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Supplies - 331367-2018
31/07/2018    S145

United Kingdom-Kirkwall: Catering supplies

2018/S 145-331367

Contract notice

Supplies

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Orkney Islands Council
Postal address: Council Offices, School Place
Town: Kirkwall
NUTS code: UKM65 Orkney Islands
Postal code: KW15 1NY
Country: United Kingdom
Contact person: Denise Link
E-mail: Denise.link@orkney.gov.uk
Telephone: +44 1856873535
Fax: +44 1856876158
Internet address(es):
Main address: http://www.orkney.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00369
I.1)Name and addresses
Official name: NHS Orkney
Postal address: Balfour Hospital, New Scapa Road
Town: Kirkwall
NUTS code: UKM65 Orkney Islands
Postal code: KW15 1BH
Country: United Kingdom
E-mail: ork-hb.feedback@nhs.net
Telephone: +44 1856888226
Internet address(es):
Main address: http://www.ohb.scot.nhs.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00368
I.2)Information about joint procurement
The contract involves joint procurement
In the case of joint procurement involving different countries, state applicable national procurement law:

NHS Orkney

I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: http://www.publiccontractsscotland.gov.uk
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Catering Contracts Framework

Reference number: OIC/PROC/0731
II.1.2)Main CPV code
39222000 Catering supplies
II.1.3)Type of contract
Supplies
II.1.4)Short description:

Orkney Islands Council required the supply and delivery of catering products to a number of authority establishments throughout Orkney for a period of 4 years. The framework will be via eight lots:

Lot 1 - Fresh Milk,

Lot 2 - Fresh Fruit, Vegetables and Potatoes,

Lot 3 - Fresh Fish,

Lot 4 - Fresh Butchers Meat,

Lot 5 - Bread and Morning Goods,

Lot 6 - Frozen Food,

Lot 7 - Groceries and Provisions and

Lot 8 - Dairy Products.

The framework will be a collaborative contract with Orkney Islands Council and NHS Orkney (Balfour Hospital).

II.1.5)Estimated total value
Value excluding VAT: 4 500 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description
II.2.1)Title:

Fresh Milk

Lot No: 1
II.2.2)Additional CPV code(s)
39222000 Catering supplies
15511000 Milk
15511100 Pasteurised milk
15511400 Semi-skimmed milk
II.2.3)Place of performance
NUTS code: UKM65 Orkney Islands
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of fresh milk to a number of OIC and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the inner isles (Shappinsay, Rousay and Hoy).

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Delivery / Weighting: 20
Quality criterion - Name: Contract management / Weighting: 10
Quality criterion - Name: Continuity of supply / Weighting: 5
Price - Weighting: 65
II.2.6)Estimated value
Value excluding VAT: 270 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months — option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Fresh Fruit, Vegetables and Potatoes

Lot No: 2
II.2.2)Additional CPV code(s)
39222000 Catering supplies
15300000 Fruit, vegetables and related products
03212100 Potatoes
II.2.3)Place of performance
NUTS code: UKM65 Orkney Islands
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of fresh fruit, vegetables and potatoes to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Delivery / Weighting: 20
Quality criterion - Name: Contract management / Weighting: 10
Quality criterion - Name: Continuity of supply / Weighting: 5
Price - Weighting: 65
II.2.6)Estimated value
Value excluding VAT: 541 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months — option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Fresh Fish

Lot No: 3
II.2.2)Additional CPV code(s)
39222000 Catering supplies
15211100 Fresh fish fillets
15234000 Smoked fish
03311000 Fish
15119600 Fish meat
II.2.3)Place of performance
NUTS code: UKM65 Orkney Islands
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of fresh fish to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shappinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Delivery / Weighting: 20
Quality criterion - Name: Contract management / Weighting: 10
Quality criterion - Name: Continuity of supply / Weighting: 5
Price - Weighting: 65
II.2.6)Estimated value
Value excluding VAT: 100 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months — Option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Fresh Butcher Meat and Meat Products

Lot No: 4
II.2.2)Additional CPV code(s)
39222000 Catering supplies
15110000 Meat
15130000 Meat products
15111100 Beef
15131620 Minced beef
15113000 Pork
15131400 Pork products
15115100 Lamb
15131220 Bacon
15131130 Sausages
II.2.3)Place of performance
NUTS code: UKM65 Orkney Islands
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Authority

II.2.5)Award criteria
Criteria below
Price
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: no
II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Bread and Morning Goods

Lot No: 5
II.2.2)Additional CPV code(s)
15810000 Bread products, fresh pastry goods and cakes
15811000 Bread products
15811100 Bread
15811500 Prepared bread products
II.2.3)Place of performance
NUTS code: UKM65 Orkney Islands
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of bread and morning goods to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shapinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Delivery / Weighting: 20
Quality criterion - Name: Contract management / Weighting: 10
Quality criterion - Name: Continuity of supply / Weighting: 5
Price - Weighting: 65
II.2.6)Estimated value
Value excluding VAT: 310 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months — option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Frozen Food

Lot No: 6
II.2.2)Additional CPV code(s)
15311200 Diced, sliced and other frozen potatoes
15331100 Fresh or frozen vegetables
15896000 Deep-frozen products
II.2.3)Place of performance
NUTS code: UKM65 Orkney Islands
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of frozen food to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shapinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Delivery / Weighting: 20
Quality criterion - Name: Contract management / Weighting: 10
Quality criterion - Name: Continuity of supply / Weighting: 5
Price - Weighting: 65
II.2.6)Estimated value
Value excluding VAT: 580 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months - option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Groceries and Provisions

Lot No: 7
II.2.2)Additional CPV code(s)
15612000 Cereal or vegetable flour and related products
15612120 Breadmaking flour
15612130 Plain flour
03220000 Vegetables, fruits and nuts
03222000 Fruit and nuts
15872000 Herbs and spices
15830000 Sugar and related products
03211300 Rice
15850000 Pasta products
15240000 Canned or tinned fish and other prepared or preserved fish
II.2.3)Place of performance
NUTS code: UKM65 Orkney Islands
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of groceries and provisions to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shapinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Delivery / Weighting: 20
Quality criterion - Name: Contract management / Weighting: 10
Quality criterion - Name: Continuity of supply / Weighting: 5
Price - Weighting: 65
II.2.6)Estimated value
Value excluding VAT: 1 140 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months - option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Dairy Products

Lot No: 8
II.2.2)Additional CPV code(s)
15500000 Dairy products
II.2.3)Place of performance
NUTS code: UKM65 Orkney Islands
Main site or place of performance:

Orkney Islands

II.2.4)Description of the procurement:

Orkney Islands Council and NHS Orkney have a requirement for the supply and delivery of dairy products to a number of Authority and NHS Orkney establishments throughout Mainland Orkney, including the linked isles of Burray and South Ronaldsay and the islands of Shapinsay, Rousay, Papa Westray, Eday, Sanday, Westray, Stronsay and Hoy.

II.2.5)Award criteria
Criteria below
Quality criterion - Name: Delivery / Weighting: 20
Quality criterion - Name: Contract management / Weighting: 10
Quality criterion - Name: Continuity of supply / Weighting: 5
Price - Weighting: 65
II.2.6)Estimated value
Value excluding VAT: 540 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Initial appointment to the framework based on 24 months - option to extend for a further 24 months (subject to performance).

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

As stated in the Appendix A to the Contract Notice for the Catering Contracts Framework, bidders are required to be enrolled in the relevant professional or trade registers of the Country in which they are established. For the UK — Register of Companies.

III.1.2)Economic and financial standing
List and brief description of selection criteria:

As stated in the ESPD and Appendix A To The Contract Notice for the Catering Contracts Framework.

Minimum level(s) of standards possibly required:

Question 4B1.1 Bidders should provide their general yearly turnover for the most recent two years (as per their audited accounts).

Question 4B2.1 Bidders should provide their "specific" yearly turnover in the business area(s) covered by the contract for the most recent two years (as per their audited accounts).

Question 4B.3 Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up / started trading.

Question 4B.4 Bidders will be required to state the values for the following financial ratios for the most recent 2 years and it is a minimum requirement that the ratios are within the acceptable range:

Liquidity Ratio of the Company (current assets divided by current liabilities – found on Balance Sheet)

The acceptable range for this ratio is: 1:2 or more

Ratio value (Year:............):

Ratio value (Year:............):

Net Profit Margin of the Company (net profits divided by revenue x 100)

The acceptable range for this ratio is: >0 (i.e. Positive)

Ratio value (Year:............):

Ratio value (Year:............):

Annualised Contract value to Turnover (Annualised Contract value: Contract Value divided by Contract Duration as per Contract Notice)

The acceptable range for this ratio is:1:2 or more

Annualised Contract value:

Ratio value (Year:............):

Ratio value (Year:............):

Question 4B.5.1 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer's (Compulsory) Liability Insurance = 5 000 000 GBP

Bidders are required to provide copies of the certificates of insurance to the Authority.

Question 4B.5.2 It is a requirment of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Public Liability Insurance = 5 000 000 GBP

Product Liability Insurance = 2 000 000 GBP

Question 4B.6 Bidders shall include copies of the audited accounts for the most recent 2 years and, where appropriate, shall provide additional supporting information including eg. details of any significant differences since the last set of audited accounts.

The following additional supporting information can also be provided in respect of your organisation:

i) A statement of your turnover, profit and loss account and cashflow for the most recent year of trading; and / or

ii) A statement of your cashflow forecase for the current year and a bank letter outling the current cash and credit position; and / or

iii) An alternative means of demonstrating financial status.

III.1.3)Technical and professional ability
List and brief description of selection criteria:

Question 4C.1.2. Bidder will be required to provide 2 examples that demonstrate that they have the relevant experience to deliver the services / supplies as described in the Contract Notice

(Scored and Weighted Section = Pass / Fail)

Question 4C.4 Bidders will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver they types of requirements detailed in the Contract Notice.

(Scored and Weighted Section = Pass / Fail)

Question 4C.7 Bidders are required to confirm the environmental management measures that it employs in relation to local and imported goods.

(Scored and Weighted Section = Pass / Fail)

Question 4C.9 Bidders will be required to demonstrate that they have (or have access to(the relevant tools, plant or technical equipment to

Deliver the types of requirements detailed in the Contract Notice.

(Scored and Weighted Section = Pass / Fail)

Question 4C.12 Bidders will be required to confirm that they have the required quality control institute certificates (or from agencies of

Recognised competence) confirming that products meet the technical specifications or standards including Environmental Health Food Safety and Standards Inspection Reports and Food Safety Management System.

(Scored and Weighted Section = Pass / Fail)

Question 4D.1 — Quality Management Procedures and Health and Safety Procedures Pass / Fail

Question 4D.2 — Environmental Management Systems or Standards Pass / Fail

Minimum level(s) of standards possibly required:

As stated within the ESPD and the Appendix A to the Contract Notice for the Catering Contracts Framework — Questions 4C1.2, Question 4C.4, Question 4C.7, Question 4C.9 and Question 4C.12 shall be marked 0-4 in accordance

With the following markings scheme:

Score = 0 Unacceptable – Nil or inadequate response. Fails to demonstrate an ability to meet the requirement.

Score = 1 Poor – Response is partially relevant and poor. The response addresses some elements of the requirement but contains insufficient detail or explanation to demonstrate how the requirement will be fulfilled.

Score = 2 Acceptable – Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.

Score = 3 Good – Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

Score = 4 Excellent – Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.

The weighting to be applied to each question is as follows:

Question 4C.1.2 Pass / Fail

Question 4C.4 Pass / Fail

Question 4C.7 Pass / Fail

Question 4C.9 Pass / Fail

Question 4C.12 Pass / Fail

Tenderers must achieve a minimum score of 2 ‘acceptable’ against each of the scored and weighted questions. Failure to achieve an acceptable score will result in a tenderers exclusion from the procurement exercise.

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 16
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 03/09/2018
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 17/09/2018
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published:

July 2022

VI.2)Information about electronic workflows
Electronic payment will be used
VI.3)Additional information:

The Council reserves the right to cancel the procurement at any time and not award a Contract. The expenditure, work or effort undertaken by bidders prior to the award of Contract is accordingly a matter solely for the commercial judgement of bidders.

Late tenders will not be considered by the Council.

An economic operator that suffers, or risks suffering damage or loss attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or the Court of Session.

Tenderers should complete the ESPD (Scotland) referring to this Contract Notice and the Appendix A To The Contract Notice For The Catering Contracts Framework - Reference OIC/PROC/0731.

The Authority reserves the right to appoint more than one supplier to each lot if it is considered that by doing so this would provide the most beneficial outcome for the Authority and NHS Orkney.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=549884.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:

The Contract Value is equal to or greater than 4 000 000 GBP over the 4 years of the framework including both the Authority and NHS Orkney — the value is broken down into 8 lots. It is anticipated that the majority of tenderers will be SME's, therefore to sub-contract further to SMEs would appear unlikely.

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Orkney Islands Council has a requirement for Community Benefits to be included within the tender. A summary of the anticipated community benefits are detailed below:

a) Vocational training,

b) Work with schools and colleges to offer work experience placements,

c) Up-skill the existing workforce,

d) Supported employment opportunities (where appropriate).

(SC Ref:549884)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=549884

VI.4)Procedures for review
VI.4.1)Review body
Official name: Orkney Islands Council
Postal address: Council Offices, School Place
Town: Kirkwall
Postal code: KW15 1NY
Country: United Kingdom
Telephone: +44 1856873535
Fax: +44 1856876158
Internet address: http://www.orkney.gov.uk
VI.5)Date of dispatch of this notice:
27/07/2018