Meals on Wheels Service

Meals on Wheels Service

Meals on Wheels Service – To prepare, supply and deliver hot meals to customers across the County of West Sussex.

UK-Chichester: Food, beverages, tobacco and related products

2013/S 055-090411

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

West Sussex County Council
County Hall
For the attention of: Alison Eastman
PO19 1RG Chichester
Telephone: +44 1243526062
Fax: +44 1243777515

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

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

Section II: Object of the contract

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

Meals on Wheels Service.
II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: County of West Sussex.
NUTS code UKJ24

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)

Meals on Wheels Service – To prepare, supply and deliver hot meals to customers across the County of West Sussex.
II.1.6)Common procurement vocabulary (CPV)

15000000, 15890000, 15880000, 85000000, 85300000, 98000000, 98300000, 15894200, 15894300

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

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

To prepare, supply and deliver hot meals to customers across the County of West Sussex.
Estimated value excluding VAT:
Range: between 13 005 020,00 and 47 578 710,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: There is potential to award 2 separate contracts or 1 combined contract:
1. To supply the food element only.
2. To deliver the meals to customers only.
3. To supply and deliver the meals to the customers (1 and 2 Combined).
Bidders may apply for either of the elements individually or both as a whole (therefore a maximum of 3 bids is possible).
Bidders will not, however be permitted to tender for part of any one element. Bidders will be required to confirm in their Invitation to Submit Proposals (ISP) submission what elements they are interested in bidding.
Bidders should be aware that if they bid for element 1 only, as an example, there must be a compliant and suitable bid for element 2 only for separate contracts to be awarded. If there are not 2 separate compliant and suitable bids then WSCC will look for a compliant bid for the whole service.
WSCC will inform those bidders who are bidding for one element only if there is not a compatible bid for the opposing element on completion of the evaluation of the ISP’s. Should this occur it will not be possible to take the bidder through to Call for Final Tender (CFT) stage.
As a result of this division, WSCC may award a single contract for the whole combined service, or alternatively 2 separate contracts, one contract for the supply of the food and one contract for the delivery of the meals.
Bidders should note that WSCC’s preferred awarding strategy is to award one contract to a provider for the provision of the food supply and delivery to customers. This could be to a sole bidder or a lead bidder through a consortium arrangement.
WSCC reserves the right not to contract for any part or all of the services (Lot 1, Lot 2, etc).
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 120 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

As detailed in the procurement documentation.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As detailed in the procurement documentation..
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As detailed in the procurement documentation.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the procurement documentation.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the procurement documentation.
Minimum level(s) of standards possibly required: As detailed in the procurement documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the procurement documentation.
Minimum level(s) of standards possibly required:
As detailed in the procurement documentation.
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

competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates: As detailed in the procurement documentation.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 159-265614 of 21.8.2012

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

22.4.2013 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 180 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 22.4.2013 – 15:00

Chichester, West Sussex.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised Officers of West Sussex County Council.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

This procurement is being managed by Capita Business Services Limited (“Capita”) on behalf of the Council under a Strategic Services Outsource. The contract between the Council and Capita provides for tenders and all other information submitted to be treated as confidential by Capita to ensurecompetition is maintained, value for money is achieved and all bidders are treated equally and in a non-discriminatory way during the tendering and contract award procedures. The Council and Capita shall maintain a system of management processes, barriers, disciplines and confidentiality undertakings to ensure there is no conflict of interest in the procurement process and to prevent any disclosure to any Capita employee involved in submitting a tender for this procurement of any confidential information from other bidders. Information submitted by bidders will not be used by Capita for any other purpose than the provision of services to theCouncil under the Strategic Services Outsource.
Permitted public bodies who are members of the South East 7 group (SE7) may use this contract at a later date. The 7 Councils are:
— West Sussex County Council;
— East Sussex County Council;
— Brighton and Hove City Council;
— Hampshire County Council;
— Kent County Council;
— Surrey County Council;
— Medway Council.
In addition to this group, Portsmouth City Council and Southampton City Council may use this contract.
Customers living outside the borders of West Sussex are able to access this service.
Portsmouth City Council have confirmed that they will be accessing the West Sussex Meals on Wheels contract, for both supply of food and delivery, from the commencement of the contract.
The value range declared is due to no information being available on the potential spend of the other permitted bodies who are eligable to access this contract as detailed above.
Suppliers will be expected to deliver services that demonstrate a Best Value approach as defined by the government.
Public Liability Insurance of a minimum of GBP 10 000 000 million and Employers Liability Insurance of a minimum of GBP 10 000 000 will be required, Product Liability Insurance of a minimum of GBP 5 000 000 will be required for the food element.
West Sussex County Council is a Public Authority within the meaning of the Freedom of Information Act 2000 and all correspondence received will be dealt with inaccordance with the Act.
The contract will be for a period of 5 years with the option to extend up to a further 5 years to a maximum of 10 years subject to performance and the requirements of WSCC and the pther permitted bodies who may use this contract arrangement.
The anticipated contract commencement date is 19.11.2013.
Bidders have the opportunity to visit the WSCC kitchen sites on Thursday 21.3.2013. Bidders must register their interest and attendance via the e-portal messaging facility.
A bidder briefing event for service providers is being held in the Goodwood Room, Edes House, West Sussex County Council,West Street, Chichester, PO19 1RQ, on the 26.3.2013, from 10:30 to 12:30. Providers interested in participating in this opportunity are encouraged to attend this event and register their interestand attendance via the e-portal messaging facility.
The Contracting Authority intends to use an eSourcingsystem in this procurement exercise. URL: Powered byBravoSolution eSourcing Technology ttps:// Project No. 215 and PQQ No. 206 refer. Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcingportal (this is only required once) -Browse tothe eSourcing Portal: andclick the link to register – Accept the terms and conditions and click “continue” – Enter your correct business anduser details – Note the username you choseand click “Save” when complete – You will shortly receive an emailwith your unique password (please keepthis secure)

2. Express an Interest in the tender – Login to the portalwith the username/password – Click the“PQQs / ITTs Open To All Suppliers” link. (These are Pre-QualificationQuestionnaires or Invitations to Tenderopen to any registered supplier) – Click on the relevant PQQ/ ITT toaccess the content – Click the “ExpressInterest” button in the “Actions” box on the left-hand side of the page- This will move the PQQ /ITT into your“My PQQs/ My ITTs” page. (This is a secure area reserved for yourprojects only) – You can now access anyattachments by clicking the “Settings and Buyer Attachments” in the“Actions” box
3. Responding to the tender -You can now choose to “Reply” or “Reject” (please give a reason ifrejecting) – You can now use the ‘Messages’function to communicate with the buyer and seek any clarification- Note the deadline for completion, then followthe onscreen instructions to complete the PQQ/ ITT – There maybe a mixture of online and offline actions for youto perform (there is detailed online help available) You must thenpublish your reply using the publish buttonin the “Actions” box on the left-hand side of the page. If you requireany further assistance please consult theonline help, or contact the eTendering help desk.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:14.3.2013

Requirement: Meals on Wheels