Tender for Supply of Groceries

Tender for Supply of Groceries

Supply and Distribution of Groceries and Frozen Food.

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

2013/S 120-205145

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Suffolk County Council
Russell Road
IP1 2BX Ipswich
UNITED KINGDOM
Telephone: +44 1473264457
E-mail: steven.fisk@easternfms.co.uk

Internet address(es):

General address of the contracting authority: www.suffolk.gov.uk

Address of the buyer profile: https://www.suffolksourcing.co.uk

Electronic access to information: https://www.suffolksourcing.co.uk

Electronic submission of tenders and requests to participate: https://www.suffolksourcing.co.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
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:

Supply and Distribution of Groceries and Frozen Food.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
NUTS code UKH14

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 several operators
maximum number of participants to the framework agreement envisaged: 2
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: 15 000 000 GBP

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

Supply and Distribution of Groceries and Frozen Food into multiple establishments.
II.1.6)Common procurement vocabulary (CPV)

15000000, 15800000

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: 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:

Estimated value excluding VAT: 15 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Supply and Distribution of Groceries

1)Short description

To supply and distribute Groceries to multiple establishments.
2)Common procurement vocabulary (CPV)

15000000, 15800000

3)Quantity or scope

Estimated value excluding VAT: 10 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Supply and Distribution of Frozen Food

1)Short description

The supply and distribution of frozen food into multiple establishments.
2)Common procurement vocabulary (CPV)

15000000, 15800000

3)Quantity or scope

Estimated value excluding VAT: 5 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Section III: Legal, economic, financial and technical information

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

Joint and Several Liability.
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: Information and formalities necessary for evaluating if requirements are met:
Has your organisation or any directors or partner or any other person who has powers of representation, decision or control been convicted of any of the following offences?
(a) conspiracy within the meaning of section 1 of the Criminal Law Act 1977 where that conspiracy relates to participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA (as amended);
(b) corruption within the meaning of section 1 of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906 (as amended);
(c) the offence of bribery;
(d) fraud, where the offence relates to fraud affecting the financial interests of the European Communities as defined by Article 1 of the Convention relating to the protection of the financial interests of the European Union, within the meaning of:
(i) the offence of cheating the Revenue;
(ii) the offence of conspiracy to defraud;
(iii) fraud or theft within the meaning of the Theft Act 1968 and the Theft Act 1978;
(iv) fraudulent trading within the meaning of section 458 of the Companies Act 1985 or section 993 of the Companies Act 2006;
(v) defrauding the Customs within the meaning of the Customs and Excise Management Act 1979 and the Value Added Tax Act 1994;
(vi) an offence in connection with taxation in the European Community within the meaning of section 71 of the Criminal Justice Act 1993; or
(vii) destroying, defacing or concealing of documents or procuring the extension of a valuable security within the meaning of section 20 of the Theft Act 1968;
(e) money laundering within the meaning of the Money Laundering Regulations 2003 or Money Laundering Regulations 2007; or
(f) any other offence within the meaning of Article 45(1) of Directive 2004/18/EC as defined by the national law of any relevant State.
Is any of the following true of your organisation?
being an individual,
is bankrupt or has had a receiving order or administration order or bankruptcy restrictions order made against him or has made any composition or arrangement with or for the benefit of his creditors or has not made any conveyance or assignment for the benefit of his creditors or appears unable to pay or to have no reasonable prospect of being able to pay, a debt within the meaning of section 268 of the Insolvency Act 1986, or article 242 of the Insolvency (Northern Ireland) Order 1989, or in Scotland has granted a trust deed for creditors or become otherwise apparently insolvent, or is the subject of a petition presented for sequestration of his estate, or is the subject of any similar procedure under the law of any other state;
being a partnership constituted under Scots law,
has granted a trust deed or become otherwise apparently insolvent, or is the subject of a petition presented for sequestration of its estate; or
being a company or any other entity within the meaning of section 255 of the Enterprise Act 2002
has passed a resolution or is the subject of an order by the court for the company’s winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, or had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is the subject of similar procedures under the law of any other state?
Has your organisation.
been convicted of a criminal offence relating to the conduct of your business or profession;
committed an act of grave misconduct in the course of your business or profession;
failed to fulfil obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which you are established;
failed to fulfil obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which you are established; or
been guilty of serious misrepresentation in providing any information required of you under Regulation 23 of the Public Contracts Regulations 2006?
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Employer’s liability insurance is a legal requirement (except for businesses employing only the owner / close family members) and this should be at least GBP 5 million. Please confirm that you have this in place.
For the purposes of this contract EFMS will require the successful organisation to hold Public Liability Insurance of at least GBP 5 million. Please confirm whether you currently hold this level of Public Liability Insurance?
If your answer to question 3.3 is ‘No’ can you confirm that, if successful, you are able to put this level of Public Liability Insurance in place before commencement of the contract?
Minimum level(s) of standards possibly required: Insurance.
Tenderers must have the minimum levels of insurance which are as follows. Tenderers must attach the insurance certificates.
GBP 5m Public Liability Insurance.
GBP 5m Employers Liability Insurance.
GBP 5m Product Liability Insurance.
or be willing to increase their current insurance levels if they are successful.
A tenderer who does not meet the minimum insurance levels and is not willing to increase their insurance policies if awarded a position on the tender, will fail.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Maintenance of Quality Standards – 19 %
Tenderers must provide a detailed written response on how they maintain and manage quality standards.
I. Full details of how tenderers ensure compliance with all current food hygiene regulations. This should include details of tenderers programmes of Good Manufacturing Practice and HACCP; testing procedures; quality control procedures and any quality assurance accreditations (or equivalents) that you and your suppliers hold. (5%)
II. Full details for handling complaints in relation to food contamination with foreign bodies or which is unfit for human consumption. This information should also include details on procedures and timings for instigating any product recalls. (5%)
III. Full details of how tenderers ensure all appropriate safeguards are in place with regard to storage, preparation and distribution of all products. This information should also include details of how tenderers record temperatures on vehicles which will facilitate checking of individual products rather than air temperatures. (5%)
IV. Full details of Business Continuity Plans (4%)
Mobilisation, Account Management, Distribution & Warehousing – 31%
Tenderers should explain how they would manage this contract from inception to delivery.
I. Detailed mobilisation plan with a full programme of activities covering how you would familiarise yourself with our requirements; setting up of any sub-contracts; setting up of the account management team. (4%)
II. How you would manage this account. This should include all standard account management processes and any specific processes you would put in place for the benefit of Eastern Facilities Management Solutions. (4%)
III. Examples of account statistical information which would be made available to the council throughout the life of the contract. (2%)
IV. Details and examples of invoicing methods, this should include whether invoicing can be sent electronically and in a consolidated format. (3%)
V. Confirmation of ability to provide pre-printed order forms/pads. Any relevant examples should be included with the tender. (2%)
VI. Details on the number and type of vehicles currently being operated. This must include full details on how these vehicles meet all legislative requirements for the carrying of foodstuffs and also how these vehicles meet current environmental standards in emissions. (2%)
VIII. Full details covering arrangements for emergencies during which they may be asked to deliver anywhere in Suffolk at any time. This includes 24 hours a day, weekends and bank holidays. (4%)
VII. Evidence of how you will be able to meet the delivery requirements of EFMS as detailed in the Specification Schedule. (10%)
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

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 below

1. Price. Weighting 40

2. Mobilisation, Account Management, Distribution & Warehousing. Weighting 31

3. Maintenance of Quality Standards. Weighting 19

4. Presentation. Weighting 10

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:

CD0149/1.
IV.3.2)Previous publication(s) concerning the same contract

no
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: 17.7.2013 – 15:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

31.7.2013 – 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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Date: 31.7.2013

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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Suffolk County Council
Endeavour House 8 Russell Road
IP1 2BX Ipswich
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:20.6.2013