Section one: Contracting authority
one.1) Name and addresses
Portsmouth City Council
Civic Offices,Guildhall Square
PORTSMOUTH
PO12AL
Contact
Procurement Service
procurement@portsmouthcc.gov.uk
Telephone
+44 2392688235
Country
United Kingdom
NUTS code
UKJ31 - Portsmouth
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://www.portsmouth.gov.uk/services/business/procurement/contract-opportunities-with-us/
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Framework Agreement For the supply and distribution of Dry, Chilled and Frozen Food
Reference number
2023/S 000-035503
two.1.2) Main CPV code
- 15000000 - Food, beverages, tobacco and related products
two.1.3) Type of contract
Supplies
two.1.4) Short description
Portsmouth City Council ('the council') has awarded two contracts for the supply and distribution of dry, chilled, and frozen food to Adult Social Care sites in the Portsmouth Area as required.
The council are establishing a Framework of two Suppliers in order to satisfy the council's best value duties. Suppliers will have the ability to update their framework prices on a monthly basis. Call-offs contracts (resulting in the ordering of goods) will be awarded following a process where the prices of goods to be supplied are compared across the two framework suppliers and the contract awarded to the supplier with the lowest total value.
The estimated value of the framework is IRO £145,000 per annum, and IRO £580,000 over the total four-year term.
The framework value is expected to remain in the region of the figure stated above however it may increase or decrease throughout the framework term subject to any known or unknown changes to budget allocation, negotiations regarding inflationary increases, variation of services, or addition of further associated services in order to meet changes in demand or delivery.
An accurate forecast cannot be made regarding the level of further funding, if any, that may become available, but it is not expected to amount to an increase of more than approximately 50% over the Framework's lifetime and would therefore initially offer an approximate figure of £217,500 per annum, £870,000 over the four-year term.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £870,000
two.2) Description
two.2.2) Additional CPV code(s)
- 15100000 - Animal products, meat and meat products
- 15200000 - Prepared and preserved fish
- 15300000 - Fruit, vegetables and related products
- 15400000 - Animal or vegetable oils and fats
- 15500000 - Dairy products
- 15600000 - Grain mill products, starches and starch products
- 15800000 - Miscellaneous food products
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Portsmouth City Council spends approximately £145,000 per annum for the provision of dry, chilled, and frozen foods where goods are delivered as and when required to Adult Social Care sites.
Source of referrals will include but is not limited to, the supply and distribution to the following sites:
• Residential or Nursing, including Harry Sotnick House, Russets and Shearwater
• Day Services, including The Royal Albert Day Centre and SensePlus Portsmouth
• Other Adult Services include Short Stay, Respite, Rehabilitation for the Elderly
• The potential opportunity to deliver goods to other directorates across the Council including museums and other Council operated sites (currently these sites are covered by another contract).
Orders and deliveries:
The Service will be available between Monday to Sunday for ordering and deliveries throughout the year. Deliveries to Adult Social Care sites are required once a week for some units, and multiple times for others. Care Homes are in operation 24 hours per day, 365 days per year. The timing of deliveries must coincide with normal working hours unless otherwise agreed with the Council.
Framework operation & mini-competition process:
In order to satisfy the council's best value duties and recognising the need for Contractors to increase and decrease the price of goods in accordance with market fluctuations, the Contactor shall, by the 15th day of each month during the Framework Period, provide the Council with updated Framework Agreement Prices by using the Pricing Spreadsheet provided, which will include updated prices for their Services for the next Service Period (i.e., 1st - 31st). The Council shall, upon receipt of updated Framework Agreement Prices from the Contractors, use the updated Framework Agreement Prices when conducting mini-competitions for Call-Off Contracts for the next Service Period.
When placing an Order the Council will conduct a mini competition which will be evaluated 100% based on the Call-Off Contract Price of the Order, based on the Framework Agreement for the relevant Service Period. The call-off contract for the Order being placed will be awarded to the supplier/ contractor with the lowest total price (Call-Off Contract Price) for the goods being ordered. Should the Call-Off Contract Price fail to meet an individual Contractor's minimum threshold for Orders then their Framework Agreement Prices will automatically be considered void for that Order.
Following an evaluation by the Council for the Order, the Council will use the Contractor's online portal in order to submit the Order. Once the Order has been submitted this will constitute a Call-Off Contract for the purpose of this Framework Agreement.
two.2.5) Award criteria
Price
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
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.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-035503
Section five. Award of contract
Contract No
1
Title
Supplier 1 - Framework Agreement For the supply and distribution of Dry, Chilled and Frozen Food
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
16 February 2024
five.2.2) Information about tenders
Number of tenders received: 2
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Medina Quay Meats Ltd
Enterprise House, Eureka Business Park, Ashford
Kent
TN25 4AG
Country
United Kingdom
NUTS code
- UKJ - South East (England)
Companies House
00742962
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £435,000
Total value of the contract/lot: £435,000
Section five. Award of contract
Contract No
2
Title
Supplier 2 - Framework Agreement For the supply and distribution of Dry, Chilled and Frozen Food
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
16 February 2024
five.2.2) Information about tenders
Number of tenders received: 2
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Hunt's Food Group Ltd
Ludbourne Road, Sherborne, Dorset
Sherborne
DT9 3NJ
Country
United Kingdom
NUTS code
- UKK - South West (England)
Companies House
01194446
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £435,000
Total value of the contract/lot: £435,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
The High Court of Justice
The Strand
London
WC2A 2LL
Country
United Kingdom