Catering Contracts Framework – Orkney Islands Council
Orkney Islands Council has a requirement for the supply and delivery of catering products to a number of authority establishments throughout Orkney.
United Kingdom-Kirkwall: Catering supplies
2018/S 179-404852
Contract notice
Supplies
Directive 2014/24/EU
Section I: Contracting authority
I.1)Name and addresses
Council Offices, School Place
Kirkwall
KW15 1NY
United Kingdom
Contact person: Rosemary Colsell
Telephone: +44 1856873535
E-mail: procurement@orkney.gov.uk
Fax: +44 1856876158
NUTS code: UKM65
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00369
I.1)Name and addresses
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
NHS Orkney
I.3)Communication
I.4)Type of the contracting authority
I.5)Main activity
Section II: Object
II.1.1)Title:
Catering Contracts Framework
II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:
Orkney Islands Council has a requirement for the supply and delivery of catering products to a number of authority establishments throughout Orkney for a period of 4 years with contracts to be awarded via a Framework Agreement to be established with contracts to be awarded following further competition for 8 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.
It is anticipated that a single supplier will be awarded a contract for each Lot, for Lots 1, 2, 3, 4, 5, 6 and 8, and a maximum of 2 suppliers to be awarded a contract for Lot 7 only. The framework will be established in collaborative with Orkney Islands Council and NHS Orkney (Balfour Hospital).
II.1.5)Estimated total value
II.1.6)Information about lots
II.2.1)Title:
Fresh Milk
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial contract duration will be based on 24 months – with an 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
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
II.2.1)Title:
Fresh Fruit, Vegetables and Potatoes
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial contract duration will be based on 24 months – with an 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
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
II.2.1)Title:
Fresh Fish
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial contract duration will be based on 24 months – with an 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
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
II.2.1)Title:
Fresh Butcher Meat and Meat Products
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial contract duration will be based on 24 months – with an 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
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
II.2.1)Title:
Bread and Morning Goods
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial contract duration will be based on 24 months – with an 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
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
II.2.1)Title:
Frozen Food
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial contract duration will be based on 24 months – with an 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
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
II.2.1)Title:
Groceries and Provisions
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial contract duration will be based on 24 months – with an 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
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
II.2.1)Title:
Dairy Products
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial contract duration will be based on 24 months – with an 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
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
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
As stated in the ESPD and Appendix A To The Contract Notice for the Catering Contracts Framework.
Question 4B1.1: Bidders should provide their general yearly turnover for the most recent 2 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 2 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 e.g. 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
(i) 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
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
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.
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Section VI: Complementary information
VI.1)Information about recurrence
July 2022
VI.2)Information about electronic workflows
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 and all questions to be submitted via the Questions and Answers section of this contract advertisement on PCS.
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. Tenderers are directed to the ESPD supplier guide at the following link.
https://www.publiccontractsscotland.gov.uk/userguides/PCS_ESPD_Supplier_guide.pdf
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=557203
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:557203)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=557203
VI.4.1)Review body
Council Offices, School Place
Kirkwall
KW15 1NY
United Kingdom
Telephone: +44 1856873535
Fax: +44 1856876158Internet address: http://www.orkney.gov.uk
VI.5)Date of dispatch of this notice: