Invitation to Tender for The Supply of Milk and Milk Products
ITT SCHEDULE 1
SPECIFICATION
Appendix A – Delivery Details
Appendix B – Product Details
Appendix C - Non Permitted Additives
1. INTRODUCTION
1.1. Northumberland is the most northerly shire county in England and covers a large area from the Tyne and Wear conurbation to the Scottish Border. Northumberland covers an area of 400,000 hectares and has a population of 306,000 people living in approximately 130,000 households. Over half of the population lives in less than 5% of the land area and it is the least densely populated county in England. More than half of the population live in a small area in the south east of the County adjacent to the Tyneside conurbation, where the main centres of commerce and industry are located. This part of Northumberland contrasts sharply with the relatively sparsely populated rural areas in the north and west of the County where agriculture dominates.
2. SCOPE OF WORK
2.1. The supply of milk and milk products to premises in Northumberland.
2.2. The supply and delivery or the delivery only of other products may be required from time to time during the lifetime of the contract.
3. DELIVERIES
3.1. Current delivery addresses and delivery times are given at Appendix A. Deliveries will be made on a daily basis where necessary. Alternatively, arrangements will be made to suit the individual sites. The Council reserves the right to vary the number and type of delivery locations served by the contract and will notify the contractor of any change by email. Units serviced daily will be dependent upon locality and volumes required. If not daily deliveries, then the contractor must establish an agreed delivery pattern direct with each site prior to the start of the service date.
3.2. Delivery schedules must be approved prior to commencement of the contract and any subsequent changes agreed by the Authorised Officer.
3.3. Cool Boxes and/or fridges may be required should the contractor (with prior consent) not make daily deliveries in order that goods can be stored at correct temperatures until used.
4. PRODUCTS
4.1. The Schedule of products shown as Appendix B covers the majority of the requirements under this contract. Any additional products may be supplied if requested by the Council or individual sites providing the product specification is met. Alternative products should not be supplied without prior contact with the Council/sites with a concise explanation as to the reasoning.
4.2. Products must comply with the requirements to General Food Regulations 2004 to the EC Directive 178/2002, in particular with the requirements concerning preparation in an approved establishment and the identification and marking requirements.
4.3. No product will be delivered which contains additives not permitted by the Council. Appendix C contains the current list of non-permitted additives. Amendments to the list may be made in the light of new information. The Council will notify you of any such change by letter or email. The contractor should provide evidence in the tender that their tendered products contain no un-permitted additives.
4.4. No products containing any additives prohibited under EU or UK law will be supplied.
4.5. The contractor will provide detailed technical specifications for approval by the Council prior to the start of the contract.
4.5.1. The contractor will provide details of any allergens in products
4.5.2. It is the contractor’s responsibility to inform the Council of any proposed new or amended products and pass on the relevant product specifications to the Council for their approval.
5. PROCEDURES
5.1. Orders
5.1.1. The contractor should have the ability to take orders by either: telephone, fax or email on or before the order deadline time and date. Any orders missing should be sourced by the Contractor to ensure full coverage of every site every week.
5.1.2. Contingency plans must be in place in the event of bad weather, inset days, election schools etc.
5.1.3. The contractor will obtain a signature from an authorised person (unit manager or deputy) on a correctly completed delivery note on every occasion.
5.1.4. Delivery notes will be supplied to all sites and these should be signed off where possible and where the gates are open to the sites. Electronic signatures may be obtained via hand held terminals where applicable.
5.2. Invoices
5.2.1. The contractor will submit all invoices weekly via EDI (Electronic Data Interchange). All remittance advice notes will be transmitted to the Contractor via EDI. Invoice inaccuracies would require a 99% accuracy rate in the invoicing procedure. The contractor will be required to offer consolidated invoices and multiple invoice summary sheets on a weekly basis.
5.3 Contract Management
5.3.1 The contractor should use personnel with previous experience of dealing with local authority sites and customers or alternatively, ensure full training is in place to ensure minimum disruption to all sites in the event of being successful with this tender. It should be noted that this contract requires a dedicated service to the users.
5.3.2 Northumberland County Council wish to work with the appointed contractor to ensure the schools remain fully supported by the Council and Council’s staff.
5.3.3 It is expected that the Contractor will analyse the possibility of any cost saving initiatives to NCC by efficiencies in working with individual sites.
e.g will develop a cost reduction plan and will provide a 6th monthly update
5.3.4 The contractor will ‘manage’ each individual account on a one to one basis and offer full daily support throughout the whole working day.
5.3.5 It is required by NCC that the Contract Management team will offer a dedicated and one to one service to Northumberland Schools and Kitchens throughout the whole working day and the ability to speak to a member of the Contractor’s team directly if required.
5.3.6 NCC will invite the winning tenderer in to offer a Mobilisation chart to show the timescale involved broken down week by week and the actions taken to support a smooth transition from one supplier to another for the users of the contract, showing what they have in place to serve the contract.
5.3.7 The contractor will attend regular quality control/performance meetings with the authorised officer.
5.3.8 The frequency of the quality control/performance meetings is anticipated to be:
Months 1 – 6 monthly
Post 6 months quarterly
5.3.9 The contractor will be audited annually to ensure that quality systems are in place and that premises and delivery vehicles are meeting appropriate standards of food hygiene. Depots must have HACCP procedures in place and be registered as a food premises. Delivery vehicles must be fit for purpose i.e. either refrigerated or have cool storage boxes on.
5.4 Reporting requirements
5.4.1 The contractor will provide performance information to the authorised officer on a monthly basis, including but not limited to:
5.4.2 Delivery availability statistics in accordance with section 7.1
5.4.3 On schedule delivery performance in accordance with section 7.2
5.5 Sustainability requirements
5.5.1 Northumberland County Council pride themselves in looking after and supporting their small local businesses, it is therefore desirable that local distributors within Northumberland County Council are part of this contract. This ensures sustainability of business in the most immediate locality of the schools and survival for these small businesses, whilst also supporting the local economy and community.
5.5.2 We wish to minimise harm to the environment by reduction of carbon emissions and footprint, contractors are required to demonstrate how they will meet this requirement. Please see our Sustainability Policy
6. STANDARDS
6.1 Genetically Modified Foods
6.1.1 The contractor will ensure that no products containing genetically modified organisms are supplied.
6.1.2 The contractor will declare any products which have undergone any process that uses GM technology.
6.2 Traceability
6.2.1 In accordance with the General Food Regulations 2004 the contractor will have in place the facility to identify and recall any batches of any products in the event of a problem.
6.2.2 It is a requirement that all milk comes from farms with Farm Assurance Schemes in place such as Red Tractor or the NFAS (National Farm Assurance Scheme) and that suitable contracts are in place between the dairy processor and the farmer to ensure a traceable and sustainable supply.
6.3 Hygiene
6.3.1 The contractor will ensure that all products are delivered in suitable food grade, clean metal or plastic containers, adequately covered or in sealed undamaged food grade polybags.
6.4 Quality
6.4.1 Products supplied must meet the product specification at the point of delivery, and comply with Appendix C – Non Permitted Additives. Any products that do not meet the standards of the product specification or in poor quality can be rejected.
6.4.2 All products must be stored and delivered at a temperature below that specified by the producer.
PERFORMANCE STANDARDS
7.1 No more than 2% of items ordered may be unavailable at the time of delivery.
7.2 100% deliveries will be made within the scheduled delivery time(s)
· APPENDIX A
See separate excel spreadsheet for details of delivery locations and delivery times.
APPENDIX B
PASTEURISED MILK WHOLE CTN 200ML
PASTEURISED MILK WHOLE CTN 1/2PT
PASTEURISED MILK WHOLE CTN 500ML
PASTEURISED MILK WHOLE POLY LITRE
PASTEURISED MILK WHOLE POLY 2PT
PASTEURISED MILK WHOLE POLY 2LTR
PASTEURISED MILK WHOLE POLY 4PT
PASTEURISED MILK WHOLE PERGAL 3GALL
SEMI SKIMMED MILK
PASTEURISED MILK SEMI SKIMMED CTN 200ML
PASTEURISED MILK SEMI SKIMMED CTN 1/2PT
PASTEURISED MILK SEMI SKIMMED CTN 500ML
PASTEURISED MILK SEMI SKIMMED POLY LITRE
PASTEURISED MILK SEMI SKIMMED POLY 2PT
PASTEURISED MILK SEMI SKIMMED POLY 2LTR
PASTEURISED MILK SEMI SKIMMED POLY 4PT
PASTEURISED MILK SEMI SKIMMED PERGAL 3GAL
SKIMMED MILK
PASTEURISED MILK SKIM POLY 1PT
PASTEURISED MILK SKIM POLY LTR
PASTEURISED MILK SKIM POLY 2LTR
FRESH FLAVOURED MILK 250ML
STRAWBERRY
BANANA
CHOCOLATE
ORGANIC MILK
PASTEURISED MILK SEMI SKIMMED ORGANIC LITRE
OTHER PRODUCTS
STERILISED MILK FLAVOURED STRAWBERRY 500ML
STERILISED MILK FLAVOURED CHOCOLATE 500ML
STERILISED MILK FLAVOURED BANANA 500ML
PASTEURISED DOUBLE CREAM 1/2GAL
PASTEURISED WHIPPING CREAM 1/2GAL
PASTEURISED SINGLE CREAM 1/2GAL
YOGHURT LONG LIFE FRUIT 4.6LT
YOGHURT LONG LIFE NATURAL 4.6LT
SOYA MILK 1 LITRE
PAST DOUBLE CREAM - 250ML
PAST DOUBLE CREAM - 300ML
APPENDIX C
NON PERMITTED ADDITIVES
The following additives are not permitted in any foodstuffs.Number / Name
E102 / Tartrazine
E104 / Quinoline Yellow
E107 / Yellow 2G
E110 / Sunset Yellow
E120 / Cochineal (Carmine of Cochineal; Carminic Acid: C.I. 75470)
E122 / Carmoisine
E123 / Amaranth
E124 / Ponceau 4R
E127 / Erythrosine (C.I.45430)
E128 / Red 2G(C.I.18050)
E129 / Allura Red
E131 / Patent Blue V
E132 / Indigo Carmine (Indigotine; C.I. 73015; FD and C Blue 2)
E133 / Brilliant Blue FCF
E142 / Green S (Acid Brilliant Green; Food Green S; Lissamine Green C.I. 44090)
E151 / Black PN (Brilliant Black BN: C128440)
E153 / Carbon Black (Vegetable Carbon)
E154 / Brown F.K.
E155 / Brown HT
E621 / Sodium hydrogen L-Glutamate (Monosodium Glutamate; Aji-no-moto;MSG)
E635 / (Sodium 5 - ribonucleotide)
E951 / Aspartame
E950 / Acesulfame K
E954 / Sodium saccharine
E211 / (Sodium benzoate)
The following additives are not permitted in any non-meat products unless vegetable origin is guaranteed.
E140 / Cholorophyll (C.I. 75810)
E141 / Copper Complexes of Chlorophyll and Chlorophyllins (C.I 75810, Copper Phaeophytins)
E252 / Potassium Nitrate (saltpetre)
E422 / Glycerol
E430 / Polyoxyethcylene (8) stearate (Polyoxl 8 stearate)
E431 / Polyoxyethylene stearate (Polyoxyl 40 stearate)
E432 / Polyoxyethcylene (20) sorbitan monolaurate (Polysorbate 20;Tween 20)
E433 / Polyoxyethcylene (20) sorbitan moni-oleate (Polysorbate 80,Tween 80)
Number / Name
E434 / Polyoxyethcylene (20) sorbitan monopalmitate (Polysorbate60; Tween 60)
E435 / Polyoxyethcylene (20) sorbitan monstearate (Polysorbate 60; Tween 60)
E436 / Polyoxyethcylene (20) sorbitan tristerate (Polysorbate 65;Tween 65)
E470 / Sodium, potassium and calcium salts of fatty acids (soaps)
E471 / Mono and di-glycerides of fatty acids (Glyceryl, monostearate disterarate)
E472 a / Acetic acid esters of mono – and di-glycerides of fatty acids
E472 b / Lactic acid esters of mono – and di-glycerides of fatty acids
E472 c / Citric acid esters of mono – and di-glycerides of fatty acids
E472 d / Tanaric esters of mono – and di-glycerides of fatty acids
E472 e / Mono – and diacetylartaric esters of mono – and di-glycerides of fatty acids
E473 / Sucrose esters of fatty acids
E474 / Sucroglycerides
E475 / Polyglycerol esters of fatty acids
E476 / Polyglycerol esters of polycondensed fatty acids of castor oil
E477 / Propane – 1, 2 – diol esters of fatty acids
E478 / Lactylated fatty acid esters of glycerol and propane – 1,2,-diol
E481 / Sodium stearoyl – 2- lactylate
E482 / Calcium stearoyl – 2 lactylate
E483 / Stearyl tartare
E491 / Sorbitan monstearate
E492 / Sorbitan tristearatc (span 65)
E493 / Sorbitan monolaurate (span 80)
E494 / Sorbitan mono-oleate (span 80)
E495 / Sorbitan monopalmitate (span 40)
E542 / Edible bone phosphate
E570 / Stearic Acid
E627 / Magnesium stearate
E631 / Inosine 5’ - (disodium phosphate)
E635 / Sodium 5’ - ribonucleotide
E904 / Shellac
E920 / L-cysteine hydrochloride and Lcyesteine hydrochloride monohydrate