Management Procedures and Health and Safety Procedures Pass / Fail

Question 4D.2 — Environmental Management Systems or Standards Pass / Fail

Minimum level(s) of standards possibly required:

As stated within the ESPD and the Appendix A to the Contract Notice for the Catering Contracts Framework — Questions 4C1.2, Question 4C.4, Question 4C.7, Question 4C.9 and Question 4C.12 shall be marked 0-4 in accordance

With the following markings scheme:

Score = 0 Unacceptable – Nil or inadequate response. Fails to demonstrate an ability to meet the requirement.

Score = 1 Poor – Response is partially relevant and poor. The response addresses some elements of the requirement but contains insufficient detail or explanation to demonstrate how the requirement will be fulfilled.

Score = 2 Acceptable – Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.

Score = 3 Good – Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

Score = 4 Excellent – Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.

The weighting to be applied to each question is as follows:

Question 4C.1.2 Pass / Fail

Question 4C.4 Pass / Fail

Question 4C.7 Pass / Fail

Question 4C.9 Pass / Fail

Question 4C.12 Pass / Fail

Tenderers must achieve a minimum score of 2 ‘acceptable’ against each of the scored and weighted questions. Failure to achieve an acceptable score will result in a tenderers exclusion from the procurement exercise.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 16
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 03/09/2018
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 17/09/2018

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

July 2022

VI.2)Information about electronic workflows

Electronic payment will be used

VI.3)Additional information:

The Council reserves the right to cancel the procurement at any time and not award a Contract. The expenditure, work or effort undertaken by bidders prior to the award of Contract is accordingly a matter solely for the commercial judgement of bidders.

Late tenders will not be considered by the Council.

An economic operator that suffers, or risks suffering damage or loss attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or the Court of Session.

Tenderers should complete the ESPD (Scotland) referring to this Contract Notice and the Appendix A To The Contract Notice For The Catering Contracts Framework – Reference OIC/PROC/0731.

The Authority reserves the right to appoint more than one supplier to each lot if it is considered that by doing so this would provide the most beneficial outcome for the Authority and NHS Orkney.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=549884.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:

The Contract Value is equal to or greater than 4 000 000 GBP over the 4 years of the framework including both the Authority and NHS Orkney — the value is broken down into 8 lots. It is anticipated that the majority of tenderers will be SME’s, therefore to sub-contract further to SMEs would appear unlikely.

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Orkney Islands Council has a requirement for Community Benefits to be included within the tender. A summary of the anticipated community benefits are detailed below:

a) Vocational training,

b) Work with schools and colleges to offer work experience placements,

c) Up-skill the existing workforce,

d) Supported employment opportunities (where appropriate).

(SC Ref:549884)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=549884

VI.4)Procedures for review

VI.4.1)Review body

Orkney Islands Council
Council Offices, School Place
Kirkwall
KW15 1NY
United Kingdom
Telephone: +44 1856873535
Fax: +44 1856876158Internet address: http://www.orkney.gov.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

27/07/2018

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