Section one: Contracting authority
one.1) Name and addresses
RED BOX CONSULTANCY SERVICES LIMITED
1 Innisfree Close
HARROGATE
HG28PL
Contact
Neil Meadows
Telephone
+44 1423810985
Country
United Kingdom
NUTS code
UKE - Yorkshire and the Humber
Internet address(es)
Main address
one.1) Name and addresses
Gillamoor CE Primary School
Main Street
Gillamoor, York
YO62 7HX
Country
United Kingdom
NUTS code
UKE - Yorkshire and the Humber
Internet address(es)
Main address
https://www.gillamoor.n-yorks.sch.uk/
one.1) Name and addresses
Colburn Community Primary School
Colburn Lane
Colburn
DL9 4LS
Country
United Kingdom
NUTS code
UKE - Yorkshire and the Humber
Internet address(es)
Main address
https://www.colburn.n-yorks.sch.uk/contact-details-1/
one.1) Name and addresses
Moorside Primary School and Nursery
Harrogate Road
Ripon
HG4 1SU
Country
United Kingdom
NUTS code
UKE - Yorkshire and the Humber
Internet address(es)
Main address
https://www.moorsideschools.org.uk/
one.1) Name and addresses
Hunton and Arrathorne CP School
Hunton
Bedale
DL8 1QB
Country
United Kingdom
NUTS code
UKE - Yorkshire and the Humber
Internet address(es)
Main address
http://huntonarrathorne.n-yorks.sch.uk/contact-us/
one.1) Name and addresses
Masham CE Primary School
1 Millgate
Masham, Ripon
HG4 4EG
Country
United Kingdom
NUTS code
UKE - Yorkshire and the Humber
Internet address(es)
Main address
http://www.masham.n-yorks.sch.uk/home/contact-us/
one.2) Information about joint procurement
The contract involves joint procurement
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the following address:
Easingwold Primary School
Thirsk Road
York
YO61 3HJ
Contact
Alison Cottrell
Country
United Kingdom
NUTS code
UKE - Yorkshire and the Humber
Internet address(es)
Main address
https://www.easingwoldprimary.co.uk/contact-details/
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
Tender of Catering Services
two.1.2) Main CPV code
- 55524000 - School catering services
two.1.3) Type of contract
Services
two.1.4) Short description
Introduction and Schools' Information
The group of North Yorkshire Primary Schools have come together to tender their catering services to investigate the financial and qualitative benefits they could be offered through this process.
The Schools involved are: -
Gillamoor CE Primary School
Easingwold Community Primary School
Moorside Primary School and Nursery
Colburn Community Primary School
Hunton and Arrathorne Community Primary School
Masham CE Primary School
The Contract Duration and Structure
The Contract will be awarded for a three-year duration with the option of two additional one-year extensions. Each School will sign a separate agreement with the successful tendering organisation.
The financial structure of the contract is designed to reflect the Schools' aims to reward the Contractor in a fair manner and based upon contract delivery and to have an open-book agreement that is easily auditable.
Tender Schedule
Sending of advert - Tuesday 23rd March 2021
Bidding companies to visit the schools Virtual if necessary- Tuesday 13th and Wednesday 14th April 2021
Deadline for return of tender responses- 10th May 2021
Presentations by shortlisted Contractors- Virtual if necessary - Monday 24th May 2021, Moorside Primary School.
Site visits or references may take place before - Week commencing - Monday 24th May 2021
Contract awarded by1st June 2021
Mobilisation Meeting - Tuesday 15th June 2021
Contract Commencement - 1st September 2021
Site Visits to the Schools -
Visit to the Schools have been scheduled as follows:
Gillamoor CE Primary School 10am Tuesday 13th April 2021
Easingwold Community Primary School 11.15am Tuesday 13th April 2021
Moorside Primary School and Nursery 12.15pm Tuesday 13th April 2021
Colburn Community Primary School 10:30am Wednesday 14th April 2021
Hunton and Arrathorne Community Primary School 11:15am Wednesday 14th April 2021
Masham CE Primary School and Town Hall 12:15am Wednesday 14th April 2021
The closing date for receipt of the completed tender responses is 12pm, Monday 10th May 2021 One paper copy should be sent to:
Easingwold Primary School, Thirsk Road, Easingwold, York, North Yorkshire, YO61 3HJ
FAO: Alison Cottrell, Headteacher.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 15894210 - School meals
- 55524000 - School catering services
two.2.3) Place of performance
NUTS codes
- UKE2 - North Yorkshire
Main site or place of performance
Gillamoor CE Primary School
Easingwold Community Primary School
Moorside Primary School and Nursery
Colburn Community Primary School
Hunton and Arrathorne Community Primary School
Masham CE Primary School
two.2.4) Description of the procurement
The Contract Duration and Structure
The Contract will be awarded for a three-year duration with the option of two additional one-year extensions. Each School will sign a separate agreement with the successful tendering organisation.
The financial structure of the contract is designed to reflect the Schools' aims to reward the Contractor in a fair manner and based upon contract delivery and to have an open-book agreement that is easily auditable.
Sales
These will be variable based on the actual levels achieved.
Food Costs
This will be fixed at the percentage agreed as part of this tender process. However, costs must be net of ALL discounts at 'into-unit' level with all rebates of any kind reflected on the Catering Managers' invoices. The costs must reflect those submitted in the financial schedules which will be fixed for twelve months. The food costs will be audited at least annually.
Tariff
The tariff will be based upon the local marketplace and the free-meal meal cost should reflect the local authority rates unless agreed between the School and the Contractor.
Wastage
All wastage should form part of the food costs and should not be accounted for separately.
Gross Profit or Loss
This will be fixed at the percentage agreed as part of this tender process.
Labour costs
The core labour costs will be fixed. All other labour costs, such as for special events and out of hours events will be charged as and when incurred but at a level pre-agreed in writing.
Sundries
All sundry costs, as defined in the Contractor's response will be fixed for a year. Any increase in years two and three are not go above inflation.
Management Fee
The management fee is fixed for a year. Any increase in years two and three are not go above inflation.
Hospitality Costs
Hospitality costs will be charged as occurred but at fixed item and buffet consumable costs per head.
Summary
In summary the following lines will make up the total cost of catering:
Fixed gross profit percentage
Fixed labour cost
Fixed sundries cost
Fixed management fee
Variable hospitality costs
Aims and Objectives of the Service
The Schools wish to be at the forefront of school catering and as such require a modern, branded offer that reflects the leading trends in the industry.
At this time, the Schools wish is to commence a catering contract, with a partner who shares their vision for a customer-focused service that attracts the maximum number of students. The meals that are to be provided must be appealing to customers, imaginative, provide good value for money and be nutritionally balanced to encourage all students to make an educated choice. For rural Schools, an appropriate deliver in solution is required and Schools are open to Contractor input on how this would operate effectively.
The Schools objectives for the new contract are as follows:-
A catering service that is well managed and requires minimal involvement from the Schools management team.
A strong Contractor Area Manager who will develop and lead the team to deliver a customer service focused offer and spend a substantial amount of time on site at the outset to undertake this.
A Contractor who is proactive in their relationship management with the Schools.
Investment in the Schools Catering service through increased marketing in return for a tenure of contract.
A higher number of students and staff using the facilities by providing a high quality, affordable and nutritious meal.
A catering service that encourages students to take a heathy and balanced meal.
Food and drinks that look appetising and are attractively presented.
A hospitality service that will help showcase the Schools through events and to visitors.
A Contractor that adopts a flexible and proactive approach to all Schools activities.
A service that is professionally merchandised and marketed with discretion and to the mutual benefit of the Schools and the Contractor.
A Contractor that operates using the optimum level of staffing.
Develops a community food provision that extends to staff, parents, visitors, and the immediate neighbourhood and promotes food education for all stakeholders.
Is professionally marketed and promoted to the mutual benefit of the pupils, parents, Schools, and contractor.
Demonstrates a flexible approach to all School activities and supports aspects of the curriculum as appropriate, including positively contributing to the education of pupils about food and nutrition.
Is managed by an organisation who works with the Schools in partnership to move the service forward together.
Achieves best value and eliminates any subsidies as far as is realistically possible.
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
36
This contract is subject to renewal
Yes
Description of renewals
2 possible one year extensions on agreement.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.12) Information about electronic catalogues
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue
two.2.14) Additional information
Please request tender information from Liz Ellory-Hoare at leh@redboxcs.com or admin@redboxcs.com at Red Box Consultancy Services Ltd- Catering and FM Consultancy.
Tender documents are not available on our website www.redboxcs.com- and are provided on request.
There is a requirement of LGPS application at these Schools for TUPE employees.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open 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
10 May 2021
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 1 September 2021
four.2.7) Conditions for opening of tenders
Date
10 May 2021
Local time
12:01pm
Place
Easingwold Primary School
Information about authorised persons and opening procedure
Alison Cottrell- Headteacher at Easingwold Primary School.
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
electronic copies must be supplied following receipt of hard copies on request to admin@redboxcs.com
six.4) Procedures for review
six.4.1) Review body
Red Box Consultancy Services Ltd.
3 Sceptre House, Hornbeam Park North
Harrogate
HG2 8PB
Country
United Kingdom