Section one: Contracting authority
one.1) Name and addresses
Horsforth Newlaithes
Victoria Crescent
Horsforth
LS18 4PT
Contact
Maggie Steed
Telephone
+44 1423810985
Country
United Kingdom
NUTS code
UKE4 - West Yorkshire
Internet address(es)
Main address
one.1) Name and addresses
Broadgate Primary School
North Broadgate Lane
Horsforth
LS18 5AF
Contact
Maggie Steed
Country
United Kingdom
NUTS code
UKE4 - West Yorkshire
Internet address(es)
Main address
https://www.broadgateprimary.org.uk/leeds/primary/broadgate
one.1) Name and addresses
Ireland Wood Primary School
Raynel Gardens
Leeds
LS16 6BW
Contact
Maggie Steed
Country
United Kingdom
NUTS code
UKE4 - West Yorkshire
Internet address(es)
Main address
https://irelandwood.leeds.sch.uk/
one.1) Name and addresses
Burley Oaks Primary School
Langford Lane
Burley in Wharfedale
LS29 7EJ
Contact
Maggie Steed
Country
United Kingdom
NUTS code
UKE4 - West Yorkshire
Internet address(es)
Main address
one.1) Name and addresses
Crossflatts Primary School
Morton Lane
Crossflatts, Bingley
BD16 2EP
Contact
Maggie Steed
Country
United Kingdom
NUTS code
UKE4 - West Yorkshire
Internet address(es)
Main address
https://www.crossflatts.bradford.sch.uk/web
one.1) Name and addresses
Pivot Academy Salus House School
Dyson Wood Way, Bradley Business Park
Huddersfield
HD2 1GN
Contact
Maggie Steed
Country
United Kingdom
NUTS code
UKE4 - West Yorkshire
Internet address(es)
Main address
https://pivot-group.uk/the-pivot-academies/the-pivot-academies-kirklees/
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 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
West Yorkshire Schools Group Tender for Catering Services
two.1.2) Main CPV code
- 55524000 - School catering services
two.1.3) Type of contract
Services
two.1.4) Short description
The group of West 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 and contract start date are : -
Horsforth Newlaithes Primary School 1st April 2022
Broadgate Primary School TBC
Ireland Wood Primary School TBC
Burley Oaks Primary School 1st September 2022
Crossflatts Primary School 1st August 2022
Salus House School 1st April 2022
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. There are differing contract start dates detailed above.
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.
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
two.2.3) Place of performance
NUTS codes
- UKE4 - West Yorkshire
Main site or place of performance
Horsforth Newlaithes Primary School, LS18 4PT
Broadgate Primary School, LS18 5AF
Ireland Wood Primary School , LS16 6BW
Burley Oaks Primary School, LS29 7EJ
Crossflatts Primary School, BD16 2EP
Pivot Academy Salus House School, HD2 1GN
two.2.4) Description of the procurement
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 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.
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.
Tender Schedule
Publication of advert - November 12th 2021
Bidding companies to visit the schools November 22nd, 23rd, 24th 2021
Clarifications to admin@redboxcs.com by noon November 26th 2021
Deadline for return of tender responses 14th January 2022
Presentations by shortlisted Contractors
1st February 2022
Site visits or references may take place before Week commencing
Monday 7th February 2022
Contract awarded by Friday 11th February 2022
Mobilisation Meeting TBC
Contract Commencement 1st April, 1st August and 1st September 2022 ( variable start dates)
Instructions to tenderers
Please read this entire document before completing your return.
The information disclosed in your response will be used for evaluation purposes, except if otherwise indicated.
Please answer all appropriate questions and sign where specified. Clearly reference your replies and any supporting documentation.
All answers must be fully completed even if you have previously submitted information. It is not sufficient to cross refer to previous responses.
Do not submit sales or promotional material. This avoids waste and enables the evaluation team to focus more objectively on tenderers' suitability.
Documents should be returned as hard (paper) copies via post or courier only.
The closing date for receipt of the completed tender responses is 12noon, Friday 14th January 2022 One paper copy should be sent to:
Broadgate Primary School, North Broadgate Lane, Horsforth, Leeds, West Yorkshire, LS18 5AF
FAO: Lorna Sheard Business Manager
Documents should be placed in plain wrapping labelled only with "Catering Contract Tender Response - Confidential". This should then be placed in an additional envelope addressed for the attention of Lorna Sheard as stated above. It should also be labelled with "Catering Contract Tender Response - Confidential".
None of the envelopes or wrapping containing the tender responses must bear any reference to your organisation, the internal document can be branded. Failure to comply with this will result in automatic disqualification from the tender process.
Once all compliant hard copies have been received, tenderers will be informed and requested to send soft copies to admin@redboxcs.com. Please note that any electronic copies received before the request for soft copies has been made will be discarded and could result in disqualification from the tender process.
Site Visits to the Schools 22nd, 23rd, 24th November 2021
Visit to the Schools have been scheduled as follows:
Ireland Wood Primary School , 10.45 am arrive 22nd Nov 2021
Horsforth Newlaithes Primary, 12.15 pm arrive, 22nd Nov 2021
Broadgate Primary School, 10.45 am arrive, 23rd Nov 2021
Burley Oaks Primary School, 12.30 pm arrive, 23rd Nov 2021
Crossflatts Primary School, 11.15 am arrive , 24th Nov 2021
Salus House School , No visit , Possible January 2022
During the visit, tenderers will have the opportunity to briefly view the kitchen and service area. Due to pandemic restrictions, it will only be possible for one member of your team to attend the site visit; please adhere to this request. Please provide the name and DBS details of the person attending for security purposes when confirming your intention to bid (on the Form of Acknowledgement) Contractors are reminded NOT to direct any questions to members of the catering team during the site visit.
General queries about the School and technical questions should be emailed to Red Box at admin@redboxcs.com. All questions and answers will be circulated to all tenderers once the visits are completed.
Presentation
1st February 2022 - TBC School
Short-listed organisations will be invited to present to representatives from the Schools. As soon as the timings of presentations on 1st February 2022 have been confirmed it will be communicated to all tendering organisations. Please ensure that you keep that day free for presentations. An agenda will be provided nearer the time detailing how long you have and the areas that you will be asked to present and discuss on. It will be a requirement of the presentation that the Area or Operations Manager who will have direct responsibility for the contract is present.
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 optional 1 year extensions.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
Tender documents are available following expression of interest via email to admin@redboxcs.com. The documents are not available on the Red Box website for download, although they are not restricted in anyway for issue.
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
14 January 2022
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 April 2022
four.2.7) Conditions for opening of tenders
Date
14 January 2022
Local time
12:01pm
Place
Broadgate Primary School
Information about authorised persons and opening procedure
Lorna Sheard- School Business Manager
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
Tender documents are available upon requested from admin@redboxcs.com. There are no documents held at redboxcs.com.
six.4) Procedures for review
six.4.1) Review body
Red Box Consultancy Services Ltd.
Harrogate
Country
United Kingdom