Section one: Contracting authority
one.1) Name and addresses
St James Church of England Primary School
Moorgreen Road
West End
SO30 3EG
Contact
Michelle Marsh
m.marsh@st-james-westend.hants.sch.uk
Telephone
+44 2380900995
Country
United Kingdom
NUTS code
UKJ36 - Central Hampshire
Internet address(es)
Main address
Buyer's address
https://www.mytenders.co.uk/search/Search_AuthProfile.aspx?ID=AA9341
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from another address:
RM&C Consultants Limited
Suthernwood View
South Stoke
RG8 0JJ
sue.allen@rmandcconsultants.co.uk
Telephone
+44 7939599571
Country
United Kingdom
NUTS code
UKJ11 - Berkshire
Internet address(es)
Main address
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Hampshire Cluster Catering
Reference number
RM&C/2021/HPC/318
two.1.2) Main CPV code
- 55524000 - School catering services
two.1.3) Type of contract
Services
two.1.4) Short description
School Address
St James’ CofE Primary School Moorgreen Road, West End
Southampton, Hampshire, SO30 3EG
Fair Oak Infants School Botley Road, Fair Oak, Eastleigh,
Hampshire, SO50 7AN
The Crescent Primary School Toynbee Road, Eastleigh,
Hampshire, SO50 9DH
Freegrounds Infant School Hobb Lane, Hedge End,
Southampton, Hampshire, SO30 0GG
Freegrounds Junior School Hobb Lane, Hedge End,
Southampton, Hampshire, SO30 0GG
Colden Common Primary School Upper Moors Road, Brambridge,
Colden Common, Eastleigh,
Hampshire, SO50 6HW
two.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:
The schools will be able to award individually or in groups to any of the three shortlisted companies
two.2) Description
two.2.1) Title
St James C of E Primary School
Lot No
1
two.2.2) Additional CPV code(s)
- 55524000 - School catering services
two.2.3) Place of performance
NUTS codes
- UKJ32 - Southampton
two.2.4) Description of the procurement
Pupils Number
Pupil Numbers: 599 – expected September 2021
KS1 253
KS2 346
Pricings/Sales Price
UIFSM Entitled: 253
Uptake: 175
Value: 2.34 GBP
FSM Entitled: 74
Uptake: 50
Value: 2.34 GBP
Pupil Paid Meal Uptake: 131
Value: 2.50 GBP
Staff Duty Meal N/A
Staff Cash Meals No of Staff: 89
Uptake: 4
Value: 2.63 GBP + VAT 5%
Sales over 12 months
UIFSM Sales 74,213 GBP
FSM Sales 16,373 GBP
Pupil Paid Meal Sales 88,950 GBP
Staff Duty Meal Sales N/A
Staff Cash Sales 500 GBP
Hospitality Sales N/A
Lunch Service Times
11:30 – 13:30 Covid
11:45 – 13:00 pre Covid
Current Contractor
HC3S
Specific Objectives
High quality meals
Local fresh ingredients
School specific/tailored menu
Help increase uptake of children’s meals further
Ensure meals are suitable to children with allergies
Work with school to reduce waste
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
Three years plus option 2 year extension
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Fair Oaks Infants School
Lot No
2
two.2.2) Additional CPV code(s)
- 55524000 - School catering services
two.2.3) Place of performance
NUTS codes
- UKJ35 - South Hampshire
two.2.4) Description of the procurement
Pupils Number
Pupil Numbers: 430 (450 maximum)
Reception 142
KS1 288
KS2 N/A
Pricings/Sales Price
UIFSM Entitled: 392
Uptake: 320 avg (approx. 75% uptake post Sept 20, based on limited data – this was closer to 79% pre-covd)
Value: 2.34 GBP
FSM Entitled: 38
Uptake: included above
Value: 2.34 GBP
Pupil Paid Meal N/A
Breakfast Club Uptake: 68
Value: 1.30 GBP
Staff Duty Meal N/A
Staff Cash Meals No of Staff: 54 (38 FTE – excludes LSAs)
Uptake: 5-6 avg
Value: 2.34 GBP + VAT or 1.17 GBP + VAT if eating with children
Sales over 12 months
UIFSM Sales 142,272 GBP (320 avg x 190 days x 2.34 GBP)
FSM Sales Included in the above
Pupil Paid Meal Sales N/A
Breakfast Club Sales 16,796 GBP (68 avg x 190 days x 1.30 GBP)
Staff Duty Meal Sales N/A
Staff Cash Sales 2,100 GBP (5-6 avg x 190 days)
Hospitality Sales 300 GBP (inset days, etc)
Service Times
Breakfast Club: 07:30 – 08:55
Lunch: 11:45 – 13:00
Current Contractor
Edwards & Ward
Specific Objectives
Local fresh ingredients
School specific/tailored menu
Work with school to reduce waste
Help increase uptake of children’s meals further
Offering tasting options to parents and children
Option for charging staff directly for staff meals
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
Three Years plus option for 2 further years
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
The Crescent Primary School
Lot No
3
two.2.2) Additional CPV code(s)
- 55524000 - School catering services
two.2.3) Place of performance
NUTS codes
- UKJ35 - South Hampshire
two.2.4) Description of the procurement
Pupils Number
Pupil Numbers: 614
KS1 258
KS2 356
Pricings/Sales Price
UIFSM – based on one month (20 trading days) Entitled: 5160
Uptake: 3211
Value: 2.34 GBP
FSM Entitled: 1320
Uptake: 939
Value: 2.34 GBP
Pupil Paid Meal Uptake: 1452
Value: 2.50 GBP
Staff Duty Meal Entitled: 2 (15 from September 2021)
Uptake: 0
Value: 2.70 GBP
Staff Cash Meals No of Staff: 90
Uptake: 40
Value: 2.70 GBP
Sales over 12 months (Feb19 – Feb 20)
UIFSM Sales 72,212 GBP
FSM Sales 26,292 GBP
Pupil Paid Meal Sales 36,590 GBP
Staff Duty Meal Sales 0 GBP
Staff Cash Sales 596 GBP
Hospitality Sales We don’t currently use HC3S for hospitality, but we would be interested in having the option of providing food at meetings, interviews, INSETs etc but we do not know how much this would cost.
Lunch Service Times
11:45 – 13:25 (current hours)
Current Contractor
HC3S
Specific Objectives
To offer a more varied menu where weekly menus are not repetitive (e.g diverse options from different countries etc)
To have better quality of meals provided
Value for money – the food needs to be reflective of the cost per meal spend
Improved customer service – regular contact with area manager to ensure and maintain good communication
Greater flexibility from catering team in school
To offer different serving times at lunchtimes, eg each year group has a ‘sitting’ for approx.. 30 minutes
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
Three years plus optional two further years
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Freegrounds Infants School
Lot No
4
two.2.2) Additional CPV code(s)
- 55524000 - School catering services
two.2.3) Place of performance
NUTS codes
- UKJ32 - Southampton
two.2.4) Description of the procurement
Pupils Number
Pupil Numbers: 245
EYFS 90
KS1 155
KS2 N/A
Pricings/Sales Price
UIFSM Entitled: 218
Uptake: 173
Value: 2.34 GBP
FSM Entitled: 27
Uptake: 22
Value: 2.34 GBP
Pupil Paid Meal N/A
Staff Duty Meal N/A
Staff Cash Meals No of Staff: 40
Uptake: 2
Value: 2.63 GBP
Sales over 12 months
UIFSM Sales 84,209 GBP
FSM Sales 5,712 GBP
Pupil Paid Meal Sales N/A
Staff Duty Meal Sales N/A
Staff Cash Sales 70 GBP
Hospitality Sales N/A
Lunch Service Times
12:10 – 13:10
Current Contractor
HC3S
Specific Objectives
To provide good quality, home cooked, nutritional food for children
Ensure bread and a salad bar are available to all children to supplement their meal
Work with the school to provide themed day menus linked to special celebrations (Christmas, Easter, Shrove Tuesday, Book Day etc.)
To ensure as many as the ingredients used each meal time are fresh and where possible locally produced
Provide where necessary special menus for children with different allergies and intolerances and those who are not able to eat particular food for religious reasons
Ensure there is variety in the selection of dishes provided so children can try food that may be new to them or different alongside food that is more familiar
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Freegrounds Junior School
Lot No
5
two.2.2) Additional CPV code(s)
- 55524000 - School catering services
two.2.3) Place of performance
NUTS codes
- UKJ32 - Southampton
two.2.4) Description of the procurement
Pupils Number
Pupil Numbers: 360
Year 3 90
Year 4 90
Year 5 90
Year 6 90
Pricings/Sales Price
FSM Entitled: 41
Uptake: 32
Value: 2.34 GBP
Pupil Paid Meal Entitled: 319
Uptake: 130
Value: 2.34 GBP
Staff Duty Meal Entitled: 2
Uptake: 2
Value: 2.63 GBP
Staff Cash Meals No of Staff: 43
Uptake: 1
Value: 2.63 GBP
Sales over 12 months
FSM Sales 21,000 GBP
Pupil Paid Meal Sales 51,000 GBP
Staff Duty Meal Sales 800 GBP
Staff Cash Sales 454 GBP
Hospitality Sales N/A
Lunch Service Times
12:05 – 13:00
Plus tuck shop at break time
The tuck shop is run daily at break time (11:00) the food is supplied by HC3S. We charge 30p per item, the children pay on the day and the money goes straight to HC3S and is banked by them.
The tuck shop food is a healthy snack of, for example, a baked cheese or plain bread roll, pizza slice, a piece of fruit or on Fridays an organic apple ice lolly.
Since COVID we have not run the tuck shop for health and safety reasons.
Current Contractor
HC3S
Specific Objectives
Value for money without compromising on quality
Appropriate portion size
Accountability and quality of kitchen staff
Engagement with pupils
Freshness, variety of ingredients
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
Three year fixed plus option for two further years
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Colden Common Primary School
Lot No
6
two.2.2) Additional CPV code(s)
- 55524000 - School catering services
two.2.3) Place of performance
NUTS codes
- UKJ35 - South Hampshire
two.2.4) Description of the procurement
Pupils Number (census Jan 2021)
Pupil Numbers: 403 (Numbers have been steadily increasing over recent years. School likely to increase to maximum capacity of 420 over contract term)
Nursery 58
KS1 115
KS2 230
Pricings/Sales Price
UIFSM Entitled: 167
Uptake: 129
Value: 2.34 GBP
FSM Entitled: 29
Uptake: 26
Value: 2.34 GBP
Pupil Paid Meal Uptake: 108
Value: 2.50 GBP
Staff Duty Meal Entitled: 1
Uptake: 0
Value: 2.50 GBP
Staff Cash Meals No of Staff: 45
Uptake: 2
Value: 2.50 GBP + VAT
Sales 12 months to 29/2/2020
UIFSM Sales 50,940 GBP
FSM Sales 3,226 GBP
Pupil Paid Meal Sales 42,520 GBP
Tuck Shop Sales 1,463 GBP
Staff Duty Meal Sales 290 GBP
Staff Cash Sales 0 GBP
Hospitality Sales Previous costs included elsewhere in HC3S charges. Lunches provided for Inset days; rolls provided for staff for parents’ evenings
Lunch Service Times
11:40 – 13:20 during Covid measures/restrictions
11:45 – 13:00 is Usual (non Covid timings)
Morning Break Tuck Shop (pre/post Covid): 10:35 – 10:50
Current Contractor
HC3S
Specific Objectives
To provide nutritious, high quality and value for money meals using local and seasonal produce, according to what is in season
To ensure children with allergies, food intolerances and religious reasons are catered for
To work with the school to provide special menus for theme days and celebrations such as Christmas
Salad bar, fresh fruit and bread supplement to menu to be provided daily. Packed lunches for when the school has trips and break snack options for KS2 pupils
Work with the school’s eco-conscious ethos to reduce waste and eliminate the use of single-use plastics
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
Three years with the option of two further years
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
24 March 2021
Local time
1:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
27 April 2021
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at https://www.mytenders.co.uk/Search/Search_Switch.aspx?ID=222035.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.mytenders.co.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(MT Ref:222035)
six.4) Procedures for review
six.4.1) Review body
Public Procurement Review Service
Cabinet Office
London
publicprocurementreview@cabinetoffice.gov.uk
Telephone
+44 3450103503
Country
United Kingdom
Internet address
https://www.gov.uk/government/publications/public-procurement-review-service-scope-and-remit