Section one: Contracting authority
one.1) Name and addresses
Bournemouth, Christchurch and Poole Council
Town Hall, Bourne Avenue
Bournemouth
BH2 6DY
Country
United Kingdom
NUTS code
UKK2 - Dorset and Somerset
Internet address(es)
Main address
Buyer's address
https://www.supplyingthesouthwest.org.uk
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.supplyingthesouthwest.org.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.supplyingthesouthwest.org.uk
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
Supply and Delivery of Ice Cream Products for BCP Council
Reference number
DN561888
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
The Council seeks supplier(s) for the supply and delivery of ice cream products in Bournemouth, Christchurch and Poole. The tender is divided into two lots, one for impulse ice cream and the other for scoop ice cream and accessories. Bidders are able to Bid for a single lot or both lots. The Council currently has 20 trading outlets along the seafront which the supplier(s) will be required to supply as well as five park cafés, two museums, a country park and a visitor centre.
The Council reserves the right to ask the supplier(s) to supply further units and the Council reserves the right to close sites as well as move sites to new locations.
The estimated value of the contract including any possible extensions is up to £2,500,000. However, Bidders should note that the spend per annum for each Lot is currently at the below levels:
• Lot 1 – Impulse Ice Cream – Approximate spend £90,000 per annum
• Lot 2 – Scoop Ice Cream and Accessories – Approximate spend £260,000 per annum
However, to allow for potential increase in spend, the contract value has been set at up for £500,000 per annum.
BCP Council does not guarantee any volume of supply during the term of the contract. The volume of supply is dependent on the number of operating units and demand. The demand is strongly led by the season, weather, school holidays as well as events such as the Bournemouth Air Show.
two.1.5) Estimated total value
Value excluding VAT: £2,500,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Lot 1 - Impulse Ice Cream
Lot No
1
two.2.2) Additional CPV code(s)
- 15000000 - Food, beverages, tobacco and related products
- 39222000 - Catering supplies
- 39310000 - Catering equipment
- 50883000 - Repair and maintenance services of catering equipment
two.2.3) Place of performance
NUTS codes
- UKK2 - Dorset and Somerset
two.2.4) Description of the procurement
For Lot 1, the Council seeks a supplier for the supply and delivery of impulse ice cream products throughout Bournemouth, Christchurch and Poole. The Supplier must provide a range of at least 10 impulse products for each site to include cones, choc bars, lollies and push ups incorporating a kids range. The impulse ice cream to be supplied should have good brand awareness to maximise sales at BCP Council catering sites.
The Supplier will be required to supply free on loan refrigeration equipment for all of the sites which sell Impulse ice cream. This equipment remains in the ownership of the Supplier throughout the contract period and will be maintained and serviced by the Supplier at no cost to BCP Council. The Supplier will be required to deliver and install freezers prior to the start of the contract, working with the Council to ensure that sites are out of action for the minimum time possible. The Supplier is required to ensure that refrigeration equipment is installed and operational on all sites ready for the contract start date.
The Supplier will also be required to provide six free on loan kiosks for along the seafront for the duration of the contract. The kiosks will need to be equivalent to those pictured in the procurement documentation.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £90,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 March 2022
End date
28 February 2025
This contract is subject to renewal
Yes
Description of renewals
The contract will be for three years with the option to extend annually for a further two years (3+1+1). Therefore, if all extensions were taken the full length of the contract would be for five years. The start date of the contract is 1 March 2022.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The contract will be for three years with the option to extend annually for a further two years (3+1+1). Therefore, if all extensions were taken the full length of the contract would be for five years. The start date of the contract is 1 March 2022.
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
Lot 2 - Scoop Ice Cream
Lot No
2
two.2.2) Additional CPV code(s)
- 15000000 - Food, beverages, tobacco and related products
- 39222000 - Catering supplies
- 39310000 - Catering equipment
- 50883000 - Repair and maintenance services of catering equipment
two.2.3) Place of performance
NUTS codes
- UKK2 - Dorset and Somerset
two.2.4) Description of the procurement
For Lot 2, the Council seeks a supplier for the supply and delivery of scoop ice cream products throughout Bournemouth, Christchurch and Poole. The Council requires a supplier that can provide a range of at least 22 scoop ice cream flavours in minimum 4 litre tubs, accessories, individual pots of ice cream as well as ice cream for dogs. The scoop ice cream to be supplied should be an ice cream that will add value to the experience of customers to BCP Council catering outlets with a preference for scoop ice creams that are not readily available in retail outlets and reflect the local area. The Council also requires Bidders to submit pricing for soft mix ice cream within the pricing evaluation for Lot 2 with the option to buy soft mix ice cream through this Lot.
The Supplier will be required to supply free on loan refrigeration equipment for all of the sites which sell Scoop ice cream. Please note that this quantity may increase prior to or during the term of the contract. This equipment remains in the ownership of the Supplier throughout the contract period and will be maintained and serviced by the Supplier at no cost to BCP Council. The Supplier will be required to deliver and install freezers at the start of the contract, working with the Council to ensure that sites are out of action for the minimum time possible. The Supplier is required to ensure that refrigeration equipment is installed and operational on all sites ready for the contract start date.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £260,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 March 2022
End date
28 February 2025
This contract is subject to renewal
Yes
Description of renewals
The contract will be for three years with the option to extend annually for a further two years (3+1+1). Therefore, if all extensions were taken the full length of the contract would be for five years. The start date of the contract is 1 March 2022.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The contract will be for three years with the option to extend annually for a further two years (3+1+1). Therefore, if all extensions were taken the full length of the contract would be for five years. The start date of the contract is 1 March 2022.
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 three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
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: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
8 November 2021
Local time
2:00pm
Changed to:
Date
11 November 2021
Local time
2:00pm
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
8 November 2021
Local time
2:00pm
Information about authorised persons and opening procedure
All tenders are electronically sealed and opened by the Council's Democratic Services team.
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
Tender submissions must be by way of completion and submission of the Standard Selection Questionnaire (in accordance with the requirements set out in the Standard Selection Questionnaire) and tender by the date and time specified in Section IV.2.2.). The Council reserves the right not to accept tender submissions that are received after the deadline.
Bidders are encouraged to submit their submissions well in advance of the stated date and time in order to avoid technical difficulties with the electronic system that may occur due to the high volumes of traffic attempting to submit applications on the same date and time.
six.4) Procedures for review
six.4.1) Review body
High Courts of Justice
The Royal Court of Justice
London
WCA 2LL
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
In accordance with Regulation 86 (notices of decisions to award a contract), Regulation 87 (standstill period) and Regulations 91 (enforcement of duties through the Court) of the Public Contracts Regulations 2015 (as amended).
six.4.4) Service from which information about the review procedure may be obtained
High Courts of Justice
The Royal Court of Justice
London
WCA 2LL
Country
United Kingdom