Supply of Frozen Food

Supply of Frozen Food

Newcastle City Council.


UK-Newcastle upon Tyne: frozen fish, fish fillets and other fish meat

2012/S 105-175251

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Newcastle City Council
Chief Executives Office, Civic Centre, Barras Bridge
For the attention of: Jill Black
NE99 2BN Newcastle upon Tyne
Telephone: +44 1912115869
Fax: +44 1912116942

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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

University of Northumbria
Ellison Place
NE1 8ST Newcastle Upon Tyne

Newcastle University
Kings Walk
NE1 7RU Newcastle Upon Tyne

Section II: Object of the contract

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

002792 The Provision of Frozen Food
II.1.2)Type of contract and location of works, place of delivery or of performance

NUTS code UKC2

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 months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 2 600 000,00 and 4 500 000,00 GBP

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

The supply of Frozen Foods to various locations within the boundaries of Newcastle City Council.
II.1.6)Common procurement vocabulary (CPV)

15220000, 15221000, 15229000, 15331100, 15331170, 15251000, 15311000, 15311200, 15896000, 15000000

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

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

To supply frozen food to Newcastle City Council for 24 months with options to extend for up to a further 24 months at the Council’s discretion.
Estimated value excluding VAT:
Range: between 2 600 000,00 and 4 500 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: There will be 2 x 12 months options available to extend beyond the initial 24 month term at the Council’s discretion.
II.2.3)Information about renewals

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

Section III: Legal, economic, financial and technical information

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

“The Contracting Authority reserves the right to require deposits, guarantees, bonds, insurance, or any other form of appropriate security. Details to be provided in the Invitation to Tender”.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

Where a consortium or other grouping of suppliers submits a bid, such consortia or grouping must nominate a lead organisation to deal with NCC on all matters relating to the Agreement. All consortium or grouping members will however be required to be jointly and severally liable in respect of the obligations and liabilities relating to the Agreement.
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: All applicants are required to complete and return a detailed contract evaluation questionnaire prepared by the Contracting Authority and provide such supporting evidence as may be requested by the deadline stated in IV.3.4.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the contract evaluation questionnaire.
Minimum level(s) of standards possibly required: As set out in the contract evaluation questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the contract evaluation questionnaire.
Minimum level(s) of standards possibly required:
As set out in the contract evaluation questionnaire.
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

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:

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: 19.7.2012
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

24.7.2012 – 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

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 tenders


Via electronic e-tendering portal system.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: In accordance with NCC tender opening procedures.

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

“Please go to our web site located at to register and download the documents”.

In addition to use of the contract by Newcastle City Council, this contract may, if they decide to exercise this option, also be used by; Newcastle University and the University of Northumbria. Any use of the contract will be on the same terms as Newcastle City Council.
Under this procurement, the contractor is required to participate actively in the economic and social regeneration of the locality of, and surroundings of, the place of delivery for the procurement. Contract performance conditions may therefore relate in particular to social and environmental considerations.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum10 day standstill period (in the case of notices sent by electronic or facsimile means) and a minimum 15 day standstill period after the date of sending or minimum 10 days after the date of the last unsuccessful tenderers receipt (where notices are not sent electronically) at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to query the information provided and/or decide whether or not they wish to challenge the award decision before the contract is entered into. Queries should be directed to the address in part I.1.
If an appeal regarding the award of the contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No. 5) as amended by the Public Contracts (Amendment) Regulations 2009 (SI 2009No. 2992) 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 which does not seek a declaration of ineffectiveness must be brought within 30 days beginning with the date when the economic operator first knew or ought to have known that grounds for starting the proceedings had arisen.
An application for ineffectiveness must be made within 30 days of publication of a contract award notice or notification of the conclusion of the contract with a summary of relevant reasons, or in any other case within 6 months of the date the contract was entered into. Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may make a declaration of ineffectiveness and order payment of a civil financial penalty. The purpose of the standstill period referred to above is to allow parties to apply to the courts to set aside the award decision before the contract is entered into. The commencement of proceedings before the contract has been entered into requires the authority to refrain from entering into the contract.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:31.5.2012