TENDER DOCUMENTS
PART 2–SPECIFICATION
Contract title / Supply of Fresh Bread and Baked GoodsContract ID / A2WD-L8KA3Z
Contents
Section 1: PreambleIntroduction
General Description
Vision and Outcomes
Section 2: Statement of Requirements
Scope
Deliveries
Rejection of Goods
Environment and Sustainability
Product Substitutions
Product Complaints and Product Recalls
Environmental Health or Other Government Agency Reports
Additional Lines
Product Samples . New Product Development
Prohibited Food Additives
Shelf Life
Satutory Requirements and Guidelines
Client Details
Prices and Ordering of Goods
Transition and Mobilisation
Section 3: General Requirements
Quality Management
Safeguarding
Health & Safety
Section 4: Performance and Measurement
Contract Management
Governance
Performance
Section 5: Background
Definitions & Interpretations
SECTION 1
1PREAMBLE
INTRODUCTION
1.1This specification sets out the requirements of the Councilfor the supply of fresh bread and baked goods.
1.2It details the standards and outputs which the Contractor is required to achieve and how these will be measured.
1.3It will form part of the contract with the Council.
GENERAL DESCRIPTION
1.4The establishments requiring fresh bread and baked goodsinclude ‘Catering Leeds’ kitchens in schools, adult social care establishments ,children’s centres, cafes, sports centres and the in-house civic catering provider ‘Civic Flavour’.
1.5The contract is also open to use by other Leeds Educational Authority schools (not Academies) who provide their own catering service but they are not obliged to do so.
VISION AND OUTCOMES
1.6The Council is seeking to obtain the best possible pricing for items of fresh bread and baked goods.
1.7The Council isusing this tender to explore the feasibility of introducing fresh bread into Primary Schools who currently purchase only frozen bread. The outcome of this procurement exercise will determine whether or not this is affordable and feasible. It is important to note that the Councilwill not be obliged in any way to purchase fresh bread for Primary Schools and the decision to purchase frozen bread orswitch to fresh bread will be based on value for money and affordability.
1.8In the event that the Council did switch from purchasing frozen bread to fresh bread for Primary Schools this would have a significant impact on the value of Lot 1 rasing it from approximately £70,000 per annum to approximately £150,000per annum. The price schedule is set out in such a way that Primary School expenditure is listed separately to illustrate the difference that this could make to the contract.
1.9The sites currently receiving and not currently receiving fresh bread deliveries are listed in Appendix 3 Sites and Addresses.
1.10Tenderers are encouraged to submit their most competitive prices in order to try and secure a larger, more profitable contract where economies of scale may make fresh bread an affordable alternative for Primary Schools. The price schedule has been set out in such a way that you can reflect this in your bid by submitting two prices, one with Primary School expenditure and one without.
1.11Current spending patterns across both lots are indicated throughout these tender documents however these levels of expenditure cannot be guaranteed and may rise or fall during the term of the contract.
SECTION 2
2STATEMENT OF REQUIREMENTS
SCOPE
2.1There are 3 lots to this contract and each lot will be evaluated separately.
2.2It is possible that all lots may be awarded to one Contractor, or each lot may be awarded to different Contractors. Tenderers may apply for one or more lots
Lot 1 – Fresh bread. Those sites which currently receive a fresh bread delivery are listed in Appendix 3. Primary Schools which currently order frozen bread are also listed in Appendix 3.
Lot 2 – Baked Goods – Sites ordering these products are located primarily within Parks and Countryside locations and within Leisure Centres and are listed in Appendix 3.
Lot 3 – Gluten Free Baked Goods.
2.3The sites listed in Appendix 3are for tenderers information and have been compiled according the Council’s best available knowledge. Throughout the term of the contract the number of sites using this contract or any particular lot, may increase or decrease.
2.4Sites listed in Appendix 3 are not restricted to ordering from any particular lot and may order products from one or all lots.
2.5There will be no minimum order value for either lot. Order values will vary dependent on individual site requirements however the Council will work with the Contractor to ensure, as far as possible, that orders placed are not unusually small.
DELIVERIES
2.6Tenderers should note that Leeds is one of the largest cities in the UK, measuring approximately 2,013 square miles. The successful Contractor(s) will be required to provide the same level of service, as specified in this document, regardless of the location or remoteness of the outlet.
2.7All deliveries made are to be free of delivery charges.
2.8Most sites will require regular deliveries throughout the week. Delivery intervals and times for individual establishments will be in accordance with individual establishment’s requirements.
2.9All deliveries are to be carried out using appropriately sized, legally roadworthy commercial vehicles. All items must be delivered, where appropriate in original packaging, in a clean and hygienic state.
2.10Deliveries will be made into the establishment kitchen, or other area, as directed by staff on site. Deliveries must not be left on doorsteps or outside, unless access to secure storage is available and the Council has agreed to allow the Contractor to have access to it. Contractors may be required to become ‘key holders’ at some Parks and Countryside sites.
2.11Delivery staff must wear appropriate clothing and carry photographic company ID to confirm they are authorised by the Contractor to make deliveries. Where deliveries are made by third party delivery drivers, they must carry sufficient ID to confirm who they are, and that they are delivering goods on behalf of the Contractor.
2.12The delivery driver will be responsible for removing packaging or delivery baskets, as appropriate, at the point of delivery.
2.13For the Parks and Countryside locations requirements can vary depending on the weather. As demand fluctuates sites may require daily deliveries.
Delivery vehicles are not permitted within courtyard walls. Any damage to buildings when delivering must be reported at the earliest convenience to the site manager.
Deliveries are required up to six times per week, including bank holidays but excluding Sundays.
Where the Contractor wishes to make deliveries before 9am this must be pre-arranged with the site manager. Deliveries made before 9am can be made to a secured area which can be accessed by key.
Deliveries made between 9am and 10am are preferable and shall be made to the kitchen.
Deliveries cannot be made after 4pm
The following sites have specific delivery requirements:
oLotherton Hall – deliveries cannot be accepted after 10am
oTemple Newsam - access to the site is restricted after 10:30am and may take up to 20 minutes
2.14Deliveries will typically be made within the hours of 9.30am – 1.00pm for schools and nurseries and 8.30am – 3.00pm for adult and children’s services. Unless other arrangements are requested, on an individual site basis, all deliveries must be made when the kitchen is open and deliveries must not be left outside. Any other Council users will advise of their delivery times at the time of placing their orders.
2.15Whilst a list of delivery times will be provided for schools, childrens centres and some Adult Social Care, these are subject to change.
2.16Sites will advise of delivery times and access at the time of ordering. The Contractor will abide by any delivery time changes to the original list..
2.17Deliveries to schools and children’s centre sites must not be made during service time. Service times typically run from 11.45 a.m. to 12.45 p.m.
2.18Deliveries to schools and early years sites must also be made at a time when children are absent from the playground, unless a site has a completely separate entrance specifically for deliveries to the school kitchen.
REJECTION OF GOODS.
2.19If at the time of the delivery, item(s) are deemed to be faulty or damaged, the item(s) will be rejected. This will include damage to any packaging.
2.20The Contractor will be responsible for replacing the item(s), at no additional cost to the Council as per the Terms and Conditions.
2.21The Council reserves the right to reject any stock which is found to be of substandard quality, including stock already signed for and subsequently found not to be in first class condition.
2.22The Contractor shall immediately replace all rejected goods with acceptable goods or credit, within two hours if required, as directed by the appropriate officer without prejudice to any other action the Council may take.
2.23Products supplied must comply with all relevant current and future EU & UK Government legislation.
ENVIRONMENT AND SUSTAINABILITY
2.24The Best Council Plan sets out what the Council will do to help improve the lives of local people and how we will measure progress in delivering better outcomes across Leeds. It explains the Council’s six objectives for 2015-16, the seven breakthrough projects, the values that underpin everything we do and the longer-term challenges and opportunities we face over the period 2015-20. The Best Council Plan is used by the Council to inform our resource allocation and how we plan and deliver services. It also shows our partners how we contribute to citywide priorities.
2.25One of the Six strategic objectives that is relevant to this contract is “dealing effectively with the city’s waste”.
2.26One of the Seven ‘breakthrough’ projects that is relevant to this contract is “cutting carbon in Leeds”.
2.27To support the Best Council Plan the Council aims to reduce the amount of packaging used in this contract and to reduce CO2 emmissions.
2.28Any packaging that is used on this contract must be suitable and sufficient for the protection of the products being delivered.
2.29The Contractor must adapt its own practices and work with its supply chain to ensure that packaging used to deliver produce to us is designed with sustainability in mind. Ideally, packaging must be manufactured from:
a) Re-cycled, recyclable, reusable or biodegradable materials,
b) Using low energy processes, and
c) The least volume of materials possible.
2.30The Contractor shall in performing the service for this contract meet all Legislation, Guidance and Good Industry Practice in environmental management and meeting the objectives of the Councils sustainability policies.
2.31The Council is keen for all it’sContractors to develop further ways of reducing their environmental impact and CO2 emissions
PRODUCT SUBSTITUTIONS.
2.32 Product substitutions are generally not allowed, however for some sites the failure to receive items can have an adverse impact upon their business operation.
2.33In the event of supplies not being available at the time of delivery the Contractor shall immediately inform the appropriate officer in order that alternative arrangements can be made
2.34 Where there is no altrernative but to substitute products, the Contractor must provide as near a match to the original product as possible. At all times, substitutions must meet all necessary specifications within this tender document,
2.35 Any substitution must be offered at either the original ordered item price, or the replacement item price, which ever is lower.
2.36Contractors must ensure that any suitable alternative products proposed must be of equivalent quality and meet the Council’s requirements on specification and allergen information.
2.37No alternatives to the confirmed range of products will be accepted without prior agreement
2.38Any product delivered which varies from those to be provided under this contract and for which no specific agreement to accept the alternative product has been given will, if accepted, be charged at the price ordered or delivered, whichever is the lower
PRODUCT COMPLAINTS AND PRODUCT RECALLS
2.39It is important that all complaints are dealt with in a timely manner.
2.40Council departments are audited on their own complaints procedures, so it is vital that the Contractors own systems will be compatible. We require Contractors to acknowledge all complaints within one working day, and expect all complaints to be closed out with a satisfactory written explanation in no more than 18 working days.
2.41Contractors must have a system in place to effectively communicate industry alerts & warnings which would lead to an item recall.The contractor must contact within one hour, all relevant council officers notifying them of the alert/warning. The contractor will provide details of all sites that have received the affected item(s). The contractor will arrange for all these sites to be contacted to quarantine the item(s) affected, and arrange credit/replacement items as required by the sites. The contractor will provide details of all actions taken on a site by site basis to relevant officers within 4 hours of the industry alert/warning.
ENVIRONMENTAL HEALTH OR OTHER GOVERNMENT AGENCY REPORTS.
2.42The Contractors methods of work and premises must not be subject to any Emergency Prohibition Notices or prosecutions. Any improvement notices must be brought to the attention of the Authorised Officer within 48 hours of receipt.
ADDITIONAL LINES
2.43In addition to the items contained within the pricing schedule, other products may be required during the life of the contract. The Council require the contractor to provide a product price list together details of how the Contractor will price these products.
PRODUCT SAMPLES / NEW PRODUCT DEVELOPMENT
2.44The Contractormay be required to provide product samples at it’s own cost, for the purposes of analysis and/or quality testing as and when requested by the Council.
2.45The Contractoris required to submit a sample of each product identified in the Price Schedule, for the approval of the Council. Samples submitted must be the same products that the Contractor proposes as typical continuous supply. Once approved, the sample will become the model specification of which all further supplies are to be based, in accordance with the Council’s written description and/or specification.
2.46Photographs of packaging and products samples will be taken and retained for the duration of the contract.
2.47The Contractor will give a minimum of 28 days notification in writing of any proposed permanent changes to products, such as changes in product size, weight or packaging etc. Any changes to products will be subject to approval and acceptance by the Council.
2.48The Contractor shall offer new product developments deemed suitable to the Council as they become available.
PROHIBITED FOOD ADDITIVES
2.49Tenderers must ensure they are familiar with the list of prohibited additives and genetically modified foods statement contained in Appendix 1 Tender Schedule. Prohibited additives and GM foods / ingredients must not be present in the products offered for this contract.
2.50Other establishments within the scope of this contract must be consulted regarding their specific acceptance of additives within products.
2.51Irradiated ingredients or food is not permitted for supply under the termsand conditions of this contract.
2.52It is the policy that the Council’s Catering Services will not accept any products, supplied to schools and early years centres, that contain nuts or nut derivatives. All products supplied to these sites must comply with this policy. Other establishments within the scope of this contract must be consulted regarding their specific acceptance of nuts or nut derivatives within products.
2.53Hydrogenated fats and oils are not permitted in any of our products. Information may be requested on product transfat levels and the contractor will be expected to provide these.
SHELF LIFE
2.54All bread products supplied under this Contract must be supplied no less than 5 days prior to the Best Before End Date.
STATUTORY REQUIREMENTS AND GUIDELINES
2.55The Contractor will ensure that all relevant consents and certification required by legislation, guidance or Good Industry Practice are obtained and maintained.
2.56 The items supplied under this contract must be delivered within 24 hours of production, and shall comply with all appropriate requirements of the Food Safety Act 1990 and any current statutory regulations in particular Bread and Flour Regulations 1998. Any items supplied will comply with all current and future applicable regulations issued by either EU or UK government bodies.
2.57All goods supplied under this contract must conform to current Food Safety and Labelling legislation.
2.58 The Contractor will ensure all items supplied meet the Food Information Regulations 2014 – Allergen Labelling. The Contractor will provide detailed product specifications detailing these allergens to the Food Technologist, prior to any items being delivered to the Council sites.
CLIENT DETAILS
2.59Please see Appendix 3 for site details.Each directorate will have their own officer to deal with day to day issues but where issues are unable to be resolved, they should be referred to the officer detailed below:
Contracts Manager
Civic Enterprise Leeds
Catering Services
Leeds City Council
Knowesthorpe Gate
Cross Green
LEEDS
LS9 0NP
PRICES AND ORDERING OF GOODS
2.60Orders are to be accepted up to 2pm the day before delivery.
2.61Where the Contractor changes prices, which have not been agreed, which results in an increase in costs to the Council, the Contractor must immediately reverse the price change as soon as such change(s) are identified. The Contractor must also provide daily report details of all sites that have been affected by the unauthorised price change, including quantities and overcharge and issue a credit for the overcharge without delay. Anliquidated damage charge of £25 will be issued for each product occurring per week. This is limited to a maximum of £100 per week. Where the Contractor persistently changes the prices without the Council’s agreement it will be treated as a material breach of contract and the Council reserves the right to terminate the contract forthwith in accordance with clause H2.1(a) 3, of the terms and conditions Tender Documents Part 3.
2.62The Contractor will at all times ensure that the Council’s competitive position on prices is maintained. The Contractor warrants that the prices submitted in the Price Schedule do not exceed those charged to any other customer of the Contractor purchasing goods of a like nature