School Meals Service Cornwall

School Meals Service Cornwall

This Framework Agreement will provide Primary, Secondary, Academy and Free Schools with a School Meals Service throughout and across Cornwall.

United Kingdom-Truro: Canteen and catering services

2014/S 206-365183

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cornwall Council
New County Hall, Treyew Road
For the attention of: Su Matthews
TR1 3AY Truro
UNITED KINGDOM
Telephone: +44 1872323849
E-mail: smatthews@cornwall.gov.uk

Internet address(es):

General address of the contracting authority: http://www.cornwall.gov.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

Regional or local authority

I.3)Main activity

General public services
Education

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:

The provision of a school meals service.

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: Throughout and Across the County of Cornwall.

NUTS code UKK3

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

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with a single operator

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 400 000 and 1 600 000 GBP

II.1.5)Short description of the contract or purchase(s)

Since the first edition of ‘Food Policy in Schools’ was published in June 2005 there has been a transformation in the food offered to children in schools. This process is ongoing; the new standards that have been introduced will need to be implemented in schools over the next few years. This second edition has been revised to take account of the new school food standards.
The approach to school meals and what children eat at school are important as they encourages schools to adopt a whole school approach to food and nutrition and to take into account the needs of children with special dietary requirements, like those who are diabetic or who have a food allergy.
As noted from a National context over the last 2 years there has been a transformation in thinking about what food should be available in schools. When the first edition of this document was published food standards existed for school lunches but there were no regulations relating to other food provision in schools i.e. food sold in tuck-shops and vending machines. The overall strategy will consider:
— Whether food and nutrition education is provided for every age group through a planned developmental approach.
— Whether there is consistency across subjects and with food provision and with other aspects of the whole school food policy.
— Whether teachers are confident in having the knowledge, skills and resources to deliver the food and nutrition curriculum.

II.1.6)Common procurement vocabulary (CPV)

55500000, 55520000, 55523100, 55521200, 55524000

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: no

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:

This Framework Agreement will provide Primary, Secondary, Academy and Free Schools with a School Meals Service throughout and across Cornwall.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

in days: 90 (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:

Participants will be advised if this is necessary during the procurement process.

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

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

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As specified in the tender documentation.
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: Cornwall Council is conducting the procurement using the Open Procedure in accordance with the requirements for procuring a Contract for the provision of Services.
The accompanying tender documentation contains information about the procurement process, the Framework Agreement, and sets out the conditions for submission of a tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Cornwall Council is conducting the procurement using the Open Procedure in accordance with the requirements for procuring a Contract for the provision of Services.
The accompanying tender documentation contains information about the procurement process, the Framework Agreement, and sets out the conditions for submission of a tender.
Minimum level(s) of standards possibly required: Pass/fail modules.
5.4 Module 2 — Economic and Financial Standing.
The information provided by the applicant will be assessed to establish the economic and financial standing of the applicant in relation to the contract.
This section must be completed and the responses given will be scored. Cornwall Council will, where possible, obtain an independent financial assessment of the applicant and its relevant parent company from a reputable credit rating organisation. The applicant will be awarded an overall pass or fail mark dependant on the score awarded from the assessment process below.
To be completed by all applicants.
5.4.1 Please confirm that your organisation or its ultimate parent company meets or exceeds the turnover factor (average annual turnover over the last 3 years of 4 500 000 GBP).
If applying as a consortium please confirm that the combined turnover of the Lead Organisation and all Relevant Organisations which are members of the consortium meets or exceeds the turnover element (average turnover for last 3 financial years of 4 500 000 GBP).
Confirmed Yes/No.
5.4.2 Please confirm your relevant parent company has been trading for 3 years or more and is willing to give financial support and a parent company guarantee if required (if applicable).
Confirmed Yes/No/Not Applicable.
5.4.3 Does your organisation have any outstanding claims or litigation against it?
If yes, please provide the extent of the percentage of those claims as against the profits of the last financial year (or part year if full year not applicable).
Yes/No.
% ——–
5.4.4 To only be completed by existing trading organisations (i.e. trading for 3 years or longer).
The applicant shall provide the following financial information for the last 3 years of trading;
If the accounts you are submitting (audited or unaudited) are for a year ended more than 10 months ago, please enclose a statement signed by the Director responsible for financial affairs, setting out the organisation’s turnover and net profit since the latest accounts, and any known significant changes in the balance sheet of the organisation.
For example:
— Company year end 30 June;
— Tender application May 2014;
— Accounts to be supplied:
(a) 30.6.2012 (audited or unaudited as applicable);
(b) 30.6.2013 (audited or unaudited as applicable);
(c) Statement of turnover, profit and balance sheet position for July 2013 — May 2014.
Please note: If the organisation is a subsidiary, the financial information is required for both the subsidiary and the ultimate parent organisation. Where a consortium or association is proposed, the financial information is required for each relevant organisation.
(a) the most recent 2 years of full audited or unaudited accounts (showing 3 comparative years of accounts) as appropriate for the size of your organisation (to include Director’s and Auditor’s/Accountant’s Reports and Notes to the Accounts). Attached.
Yes/No.
(b) the most recent 2 years of full audited or unaudited accounts (showing 3 comparative years of accounts) as appropriate for the size of the ultimate parent organisation (to include Director’s and Auditor’s/Accountant’s Report and Notes to the Accounts). Attached.
Yes/No/Not Applicable.
5.4.5 To only be completed by newly formed organisations (i.e. Trading for less than 3 years).
The applicant shall provide the following financial information:
If at section (d) below the accounts you are submitting are for a year ended more than 10 months ago, please enclose a statement signed by the Director responsible for financial affairs, setting out the organisation’s turnover and net profit since the latest accounts, and any known significant changes in the balance sheet of the organisation.
Please note: If the organisation is a subsidiary, the financial information is required for both the subsidiary and the ultimate parent organisation. Where a consortium or association is proposed, the financial information is required for each relevant organisation.
(a) provide a 5 year business plan, including a 5 year cash flow forecast highlighting future turnover. Attached.
Yes/No.
(b) provide evidence of external funding arrangements included in the business plan. Grant offer evidence to include a signed copy of the grant conditions and signed bank letter outlining the terms of the loan, overdraft and/or credit facility position. Attached.
Yes/No.
(c) audited or unaudited full accounts as appropriate for the size of your organisation (to include Director’s and Auditor’s/Accountant’s Reports and Notes to the Accounts). Attached.
Yes/No.
(d) the most recent 2 years of full audited or unaudited accounts as appropriate for the size of the ultimate parent organisation (to include Director’s and Auditor’s/Accountant’s Report and Notes to the Accounts). Attached.
Yes/No/Not Applicable.
Established organisations.
The financial assessment process for ongoing organisations which have traded for 3 years or longer involves the following key factors which are obtained from a mixture of the accounts supplied with this document together with an independent financial assessment obtained from a reputable credit rating organisation, e.g. Equifax.
— Turnover;
— Profit before tax;
— Profit margin percentage;
— Retained profit;
— Liquidity ratios;
— Gearing;
— Trends;
— Parent company financial status.
If there are any anomalies between the 2 data sets then the Council will request clarification from Equifax and/or the applicant to determine which information is correct. Where there is no definitive answer, the Council will use the Equifax data as the true record of the financial matters.
Newly formed organisations.
The financial assessment for organisations that have recently formed or have been trading for less than 3 years that do not have the historical trading record for established organisations stated above will be based on:
— Annual accounts — if available.
— A 5 year business plan. This is to include a 5 year cash flow forecast, broken down into months for the first year. It should highlight future turnover, retained profits and explain any assumptions.
– Evidence of external funding arrangements e.g. confirmation of grant offers, bank loans, orders based on new contracts.
Group structures.
If the Applicant is a subsidiary, the financial information is required for both the subsidiary and the relevant parent organisation. A financial assessment will also be performed on the relevant parent company based on the criteria outlined below. For purposes of assessment relevant parent company will be taken as the ultimate unless otherwise stated.
Additional information Credit rating report: credit rating reports will be obtained for both the Applicant and relevant parent company. These will be used to provide the Council with an independent check of financial information supplied by the Applicant. Where the Applicant or parent company receives a NIL credit rating this could lead to an unsatisfactory financial assessment but further investigation will be carried out based on the financial accounts supplied with the tender.
Litigation: outstanding claims or litigation to the value of 25 % or more of the last financial year’s profits that are not covered by appropriate insurance could lead to an unsatisfactory financial assessment. This applies to the Applicant and their relevant parent.
Scoring mechanism: up to 100 marks are awarded taking into account turnover and the performance of the company in question measured by using standard accounting ratios e.g. profit margin percentage, current ratio, gearing ratio etc. The scoring model is therefore as follows (for the avoidance of doubt, newly formed organisations will only be awarded marks for turnover and financing).
Financial Assessment process: This module will be scored out of 100.
Established organisations which score 55 marks or above will receive a pass for the purposes of this PQQ. An established organisation scoring less than 55 will be deemed not to have met the Council’s minimum standards of economic and financial standing and a fail will be awarded.
Newly formed organisations must achieve 30 marks to receive a pass. This will be based on the turnover requirement and the assurance that is provided by the evidence of contracts, financing and the business plan.
Where the applicant is a subsidiary The assessment process will be applied to the financial information obtained for both the applicant and its ultimate parent organisation and assessed as follows:
For applicants who have a parent organisation, the ultimate parent organisation will also be assessed on the same financial standards as follows:
— If both the applicant and its relevant parent organisation pass, the applicant will be awarded a pass.
— If both the applicant and its relevant parent organisation fail, the applicant will be awarded a fail.
— If the applicant fails, but its relevant parent organisation passes, then the applicant will be awarded a pass only if its ultimate parent organisation confirms that it is willing to give financial support to the subsidiary organisation (the applicant) in the form of a parent company guarantee (PCG), or other form of suitable security as required by the Council.
— In the event that the applicant passes, but its ultimate parent organisation does not, the following will apply:
(a) Where the relevant parent organisation is a non trading Holding Company a pass will be awarded.
(b) Where the relevant parent organisation is a trading organisation a fail will be awarded.
Consortium bids The assessment process will be applied to the financial information obtained for each relevant organisation that is a member of the consortium.
The combined turnover of all consortium members must meet the turnover requirement. All other elements of the financial assessment (profit, liquidity, gearing and trend analysis) will be based on the individual performance of each member of the consortium.
Where any member of the consortium cannot demonstrate that it meets the minimum acceptable standard (i.e. a score of 55 or above) then a fail will be awarded to the consortium.
Scoring criteria calculations.
Scores will be calculated as follows:
Criteria Maximum Score.
(a) Turnover 30;
(b) Profit 10;
(c) Retained profit 10;
(d) Liquidity 20;
(e) Gearing 20;
(f) Trend analysis 10;
Total Score 100.
Turnover: 30 marks.
This calculation is used to demonstrate the applicant has sufficient resources to meet the requirement of the Contract.
— If the applicant’s average annual turnover for the last 3 financial years is equal to or higher than the turnover requirement of at least 4 500 000 GBP the applicant will receive 30 marks.
— If the applicant has an average annual turnover for the last 3 financial years of less than 4 500 000 GBP, 0 marks will be awarded.
— In the case of a newly formed organisation the average annual turnover will be determined from a combination of the company accounts (where provided) and the business plan.
— In the case of consortium bids the total combined turnover of the Lead Applicant and all Relevant Organisations will be calculated and this combined turnover will be used within the individual assessment of each member of the consortium.
Note: the remainder of the financial assessment outlined below will not apply to newly formed organisations.
Profit: 10 marks.
This criterion assesses the applicant’s performance in order to evaluate financial viability to deliver the contract. Marks will be awarded if the average profit margin for the last 3 years is above 0 %.
Profit margin percentage will be calculated as follows: (Profit before tax/Turnover) x 100 %.
Scores will be awarded as follows:
Mean profit margin percentage (%) Score.
— Greater than 0 % 10;
— Less than or equal to 0 % (minimum standard) 0;
— Retained profit: 10 marks.
This criterion assesses the applicant’s financial resilience in order to evaluate financial viability to deliver the contract. Marks will be awarded if there is retained profit in the most recent financial statement.
The following elements of a balance sheet will be assessed for different applicant status:
— Limited companies — profit and loss account;
— Partnerships — partner’s current account, partner’s funds or equivalent funds;
— Charities — general unrestricted funds;
— Sole traders — current account or equivalent funds.
Retained profit (GBP) Score.
— Greater than 0 GBP 10;
— Less than or equal to 0 GBP (minimum standard) 0;
— Liquidity (current ratio): 20 marks.
This criterion assesses whether or not the Applicant can demonstrate they have sufficient resources to pay its debts by comparing current assets to current liabilities. It is expressed as follows:
The minimum standard for this criterion is that the Applicant must have a current liquidity ratio of at least 1.0.
Scores will be awarded as follows:
Current Ratio Score.
— Equal to or greater than 1 20;
— Less than 1.0 (minimum standard) 0;
— Gearing: 10 marks.
This criterion assesses whether or not the Applicant can demonstrate it has sufficient equity (or capital) to borrowed funds. Gearing is a measure of financial leverage, demonstrating the degree to which a firm’s activities are funded by owner’s (shareholders) funds versus creditor’s funds.
It is expressed as follows:
The Council will calculate the gearing ratio. The minimum standard for this criterion is that the Applicant must have a gearing ratio lower than 100 %.
Scores will be awarded as follows:
Gearing Ratio % Score.
— Less than 100 % 10;
— Equal to or greater than 100 % 0;
— Trend analysis: up to 10 marks.
These criteria are used to assess the Applicants direction of travel with regard to financial and economic standing.
Applicants will be awarded additional marks if they can show that their turnover, profit margin and liquidity ratio has increased over each of the past 3 years.
Criteria Score.
Increasing over 3 year period Decreasing over 3 year period.
— Turnover 4 0;
— Profit Margin % 3 0;
— Liquidity Ratio 3 0;
— Total 10 0.
The Council may require as part of the evaluation process a reference from each applicant’s bankers as to the organisation’s suitability to undertake a Contract of this size and nature. Please complete the Bank Authority Form below ensuring that you have entered all the information.
A Director of your organisation who has the authority to do so and whose signature is acceptable to your bankers must sign this form. Please do not send a photocopy. The duly completed form will be sent by the Council to your bankers to obtain a reference from them.
Companies which are 100 % owned by Cornwall Council do not have to complete the Bank Authority Form as the Council has access to verify funds.
Note: As banks are unwilling to supply references without this authority, failure to provide such an authorisation may mean that the Council is unable to consider your application further.
— Bank authority form;
— Bank/Building Society Details;
— Name of your Bank;
— Name of your Branch;
— Address of your Branch;
— Branch Sort Code;
— Account Number;
— Building Society Roll Number (if appropriate);
— Name of your Organisation.
I hereby authorise you to supply the Head of Finance of Cornwall Council, information on the financial status of the organisation, Banker’s reference and legal charges against the organisation, together with detail of any mortgages.
I consent to ……………………………………………………. Bank/Building Society debiting my/our account with their standard administration fee.
Signature.
Printed Name.
Position in organisation.
Date (day, date, month, year).
Head of Finance.
Cornwall Council, New County Hall.
Treyew Road, Truro, Cornwall, TR1 3AY.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Cornwall Council is conducting the procurement using the Open Procedure in accordance with the requirements for procuring a Contract for the provision of Services.
The accompanying tender documentation contains information about the procurement process, the Framework Agreement, and sets out the conditions for submission of a tender.
Minimum level(s) of standards possibly required:
Evaluation Methodology.
Module Evaluation Methodology.
Module 1 — Tenderer Details Info Only;
Module 2 — Financial Matters Pass/Fail;
Module 3 — Health and Safety Pass/Fail and Scored;
Module 4 — Equality and Diversity Pass/Fail;
Module 5 — Legal Matters and Disputes Pass/Fail;
Module 6b — Safeguarding staff and vulnerable people Pass/Fail;
Module 7 — Lone working Pass/Fail;
Module 8 — Registration under Data Protection Act 1998 Pass/Fail;
Module 9 — Quality Management and Complaints Scored;
Module 10 — Ability and References Encompassed in Module 11;
Module 11 — Environmental and Carbon Management Scored;
Module 12 — Project Specific Questions Scored.
5.5 Module 3 — Health and Safety.
Note to tenderer: The Health and Safety Assessment section is attached in Appendix A. The Appendix must be completed and will be evaluated as a whole and given a pass or fail rating based on an evaluation of the risk to the Council of entering into a contract with the Tenderer.
Module 3a — Health and Safety.
In addition to the completion of Appendix A; The Lead Organisation and the Relevant Organisations must answer all questions in this section.
Note to tenderer: This section will be scored as Pass/Fail modules all Relevant Organisations will be required to pass all modules unless an adequate justification is provided by the Relevant Organisation or the Lead Organisation which is satisfactory to the Council;
3a.1 Please provide details of your registration as a food business with Public Health and Protection (Registering Authority, registration number etc.).
3a.2 In the last 3 years has your organisation or proposed partners been the subject of an enforcement action by Food Standards or Environmental Health Enforcement agencies? If yes; provided details below.
3a.3 In the last 3 years has your organisation or proposed partners been issued with any formal notices by Food Standards or Environmental Health Enforcement agencies? If yes; provide details below.
Note to tenderer: This section will be scored in accordance with the 0-5 scale as detailed in section 4.5. Tenderers that receive a score of less than 3 in any of these questions shall be excluded from the remainder of the evaluation process and their Tender shall not be considered further, unless the Council, at its absolute discretion, decides otherwise (the Council must evidence why such discretion was exercised).
3a.4 Please provide a copy of your organisation’s and any proposed partners, Food Hygiene Policy and/or other declaration, information or instruction issued by your organisation as necessary, to ensure that food is stored, prepared and presented as safe for human consumption.
3a.5 Please provide a copy of your Hazard Analysis Critical Control Points (HACCP) system for the production of meals for this contract.
3a.6 Please provide details of your organisation’s food hygiene learning, training and development for employees and managers attended in the last 3 years (Details to cover, date, course/training undertaken, duration, who attended, etc.).
3a.7 Please provide details of how your organisation manages food safety standards across your supply chain.
3a.8 Please provide details of your organisation’s policy and procedures for food storage and stock rotation.
3a.9 Please provide details of your organisation’s schedules for cleaning to ensure cleanliness standards are maintained.
3a.10 Please provide details of your organisation’s processes and procedures for waste management and removal.
3a.11 Please provide details of your organisation’s policy and procedures for pest control.
5.6 Module 4 — Equality and Diversity.
Note to tenderer: this section will be evaluated on an individual question basis as follows: 5.6.1 and 5.6.2 these questions will be evaluated on a ‘Pass/Fail’ basis, with all parts marked as ‘Yes’ constituting a ‘Pass’, and any parts marked as ‘No’ constituting a ‘fail’.
The Lead Organisation and the Relevant Organisations must answer all questions in this section.
5.6.1 Please confirm that your organisation complies with its legal obligations relating to the following:
a) Race,
b) Sexual Orientation,
c) Gender Reassignment,
d) Disability,
e) Age,
f) Religion or Belief,
g) Sex,
h) Marriage and Civil Partnership,
i) Caring Association,
j) Pregnancy and Maternity Confirm.
Yes/No.

5.6.2 Please confirm that your organisation has an Equality and Diversity policy which meets the principles set out in Cornwall Council’s Equality and Diversity Policy (please see link) and therefore all statutory requirements http://www.cornwall.gov.uk/Default.aspx?page=1958

Yes/No.
5.7 Module 5 — Legal Matters and Disputes.
Note to tenderer: this section must be completed and will be evaluated as a whole on a Pass or Fail basis.
The Council will evaluate the Tenderer’s response below and will decide whether any answer ‘Yes’ to any of the circumstances listed in (a) to (h) below constitutes an acceptable risk if the Tenderers response to section 5.7.2 demonstrates that the steps taken by the Tenderer mitigates this risk to the Council’s satisfaction. If a Tenderer (including the Lead Organisation and all Relevant Organisations) answers ‘No’ to all of sections (a) to (h) the Tenderer will pass.
The Lead Organisation and the Relevant Organisations must answer all questions in this section.
5.7.1 In respect of similar services, as that being applied for has your organisation, or any of its proposed partners, in the last 3 years:
(a) been prosecuted or had any Court judgements awarded against it in the last 3 years? If yes, please provide details including details of any unresolved disputes, outstanding claims or litigation?
Yes/No.
(b) had penalties, default notices or liquidated damages awarded against it?
Yes/No.
(c) had a contract terminated or not had a contract renewed due to a failure to perform?
Yes/No.
(d) been prosecuted for breaking any UK or EU, or equivalent national legislation relating to the environment?
Yes/No.
(e) had any notice served upon it by an environmental regulator or authority?
Yes/No.
(f) had any finding of unlawful discrimination been made against your organisation by any court of law or industrial or employment tribunal?
Yes/No.
(g) has your organisation been the subject of a formal investigation on grounds of alleged unlawful discrimination?
Yes/No.
(h) been convicted for failure to prevent corruption or bribery under section 7 of the Bribery Act 2010?
Yes/No.
5.7.2 If the answer to any of the questions (a) to (h) above is ‘yes’, please provide full details and the steps you took as a consequence of that finding/investigation below?
5.8 Module 6A — Safeguarding staff and vulnerable people — Please refer to Module 6b below.
5.9 Module 6B — Safeguarding staff and vulnerable people.
Note to tenderer: This section must be completed and will be evaluated as a whole on a Pass or Fail basis. Each individual response will be evaluated as ‘Acceptable Risk’ = Pass; ‘Unacceptable Risk’ = Fail/Disqualify. If any individual response receives a ‘fail/disqualify’ then the Council may award the entire section a ‘fail’ and the Council may also reject this ITT without being required to evaluate any other sections of this ITT.
Please note that although this module is labelled as ‘Module 6B’ no other Modules numbered 6 exist for the purposes of this documentation.
5.9.1 Please provide a copy of your Safeguarding policy and any other relevant policies and procedures you hold, e.g. safer recruitment procedures, managing allegations policy, whistle blowing policy, etc. These will then be assessed to ensure that they are at a commensurate level to the Council’s, which is available below for info:
5.9.2 In the last 3 years, have any findings of unlawful acts been made against any individual employed within your organisation or working voluntarily for your organisation? If yes provide details below, including details of any investigations undertaken and the outcome of any such investigations.
5.10 Module 7 — Lone working.
Note to tenderer: This section must be completed and will be evaluated as a whole on a Pass or Fail basis. The section will be marked fail if ‘No’ is answered to both questions 5.10.1 and 5.10.2.
5.10.1 Please confirm your organisation have a Lone Working Policy that complies with the Council’s policy and provides a commensurable level of protection as that policy. A copy of the Council’s policy can be found below:
Yes/No.
5.10.2 If the answer to 5.10.1 is ‘No’, confirm you will make such amendments to your policy to ensure compliance with the Council’s.
Yes/No.
5.11 Module 8 — Registration under the Data Protection Act 1998.
5.11.1 Is your organisation registered with the ICO under the Data Protection Act 1998? If yes, please provide Registration Number. Yes/No.
Reg No: Scored Modules.
5.12 Module 9 — Quality Management and Complaints procedure.
Note to tenderer: This section will be evaluated as a whole against the requirements of ISO 9001 and scored. If the Tenderer does not hold ISO 9001 the evaluator will determine the level of quality management by assessing the responses provided in section 5.12.2 to the extent they are comparable to the requirements of ISO 9001. Only the Lead Organisation is required to complete this section.
5.12.1 Does your organisation hold ISO 9001 Quality Management system (QMS) certification?
If ‘yes’ please enclose a copy of the certificate and proceed directly to section 5.13 without answering any of the other questions in section 5.12.
If ‘no’ please complete the remainder of Section 5.12.
Yes/No.
Attached.
Yes/No.
5.12.2 Explain in what respect your Quality Management Systems do not meet the requirements of ISO 9001 and detail what alternative measures you have in place and how these compare or differ to the requirements of ISO 9001.
5.12.3 Please provide a copy of your complaints procedure including escalation procedures and explain below how the procedure is communicated to your employees.
Attached.
Yes/No.
5.13 Module 10 — Ability and References — Included in the Project Specific Questions.
5.14 Module 11 — Environmental and Carbon Management.
Note to tenderer: This section must be completed and responses given will be scored. Note: Holding ISO 14001 will be evaluated as Excellent; else the evaluator will determine the quality of the environmental management by reference to the information supplied. Only the Lead Organisation is required to complete this section.
5.14.1 The supplier must prove its technical and professional capability to perform the environmental aspects of the contract through: an environmental management system (EMS) for catering services (such as EMAS, ISO 14001 or equivalent).
Does your organisation have ISO 14001 Environmental Management System (EMS) certification?
If ‘yes’ please enclose a copy of the certificate and proceed directly to the next section without answering any of the other questions in section 5.15.
If no please complete the remainder of Section 5.15.
Yes/No.
Certificate attached Yes/No.
5.14.2 Please explain in what respect your EMS does not meet the broad requirements of ISO 14001 and detail what alternative measures you have in place and how these compare or differ to the requirements of ISO 14001?
This question will be evaluated as a whole and higher marks will be awarded to Tenderers that demonstrate their alternative measures do not detract from the requirements of ISO 14001.
5.15 Module 12 — Project Specific Questions.
The Supplier is responsible for and therefore required to ensure compliance with all current European and UK Legislation in relation to the provision of a school meals service.
The pertinent Legislative Standards and Regulations required when Providing a School Meals Service are detailed below: (Please note the list below is indicative and not exhaustive and is of course subject to change according to legislation).
A new set of Standards for all food served in Schools was launched by the Education Secretary on 17.6.2014, that have led to the following:
Requirements for School Food (England) Regulations 2014 (due to come into force on 1.1.2015) that link to:
Standard for School Food in England*.
*Cornwall Council have a statutory responsibility to ensure that the resultant School Meals Supplier(s) unequivocally delivers a service adhering to:
1. Sections 512, 512ZA, 512ZB, 512A and 533 of the Education Act 1996, as amended.
2. Section 114A of the School Standards and Framework Act 1998.
3. 2007 No 2359 The Education (Nutritional Standards and Requirements for School Food) (England) Regulations 2007, as amended by S.I. 2008/1800 and S.I. 2011/2190 (‘the School Food Regulations’).
4. Section 106 of the Children and Families Act 2014 makes provision for free school meals to be provided for all pupils in Reception, Year 1 and Year 2.
All local authority maintained primary, secondary, special schools and pupil referral units in England must meet national school food standards as set out in the Education (Nutritional Standards and Requirements for School Food) (England) Regulations 2007 (as amended). Academies established between September 2008 and September 2010 are required to adhere to the standards through a clause in their funding agreements, as do academies and free schools entering into a funding agreement from June 2014. Academies set up between these dates should use the national school food standards as a guide.
The national school food standards are in place to ensure that food provided to pupils is nutritious and of high quality; to promote good nutritional health in all pupils; protect those who are nutritionally vulnerable and promote good eating behaviour. Providing good quality school food improves children’s health, behaviour and performance.
In addition to the above (albeit acknowledging that the aforementioned Legislation and Standard also link to Food Safety and Nutrition). It is essential that the Suppliers abides by and ensures the application of the following to their School Meal Service:
— Food Safety Act 1990 (and all associated regulations);
— The Food Safety and Hygiene (England) Regulations 2013;
— Food Standards Act 1999;
— Food Information Regulations 2014;
— The Food Additives, Flavourings, Enzymes and Extraction Solvents (England) Regulations 2013.
Please also note that the school(s) and, where necessary the Council reserves the right to issue temporary or permanent bans on the use of certain foods and or food additives that the Food Standards Agency considers to be potentially or actually harmful to the consumer.
The Supplier shall provide confirmation that they have the ability and have delivered the provision of School Meal Services in line with and complied with the aforementioned Legislative Standards and Regulations (where applicable) Please provide information how you can demonstrate that you have both provided School Meal Services in the past, and that you have done so in a manner that complies with the above.
Please request and submit with your tender response references from 2 major contracts you have been awarded within the last 5 years for the provision of a School Meals Service; relevant to that required by Cornwall Council, preferably from a Local Authority. The references should provide information for the following criteria:
— Comprehensive description of the contract;
— Supplier Experience;
— Achievement against milestones/go live deadline;
— Name of any subcontractors/consortium members utilised.
In recognition that this service is subject to a very tight schedule from contract award to launch day the Council would be looking for a information from the Supplier as to a track record of successful implementation (e.g. from contract award to go live on service delivery). The Supplier is required to demonstrate they have a successful record of implementing a School Meals Service within the last 5 years with a number of Local Authorities (or equivalent). Implementations should be for similar solution functionality to a similarly sized organisation as that of Cornwall Council. Please confirm this is the case and provide detailed examples for 2 recent implementations (including what roles you took and resources you applied to enable this to happen successfully).
The Supplier is required to provide a tailored implementation plan and a list of resources required for implementation that reflects the delivery of a complete school meals service available to all schools wishing to take up services contracts regardless of their location (remote or otherwise) an/or kitchen facilities. The plan must also include the identification of common risks, issues or other factors.
In consideration of the above please also provide details for the following:
— Assurances that the project manager and associated team have experience of implementation and mobilisation programmes with other local authorities, or other group of organisations, of a similar size and complexity.
— Assurance that if appointed, the Supplier will allocate adequate resources to the implementation of the contract in accordance with an agreed project plan.
— An estimation of the duration of the project together with any issues considered likely to delay the implementation project.
— Communication planning and approach.
— Progress monitoring and reporting.
— Controlling the stages and escalation of issues.
Project review and sign off.
The Supplier is required to hold the Soil Association’s Food For Life Catering Mark at Gold Standard (or equivalent award in relation to food/nutritional standards) and to provide a School Meal Service which supports the vision of the School Food Plan and works towards its aims and objectives.
A key part of this will be that the Supplier can demonstrate a successful track record of providing a School Meal Service where:
— Food is sourced in an ethical and an environmentally sustainable manner;
— Local food producers are championed menus offered make healthy eating easy.
Please provide evidence that your organisation holds the Soil Association’s Food For Life Catering Mark at Gold Standard. Please also provide evidence that demonstrates how your School Meal Service supports the vision of the School Food Plan. (For information it will be a requirement under any Contract awarded that the successful Supplier maintains this standard for the duration of the contract and supports the vision of the school food plan and is working towards its aims and objectives).

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

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:

CS/C17/2014

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

19.12.2014 – 15:00
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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of 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

Participants are advised that as School Catering Services are a Part B Service this is a voluntary OJEU notice and as such is not subject to the obligations of the Procurement Directives but are nonetheless subject to the general obligations of transparency, equal treatment and non-discrimination.
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Cornwall Council
New County Hall, Treyew Road, Cornwall
TR1 3AY Truro
UNITED KINGDOM

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:

20.10.2014