Prepared Dishes Birmingham Community Healthcare NHS Trust

Prepared Dishes Birmingham Community Healthcare NHS Trust

Contract for the provision of prepared cook chill and/or cook freeze meals.

UK-Birmingham: prepared dishes

2012/S 145-242590

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Birmingham Community Healthcare NHS Trust
3 Priestley Wharf, Holt Street
Contact point(s): Procurement Team
For the attention of: Emma Leach
B7 4BN Birmingham
UNITED KINGDOM
Telephone: +44 1213800626
E-mail: tenders@bhamcommunity.nhs.uk

Internet address(es):

General address of the contracting authority: http://www.bhamcommunity.nhs.uk

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

Body governed by public law
I.3)Main activity

Health
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

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

Contract for the provision of prepared cook chill and/or cook freeze meals.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: West Heath Hospital, Rednal Road, West Midlands, B38 8HR Birmingham, UNITED KINGDOM.
NUTS code UKG31

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)

Birmingham Community Healthcare NHS Trust (BCHC) is seeking provision of a Cook-chill and a cook-freeze service.
This tender will be split into two lots as follows:
— Lot 1 cook-chill.
Initially at a 12 bedded unit, Riverside Lodge Intermediate Care Centre (RSL), Birmingham, B10 9JH. A Monday to Sunday 2pm – 3pm delivery is required in a chilled delivery vehicle. However additional sites may be added/ removed during the contract period.
— Lot 2 cook-freeze.
Initially for 81 beds across 3 wards at West Heath Hospital (WHH), Birmingham, B38 8HR. A Monday to Friday 8am – 1pm delivery is required in a frozen delivery vehicle. However additional sites may be added / removed during the contract period.
Bidders can bid for one or both lots.
The successful provider(s) must cater for a minimum of a 21 day menu cycle providing a hot main lunch and evening meal, and a soup, salad, sandwiches and cold sweet for evening meal. Special diets and cultural menus are also required.
The successful provider(s) is expected to operate a hazard analysis critical control Points (HACCP) system for the production of the supplied products.
The successful provider(s) must satisfy the Trust that microbiological standards are met.
The Trust expects the successful provider(s) to operate a certified food safety management system.
The successful provider(s) must be able to provide the expert help of a consultant dietician, a consultant microbiologist or food officer and environmental health officer as required at no cost to the Trust.
The successful provider(s) will be expected to meet and support the Trust in achieving the following care quality commission (CQC) standard: outcome 5: meeting nutritional needs.
The successful provider(s) must ensure that their premises, practices, equipment, vehicles and personnel are in absolute compliance with the following legislation and standards as a minimum:
— Food Safety Act 1990,
— Department of Health Guidelines for Cook-Chill and Cook-Freeze catering systems 1989,
— The Food Safety (General Food Hygiene) Regulations 1995,
— The Food Safety (Temperature Control) Regulations 1995,
— Food Labelling Regulations 1996 and all other relevant EU and national legislation including Directive 2000/13/EC and 2003/89/EC,
— Provision and Use of Work Equipment Regulations 1998 (PUWER),
— Health and Safety at Work Act 1974,
— Any subsequent amendments to the above legislation, guidelines and standards.
The successful provider(s) must ensure that the temperature of ingredients / final products is maintained during storage, distribution, handling and regeneration.
The contract will be for an initial period of three (3) years (dependent upon performance and delivering continued value for money) with an option to extend for two periods of up to 12 months for each period.
II.1.6)Common procurement vocabulary (CPV)

15894300, 15894220, 15896000, 15894200

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

The contract is covered by the Government Procurement Agreement (GPA): no
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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Lot no. 1 – cook-chill: estimated 8760 in-patient meals per year (RSL).
Lot no. 2 – cook-freeze: estimated minimum 44,350 – maximum 59,150 in-patient meals per year (WHH).
II.2.2)Information about options

Options: yes
Description of these options: The contract will be for an initial period of three (3) years (dependent upon performance and delivering continued value for money) with an option to extend for two periods of up to 12 months for each period.
II.2.3)Information about renewals

This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Cook Chill

1)Short description

Initially a Monday to Sunday 2pm – 3pm delivery is required in a chilled delivery vehicle to Riverside Lodge Intermediate Care Centre (RSL), Birmingham, B10 9JH (12 bedded unit).
2)Common procurement vocabulary (CPV)

15894300, 15894220, 15894200

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Bidders can bid for either one or both lots.
Lot No: 2 Lot title: Cook-Freeze

1)Short description

Initially a Monday to Friday 8am – 1pm delivery is required in a frozen delivery vehicle to West Heath Hospital, (WHH) Birmingham, B38 8HR (81 beds across 3 wards).
2)Common procurement vocabulary (CPV)

15894300, 15894220, 15894200, 15896000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Bidders can bid for either one or both lots.

Section III: Legal, economic, financial and technical information

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

Parent company guarantee or performance bond may be required depending on the financial status of the company.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

If a consortium, one member will be required to accept prime contractor responsibility for the other member(s). A consortium maybe required to form a legal entity with the appropriate parent company guarantees as a condition of the contract.
All sub-contractors will be the responsibility of the legal entity awarded the contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The successful service provider(s) will provide accurate and timely deliveries. The number of serious upheld complaints from patients and Trust staff will be monitored. The successful provider(s) will respond to emergencies within agreed timeframes.
The successful provider(s) must have arrangements in place for meeting contingencies and emergency requirements e.g. sickness/”disasters”, vehicle breakdown, a production breakdown etc.
The successful provider(s) will provide the expert help of a Consultant Dietician, a Consultant Microbiologist or Food Officer and Environmental Health Officer as required at no cost to the Trust.
These and other various performance areas will be monitored, with appropriate liquidated damages forming part of the contract.
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: Information concerning the personal situation of the contractor, supplier or service provider and information and formalities necessary for the evaluation of the minimum economic, financial and technical capacity required.
Suppliers should register their interest by emailing tenders@bhamcommunity.nhs.uk. Following receipt, pre-qualification questionnaires (PQQs) will be sent to all organisations that have expressed an interest by the prescribed deadline. The information required in order to pre-qualify applicants is set out in the pre-qualification documentation. In view of the nature of the performance obligations that are likely to be required from suppliers, applicants will be required to demonstrate that they are of requisite ability and technical capacity in order to pre-qualify. Bidders shall demonstrate that the supplier, its directors or any other person who has powers of representation, decision or control is not guilty of an offence listed in Regulations 23 (1) of the Public Contracts Regulations.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Suppliers must be in a sound financial position to participate in procurement activity of this size as set out in Regulation 24 of the Public Contracts Regulations 2006 (SI 2006.No.5).
Minimum level(s) of standards possibly required: See pre-qualification questionnaire (PQQ).
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Suppliers will need to be able to demonstrate technical and professional ability and must possess a successful track record of providing similar services to those listed above as set out in Regulation 25 of the Public Contracts Regulations 2006 (SI 2006.No.5).
Minimum level(s) of standards possibly required:
See pre-qualification questionnaire (PQQ).
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

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

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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: Please refer to the pre-qualification questionnaire (PQQ).
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:

BCHC – 12 – 0026
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

3.9.2012 – 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: no
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

The contract will be for an initial period of three (3) years (dependent upon performance and delivering continued value for money) with an option to extend for two periods of up to 12 months for each period.
Birmingham Community Healthcare NHS Trust has applied to the Department of Health for Foundation Trust status. The outcome of this application may be confirmed during the life of the procurement exercise. If the application is successful the legal entity will change to reflect the legal constitution change to a Foundation Trust.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Birmingham Community Healthcare
3 Priestley Wharf Holt Street
B7 4BN Birmingham
UNITED KINGDOM
E-mail: tenders@bhamcommunity.nhs.uk
Internet address: http://www.bhamcommunity.nhs.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: BCHC will incorporate a minimum ten (10) calender day standstill period at the point information when the contract award is communicated to the tenderers. This period allows unsuccessful tenderers to seek further debriefing from BCHC before the contract is entered into. Such additional information should be requested from the address in Section VI.4.1 of this notice. If an appeal regarding the award of the contract has not been successfully resolved, the UK Public Contracts Regulations 2206 (SI 2206 No.5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). If successful the court may order the contract ineffective / set aside the contract / award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:26.7.2012