Section one: Contracting authority
one.1) Name and addresses
Renfrewshire Council
Renfrewshire House, Cotton Street
Paisley
PA1 1JB
ashley.hopkirk@renfrewshire.gov.uk
Country
United Kingdom
NUTS code
UKM83 - Inverclyde, East Renfrewshire and Renfrewshire
Internet address(es)
Main address
http://www.renfrewshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.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
Preparation and Supply of Community Meals (Sandwiches)
Reference number
RC-CPU-24-130
two.1.2) Main CPV code
- 15811511 - Prepared sandwiches
two.1.3) Type of contract
Supplies
two.1.4) Short description
The Community Meals Service aims to support individuals in maintaining their independence within the community by delivering hot and cold nutritious meals directly to the door of service users. The scope of this requirement will cover the sandwiches/light lunch (eg wraps, rolls, etc) element only. There will also be a requirement to provide frozen sandwiches to support the service with business continuity planning in the event of a service interruption.
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Lot 1 and Lot 2
two.2) Description
two.2.1) Title
Lot 1 - Core Product Range (Preparation and Supply of Community Meals (Sandwiches))
Lot No
1
two.2.2) Additional CPV code(s)
- 75200000 - Provision of services to the community
- 39222000 - Catering supplies
- 15811511 - Prepared sandwiches
two.2.3) Place of performance
NUTS codes
- UKM83 - Inverclyde, East Renfrewshire and Renfrewshire
Main site or place of performance
Renfrewshire
two.2.4) Description of the procurement
Lot 1 – Core Product Range
The Supplier for Lot 1 shall be responsible for providing approximately 2200 to 2300 individual Goods (eg sandwiches, rolls, wraps, etc) per week. This figure may fluctuate dependent on the needs identified by the Council, or on behalf of the Renfrewshire Health and Social Care Partnership (RHSCP) and will be reflected in the weekly orders placed.
As part of this Contract the Council will require a minimum of six deliveries per week.
These will be delivered by the appointed supplier to a central point in the Renfrewshire Council area.
The Tender Procedure shall be conducted in accordance with the Public Contracts (Scotland) Regulations 2015 Open Procedure.
two.2.5) Award criteria
Quality criterion - Name: Technical - Quality Assurance / Weighting: 2%
Quality criterion - Name: Technical - Storage, Preparation and Handling of Produce / Weighting: 3%
Quality criterion - Name: Technical - Business Continuity Plan / Weighting: 5%
Quality criterion - Name: Technical - Complaints, Escalation and Resolution / Weighting: 3%
Quality criterion - Name: Technical - Delivery Requirements / Weighting: 2%
Quality criterion - Name: Technical - Samples (Quality of Samples) / Weighting: 14%
Quality criterion - Name: Technical - Samples (Packaging & Labelling) / Weighting: 6%
Quality criterion - Name: Technical - Community Benefits (Menu) / Weighting: 3%
Quality criterion - Name: Technical - Community Benefits (Methodology) / Weighting: 2%
Quality criterion - Name: Technical - Fair Work First / Weighting: 5%
Price - Weighting: 55
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 May 2025
End date
30 April 2027
This contract is subject to renewal
Yes
Description of renewals
This requirement may be subject to renewal.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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.2.14) Additional information
The contract period is anticipated to be from 01 May 2025 – 30 April 2027 with the option to extend for up to a period of 12 months on two occasions (1 + 1), subject to satisfactory operation and performance. Any extension will be at the sole discretion of the Council.
two.2) Description
two.2.1) Title
Lot 2 - Frozen Product Range (Preparation and Supply of Community Meals (Sandwiches))
Lot No
2
two.2.2) Additional CPV code(s)
- 15811511 - Prepared sandwiches
- 75200000 - Provision of services to the community
- 39222000 - Catering supplies
two.2.3) Place of performance
NUTS codes
- UKM83 - Inverclyde, East Renfrewshire and Renfrewshire
Main site or place of performance
Renfrewshire
two.2.4) Description of the procurement
Lot 2 – Frozen Product Range
The Supplier for Lot 2 shall be responsible for providing frozen sandwiches to support the service with business continuity planning in the event of a service interruption.
As part of this Contract the Council may require a minimum of one delivery every 8 weeks. Approximately 800 sandwiches required per delivery.
These will be delivered by the appointed supplier to a central point in the Renfrewshire Council area.
The Tender Procedure shall be conducted in accordance with the Public Contracts (Scotland) Regulations 2015 Open Procedure.
two.2.5) Award criteria
Quality criterion - Name: Technical - Quality Assurance / Weighting: 2%
Quality criterion - Name: Technical - Storage, Preparation and Handling of Produce / Weighting: 3%
Quality criterion - Name: Technical - Business Continuity Plan / Weighting: 5%
Quality criterion - Name: Technical - Complaints, Escalation and Resolution / Weighting: 3%
Quality criterion - Name: Technical - Delivery Requirements / Weighting: 2%
Quality criterion - Name: Technical - Samples (Quality of Samples) / Weighting: 14%
Quality criterion - Name: Technical - Samples (Packaging & Labelling) / Weighting: 6%
Quality criterion - Name: Technical - Fair Work First / Weighting: 10%
Price - Weighting: 55
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 May 2025
End date
30 April 2027
This contract is subject to renewal
Yes
Description of renewals
This requirement may be subject to renewal.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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.2.14) Additional information
The contract period will be 01 May 2025 – 30 April 2027 with the option to extend for up to a period of 12 months on two occasions (1 + 1), subject to satisfactory operation and performance. Any extension will be at the sole discretion of the Council.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Tenderers will be required to give examples of previous experience of delivering a service of this type.
Conditions will include the Health and Safety requirements as set out in the Invitation to Tender:
- Statement/evidence that the Tenderer adopts, maintains and follows all relevant food law.
- Evidence that the tenderer is registered appropriately for Food Production/Supply relevant to this contract.
Standards and accreditations are not mandatory and will be requested and scored as part of the Technical Criteria.
three.1.2) Economic and financial standing
List and brief description of selection criteria
INSURANCE
The successful Tenderer must hold, or commit to obtain prior to the commencement of and duration of the Contract of any subsequently awarded contract, the types and levels of insurance indicated below:
- Employers Liability: 5 million GBP minimum, each and every claim
- Public & Products Liability: 10 million GBP each and every claim but in the aggregate for products
- Motor Vehicle: Third party Motor Vehicle cover (statutory) Please evidence with a MV certificate in the COMPANY name
FINANCIAL
Dun and Bradstreet (D&B) Failure Score Minimum 20 or 2 years of Audited Accounts.
Minimum level(s) of standards possibly required
Where the Tenderer is under no obligation to publish accounts and therefore does not have a D&B Failure Score or equivalent rating, they must provide their audited financial accounts for the previous 2 years as part of their Tender Submission in order that the Council may assess these to determine the suitability of the Tenderer to undertake a contract or contracts of this size.
The Council will use D&B to assist in its determination of the organisation’s financial status and risk.
It is recommended that Tenderers review their own D&B Failure Score in advance of submitting their Tender Submission.
If, following this review, Tenderers consider that the D&B Failure Score does not reflect their current financial status, the Tenderer should attach a document to this section giving a detailed explanation, together with any relevant supporting independent evidence.
The Council will review any such information as part of the evaluation of Tenderer’s financial status.
The Council may undertake supplementary investigations to establish if the D&B failure score is a reflection of the current financial stability of the Tenderer; the outcome of such investigations will influence if a Tenderer is deemed to meet the minimum requirements to pass this bid selection stage in terms of their financial stability for the purposes of this contract.
The Tenderer will be notified if supplementary investigations into the financial stability are being undertaken.
three.1.3) Technical and professional ability
List and brief description of selection criteria
All staff involved in the delivery of the Contract must be suitably trained and experienced.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As detailed in the Conditions of Contract.
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
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
Date
18 November 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
18 November 2024
Local time
12:00pm
Information about authorised persons and opening procedure
Tenders received will be subject to assessment, clarification and ranking by means of a structured process in accordance with this Council’s Standing Orders relating to Contracts, in order to determine the Tender that is most economically advantageous to the Council, subject to the Tender Submission being affordable to the Council.
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Full details of the exclusion and assessment criteria are detailed within the SPD and Invitation to Tender.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 27798. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
The Council’s expectation is that 20 Community Benefits Points (CBPs) or more will be delivered under this Contract under Lot 1.
The Council is requesting voluntary Community Benefits under Lot 2.
Please see the Invitation to Tender for further details
(SC Ref:780703)
six.4) Procedures for review
six.4.1) Review body
See VI.4.3 below
See VI.4.3 Below
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
An economic operator that suffers or risks suffering, loss or damage attributable to breach of duty under the Public Contracts (Scotland) Regulations 2015 (SSI 2015/446, as amended) may bring proceedings in the Sheriff Court or the Court of Session in accordance with Regulation 88 of the 2015 Regulations.