Provision of prepared food items for Patient Meals

There are up to 475 000 patient meals served annually. The main parts of these meals are in the form of prepared chilled and frozen food items, supplied through two main providers.

UK-Gillingham: processed food products

2012/S 195-320891

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Medway NHS Foundation Trust
C/o Guy’s & St Thomas’ NHS Foundatiion Trust Procurement Shared Services, Procurement Services, Level 1 Green Zone
For the attention of: Mr Sachin Joshi
ME7 5NY Gillingham
UNITED KINGDOM
Telephone: +44 1634833700

Internet address(es):

General address of the contracting authority: www.medway.nhs.uk

Address of the buyer profile: http://kingshealthpartners.g2b.info

Electronic access to information: www.delta-esourcing.com

Electronic submission of tenders and requests to participate: www.delta-esourcing.com

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:

SJT/791284 – Provision of prepared food items for Patient Meals.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
NUTS code UKJ4

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)

Processed food products. Medway NHS Foundation Trust MFT is based primarily at Medway Maritime Hospital, located in Gillingham, Kent. It is a medium-sized acute hospital with over 650 in-patient beds.
There are up to 475 000 patient meals served annually. The main parts of these meals are in the form of prepared chilled and frozen food items, supplied through two main providers.
The Trust currently spends circa 430 000 GBP per annum with the above providers, and the contracts are due to expire on the 31.3.2013.
The current menu offering includes standard dishes such as potato dishes, shepherd’s pie, lasagne, curries and roast meats.
The Trust wishes to invite tenders for the provision of prepared food items for patient meals. A single provider will be appointed that can supply a wide range of both bulk prepared dishes, and individual plated whole meals that cater for a diverse patient population that is both varied in their cultural backgrounds as well as age range.
These would be offered in ways such as steam-fresh, frozen, chilled or in any appropriate format.
The Trust is now inviting expressions of interest from Providers who have a proven track record of delivering successful contracts for prepared food items for patient meals, ideally in an acute hospital environment. However, experience gained serving clients with similar sized contracts from related industries will also be considered. These could include, private hospitals, care homes, academic institutions, and prison services.
This is initially for Medway NHSFT use only, however the contract may be amended to include additional volumes and locations during the contract period.
The contract will be for an initial fixed period of 3-years with the option of two further extensions in 1-year increments.
Please note that the full specifications and site visits will only be provided during the full Invitation to Tender stage and documents will only be issued to Applicants that have been short-listed.
To obtain further detail about this tender please refer to the additional information section of the contract notice and follow the instructions to access the Tenderbox, obtain documents and express your interest.

II.1.6)Common procurement vocabulary (CPV)

15894000

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: no

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:

Medway NHS Foundation Trust MFT is based primarily at Medway Maritime Hospital, located in Gillingham, Kent. It is a medium-sized acute hospital with over 650 in-patient beds.
There are up to 475 000 patient meals served annually. The main parts of these meals are in the form of prepared chilled and frozen food items.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

N/a.

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

Please refer to Tender Prospectus for further information.

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

Joint and several.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Please refer to Tender Prospectus for further information.

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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html pcr.

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
Please refer to Tender Prospectus for further information.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available
Minimum level(s) of standards possibly required: Please refer to Tender Prospectus for further information.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract
Minimum level(s) of standards possibly required:
Please refer to Tender Prospectus for further information.

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

Restricted

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

Envisaged minimum number 4: and maximum number 6
Objective criteria for choosing the limited number of candidates: Please refer to Tender Prospectus for further information.

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:

SJT/791284

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

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

7.11.2012 – 17:00

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: 36 – 60 Months

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 contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: S88AU669B8. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 7.11.2012 17:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.
If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com.

To obtain further detail about this tender please refer to the additional information section of the contract notice and follow the instructions to access the Tenderbox, obtain documents and express your interest. GO Reference: GO-2012105-PRO-4299595.

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:5.10.2012