Section one: Contracting authority/entity
one.1) Name and addresses
Birmingham City Council
10 Woodcock Street
Birmingham
B4 7DJ
Contact
Corporate Procurement Services
Telephone
+44 1214648000
Fax
+44 1213037322
Country
United Kingdom
NUTS code
UKG31 - Birmingham
Internet address(es)
Main address
Buyer's address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Overall Programme Management Partner - Holiday Activity and Food Programme - 2022/2023
Reference number
2022/S 000-009272
two.1.2) Main CPV code
- 72224000 - Project management consultancy services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council requires a new delivery partner(s) to develop, mobilise and coordinate the HAF programme across the city for the next 3 year (from Summer 2022 until Easter 2025) subject to performance and availability of funding. The contract will be split into 2 lots: Lot 1: Overall HAF programme managementLot 2: Overall management of HAF food provision and standards:The contract will be for 1 year with the option to extend four times for an additional 12 months each extension (1+1+1+1), each extension will be subject to available funding and satisfactory performance.
Section six. Complementary information
six.6) Original notice reference
Notice number: 2022/S 000-009272
Section seven. Changes
seven.1.2) Text to be corrected in the original notice
Section number
11.1.1
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Title
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Overall Programme Management Partner - Holiday Activity and Food Programme - 2022/2023
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Holiday Activity and Food Programme Management Partner(s) (HAF) 2022/23
Section number
II.1.4
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Short Description
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The Council requires a new delivery partner(s) to develop, mobilise and coordinate the HAF programme across the city for the next 3 year (from Summer 2022 until Easter 2025) subject to performance and availability of funding. The contract will be split into 2 lots: Lot 1: Overall HAF programme managementLot 2: Overall management of HAF food provision and standards:The contract will be for 1 year with the option to extend four times for an additional 12 months each extension (1+1+1+1), each extension will be subject to available funding and satisfactory performance.
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Birmingham City Council is seeking to appoint suitably qualified and experienced provider(s) to develop, co-ordinate and manage the delivery of the Holiday Activity and Food (HAF) programme for children and young people, in line with Department of Education and Council’s requirements. The Council has split the management of this large-scale programme into the following two lots. The Council will be happy to award this contract to either two providers (one provider per lot) or one provider to deliver both lots, depending on the option that is Most Economically Advantageous for the council. Providers who wish to bid to manage the entire programme will need to demonstrate value for money/savings through economies of scale. Lot 1: Overall Programme Management Partner (OPM) Lot 2: Programme Management of Food and Standards (FPM)The contract will be for 1 year with the option to extend four times for an additional 12 months each extension (1+1+1+1), each extension will be subject to available funding and satisfactory performance.
Section number
II.2.4
Lot No
1
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• End to end project management of the HAF programme across the city• Distributing funding via, an electronic grants management service, to Activity Providers to ensure sufficient levels of provision and effective use of limited resources. • Demand management and supply mapping• Providing assurance of the safety and quality standards of Activity Provision • Marketing, communication, and community engagement • Appropriately targeting the programme at the eligible cohort via effective marketing, booking and registration system.• Meeting the DfE’s reporting requirements• Maximising the grant by identifying and utilising community assets and existing resources, including volunteers• Working in partnership with key stakeholders in the city
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Lot 1: Overall Programme Management Partner (OPM) This Organisation will have overall responsibility for the successful coordination and management of the programme delivery and standards. They will be responsible for commissioning the supply of activity provision to meet the Council’s requirements. They will work closely with the Council and the wider HAF partnership to shape the programme to meet the DfE and Council’s requirements and local needs.
Section number
II.2.4
Lot No
2
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• The logistical management of the central supply of food to ensure sufficient provision of food across the programme• Providing assurances of the safety and quality standards of all food provision• Procure and manage central food providers in line with the DfE programme and food safety requirements• Ensure that food providers are:o Able to operate during non-term time across Birmingham during the Easter, Summer and Christmas school holidayso Provide meals at a cost of up to £5 ahead per day (inclusive of all costs)o Able to cook and deliver food across Birmingham to leisure centres, youth clubs, schools etco Able to identify and source facilities to store and prepare food in the cityo Provide nutritional advice, food activities and education to families and activity providerso Able to provide healthy food parcels including recipe cards and/or demos
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Lot 2: Programme Management of Food and Standards (FPM)This Organisation will have overall responsibility for the successful coordination and management of food required for the programme. The OPM will be responsible for managing the FPM to ensure that all programme attendees receive at least one meal a day that meets food safety and School Food Standards. The OPM will need to work closely with the FPM to review the food offer available via the Activity Providers, following each grant round and plan for the provision of meals through the central food supply. FPM will be required to commission the local food provider(s) and logistically manage the distribution of the central food supply. The details of these requirements are set out the corresponding service specification for Lot 2.