Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Renfrewshire Council
Renfrewshire House, Cotton Street
Paisley
PA1 1JB
UK
E-mail: ashley.hopkirk@renfrewshire.gov.uk
NUTS: UKM83
Internet address(es)
Main address: http://www.renfrewshire.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publictendersscotland.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Preparation and Supply of Community Meals (Sandwiches)
Reference number: RC-CPU-24-276
II.1.2) Main CPV code
15811511
II.1.3) Type of contract
Supplies
II.1.4) Short description
The Community Meals Service aims to support individuals in maintaining their independence within the community by delivering hot and cold nutritious meals directly to the door of service users. The scope of this requirement will cover the sandwiches/light lunch (eg wraps, rolls, etc) element only. There will also be a requirement to provide frozen sandwiches to support the service with business continuity planning in the event of a service interruption.
II.1.5) Estimated total value
Value excluding VAT:
560 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Lot 1 and Lot 2
II.2) Description
Lot No: 1
II.2.1) Title
Lot 1 - Core Product Range (Preparation and Supply of Community Meals (Sandwiches))
II.2.2) Additional CPV code(s)
75200000
39222000
15811511
II.2.3) Place of performance
NUTS code:
UKM83
Main site or place of performance:
Renfrewshire
II.2.4) Description of the procurement
Lot 1 – Core Product Range
The Supplier for Lot 1 shall be responsible for providing approximately 2200 to 2300 individual Goods (eg sandwiches, rolls, wraps, etc) per week. This figure may fluctuate dependent on the needs identified by the Council, or on behalf of the Renfrewshire Health and Social Care Partnership (RHSCP) and will be reflected in the weekly orders placed.
As part of this Contract the Council will require a minimum of six deliveries per week.
These will be delivered by the appointed supplier to a central point in the Renfrewshire Council area.
The Tender Procedure shall be conducted in accordance with the Public Contracts (Scotland) Regulations 2015 Open Procedure.
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical - Quality Assurance
/ Weighting: 2%
Quality criterion: Technical - Storage, Preparation and Handling of Produce
/ Weighting: 3%
Quality criterion: Technical - Business Continuity Plan
/ Weighting: 5%
Quality criterion: Technical - Complaints, Escalation and Resolution
/ Weighting: 3%
Quality criterion: Technical - Delivery Requirements
/ Weighting: 2%
Quality criterion: Technical - Samples (Quality of Samples)
/ Weighting: 14%
Quality criterion: Technical - Samples (Packaging & Labelling)
/ Weighting: 6%
Quality criterion: Technical - Community Benefits (Menu)
/ Weighting: 3%
Quality criterion: Technical - Community Benefits (Methodology)
/ Weighting: 2%
Quality criterion: Technical - Fair Work First
/ Weighting: 5%
Price
/ Weighting:
55
II.2.6) Estimated value
Value excluding VAT:
560 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
This requirement may be subject to renewal.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The contract period is anticipated to be from 01 May 2025 – 30 April 2027 with the option to extend for up to a period of 12 months on two occasions (1 + 1), subject to satisfactory operation and performance. Any extension will be at the sole discretion of the Council. Value stated is for the entire contract period 2+1+1.
Lot No: 2
II.2.1) Title
Lot 2 - Frozen Product Range (Preparation and Supply of Community Meals (Sandwiches))
II.2.2) Additional CPV code(s)
15811511
75200000
39222000
II.2.3) Place of performance
NUTS code:
UKM83
Main site or place of performance:
Renfrewshire
II.2.4) Description of the procurement
Lot 2 – Frozen Product Range
The Supplier for Lot 2 shall be responsible for providing frozen sandwiches to support the service with business continuity planning in the event of a service interruption.
As part of this Contract the Council may require a minimum of one delivery every 8 weeks. Approximately 800 sandwiches required per delivery.
These will be delivered by the appointed supplier to a central point in the Renfrewshire Council area.
The Tender Procedure shall be conducted in accordance with the Public Contracts (Scotland) Regulations 2015 Open Procedure.
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical - Quality Assurance
/ Weighting: 2%
Quality criterion: Technical - Storage, Preparation and Handling of Produce
/ Weighting: 3%
Quality criterion: Technical - Business Continuity Plan
/ Weighting: 5%
Quality criterion: Technical - Complaints, Escalation and Resolution
/ Weighting: 3%
Quality criterion: Technical - Delivery Requirements
/ Weighting: 2%
Quality criterion: Technical - Samples (Quality of Samples)
/ Weighting: 14%
Quality criterion: Technical - Samples (Packaging & Labelling)
/ Weighting: 6%
Quality criterion: Technical - Fair Work First
/ Weighting: 10%
Price
/ Weighting:
55
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
This requirement may be subject to renewal.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The contract period will be 01 May 2025 – 30 April 2027 with the option to extend for up to a period of 12 months on two occasions (1 + 1), subject to satisfactory operation and performance. Any extension will be at the sole discretion of the Council.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Tenderers will be required to give examples of previous experience of delivering a service of this type.
Conditions will include the Health and Safety requirements as set out in the Invitation to Tender:
- Statement/evidence that the Tenderer adopts, maintains and follows all relevant food law.
- Evidence that the tenderer is registered appropriately for Food Production/Supply relevant to this contract.
Standards and accreditations are not mandatory and will be requested and scored as part of the Technical Criteria.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
INSURANCE
The successful Tenderer must hold, or commit to obtain prior to the commencement of and duration of the Contract of any subsequently awarded contract, the types and levels of insurance indicated below:
- Employers Liability: 5 million GBP minimum, each and every claim
- Public & Products Liability: 10 million GBP each and every claim but in the aggregate for products
- Motor Vehicle: Third party Motor Vehicle cover (statutory) Please evidence with a MV certificate in the COMPANY name
FINANCIAL
Dun and Bradstreet (D&B) Failure Score Minimum 20 or 2 years of Audited Accounts.
Minimum level(s) of standards required:
Where the Tenderer is under no obligation to publish accounts and therefore does not have a D&B Failure Score or equivalent rating, they must provide their audited financial accounts for the previous 2 years as part of their Tender Submission in order that the Council may assess these to determine the suitability of the Tenderer to undertake a contract or contracts of this size.
The Council will use D&B to assist in its determination of the organisation’s financial status and risk.
It is recommended that Tenderers review their own D&B Failure Score in advance of submitting their Tender Submission.
If, following this review, Tenderers consider that the D&B Failure Score does not reflect their current financial status, the Tenderer should attach a document to this section giving a detailed explanation, together with any relevant supporting independent evidence.
The Council will review any such information as part of the evaluation of Tenderer’s financial status.
The Council may undertake supplementary investigations to establish if the D&B failure score is a reflection of the current financial stability of the Tenderer; the outcome of such investigations will influence if a Tenderer is deemed to meet the minimum requirements to pass this bid selection stage in terms of their financial stability for the purposes of this contract.
The Tenderer will be notified if supplementary investigations into the financial stability are being undertaken.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
All staff involved in the delivery of the Contract must be suitably trained and experienced.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
As detailed in the Conditions of Contract.
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
21/02/2025
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
21/02/2025
Local time: 12:00
Information about authorised persons and opening procedure:
Tenders received will be subject to assessment, clarification and ranking by means of a structured process in accordance with this Council’s Standing Orders relating to Contracts, in order to determine the Tender that is most economically advantageous to the Council, subject to the Tender Submission being affordable to the Council.
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Full details of the exclusion and assessment criteria are detailed within the SPD and Invitation to Tender.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 28389. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
The Council’s expectation is that 20 Community Benefits Points (CBPs) or more will be delivered under this Contract under Lot 1.
The Council is requesting voluntary Community Benefits under Lot 2.
Please see the Invitation to Tender for further details
(SC Ref:788317)
VI.4) Procedures for review
VI.4.1) Review body
See VI.4.3 below
See VI.4.3 Below
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
An economic operator that suffers or risks suffering, loss or damage attributable to breach of duty under the Public Contracts (Scotland) Regulations 2015 (SSI 2015/446, as amended) may bring proceedings in the Sheriff Court or the Court of Session in accordance with Regulation 88 of the 2015 Regulations.
VI.5) Date of dispatch of this notice
22/01/2025