Food Tender Ayrshire

Food Tender Ayrshire

Supply and Delivery of Fresh/Organic Foodstuffs. UK-Kilmarnock: miscellaneous food products

2012/S 60-097586

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

East Ayrshire Council
Corporate Procurement Team, London Road HQ
Contact point(s): Legal, Procurement & Regulatory
For the attention of: Heather Murray
KA3 7BU Kilmarnock
UNITED KINGDOM
Telephone: +44 1563576125
E-mail: heather.murray@east-ayrshire.gov.uk
Fax: +44 1563576179

Internet address(es):

General address of the contracting authority: http://www.east-ayrshire.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223

Further information can be obtained from: East Ayrshire Council
Corporate Procurement Team, London Road HQ
For the attention of: Refer to Additional Information
KA3 7BU Kilmarnock
UNITED KINGDOM
Telephone: +44 1563576125
Fax: +44 1563576179
Internet address: http://www.east-ayrshire.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: East Ayrshire Council
Corporate Procurement Team, London Road HQ
For the attention of: Refer to Additional Information
KA3 7BU Kilmarnock
UNITED KINGDOM
Telephone: +44 1563576125
Fax: +44 1563576179
Internet address: http://www.east-ayrshire.gov.uk

Tenders or requests to participate must be sent to: East Ayrshire Council
Corporate Procurement Team, London Road HQ
For the attention of: Refer to Additional Information
KA3 7BU Kilmarnock
UNITED KINGDOM
Telephone: +44 1563576125
Fax: +44 1563576179
Internet address: http://www.east-ayrshire.gov.uk

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

North Ayrshire Council

South Ayrshire Council

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Supply & Delivery of Fresh/Organic Foodstuffs.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Ayrshire.
NUTS code UKM3

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The Council requires to re-tender its contract for the supply and delivery of fresh/organic foodstuffs to East Ayrshire schools. The school meals service is regarded as the first ‘Sustainable’ school food service in the United Kingdom, where children enjoy healthy meals made from ingredients that are fresh, local and organic, and in the process is investing directly in the financial and cultural well being of communities in East Ayrshire. The School Meals service has linked the Schools (Health Promotion and Nutrition) Act 2007 with Hungry for Success (the Scottish Government’s initiative to introduce a Whole School Approach for school meals). The contract will be split into 9 different Lots and Tenderers may bid for one or more Lots.
The contract will also be open for North and South Ayrshire to pilot a similar meals service, if required; if the pilot is successful then North and/or South Ayrshire will have the right to continue the provision of the service through the contract.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=214590.

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=214590.

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 postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

15800000, 15000000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Variable quantities of the various foodstuffs with a current annual value of circa 250 000 GBP over all Lots for East Ayrshire. Supply and delivery will be required to 40 Primary Schools and 2 Secondary Schools within East Ayrshire, however these numbers may fluctuate during the term. The contract is for a period of 2 years plus 2 one-year extension options.
Quantities are unknown for North and South Ayrshire as this will depend on the success of any pilot should they go ahead.
II.2.2)Information about options

Options: yes
Description of these options: 2 one-year extension options
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 1

1)Short description

Supply & delivery of fresh meat to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

15110000, 15119000

3)Quantity or scope

Variable quantities of fresh meat.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 10 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 10

1)Short description

Supply & delivery of cheese to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

15542000, 15542200

3)Quantity or scope

Various quantities of cheese/soft cheese.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 9 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 9

1)Short description

Supply & delivery of dry, bottled and tinned foodstuffs to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

15890000

3)Quantity or scope

Supply & Delivery of dry, bottled and tinned foodstuffs to East Ayrshire Schools.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 8 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 8

1)Short description

Supply & delivery of fresh hens eggs to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

03142500

3)Quantity or scope

Variable quantities of fresh hens eggs.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 7 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 7

1)Short description

Supply & delivery of fresh milk/milk products to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

03333000, 15551000

3)Quantity or scope

Variable quantities of fresh milk/milk products.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 6 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 6

1)Short description

Supply & delivery of fresh vegetables to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

15300000

3)Quantity or scope

Variable quantities of fresh vegetables.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 5

1)Short description

Supply & delivery of fresh fruit to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

15300000

3)Quantity or scope

Variable quantities of fresh fruit.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 4

1)Short description

Supply & delivery of fresh fish to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

15211100

3)Quantity or scope

Variable quantities of fresh fish.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 2

1)Short description

Supply & delivery of fresh poultry to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

15112100

3)Quantity or scope

Variable quantities of fresh poultry.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Supply & Delivery of Fresh/Organic Foodstuffs – Lot 3

1)Short description

Supply & delivery of fresh pork to East Ayrshire Schools.
2)Common procurement vocabulary (CPV)

15113000, 15131400

3)Quantity or scope

Variable quantities of fresh pork.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

28 days in arrears
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No specific legal form is required but each bid shall specify the main Supplier with whom the Council will contract, all other bidders in the group being sub-contractors to the main Supplier.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established.
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
A third party credit report may be used to establish the Supplier’s financial position.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(2) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(3) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(4) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(5) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided.
(6) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures.
(7) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities.
Refer to tender documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

PS/11/59
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 1.5.2012
IV.3.4)Time limit for receipt of tenders or requests to participate

7.5.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2, 3 or 4 years, dependent on extension options
VI.2)Information about European Union funds
VI.3)Additional information

All tenderers expressing an interest will be invited to tender. Expressions of Interest must be made via the Public Contracts Scotland website – this will be conducted as an eTender, therefore tender documents must be downloaded, completed and uploaded again via the Public Contracts Scotland website. Expressions of Interest and downloading of the documents must be made by 1.5.2012 with tender submissions uploaded by 7.5.2012 – no late expressions of interest can be accepted. If there is a problem with obtaining/uploading the documents, tenderers must contact the Public Contracts Scotland helpdesk before the 12 noon deadline.
(SC Ref:214590).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Refer to VI.4.2)

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2006 (SSI 2006/1) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.3.2012