Invitation To Tender –Butchery Produce
Confidentiality Statement
All information in this document is provided in confidence for the sole purpose of adjudication of the document and shall not be used for any other purpose and shall not be published or disclosed wholly or in part to any other party without BT's prior permission in writing and shall be held in safe custody. These obligations shall not apply to information, which is published or becomes known legitimately from some source other than BT.
Many of the product, service and company names referred to in this document are trademarks or registered trademarks.
They are all hereby acknowledged.
Copyright, all rights reserved
© BT 2008
Registered Office: 81 Newgate Street, LondonEC1A 7AJ
Approvers
Author: / Clair CrosbyApproved by: / Graham Sinclair
Distribution list: / Helen Chambers
Ron Parry
Sheila Jackman
Kathryn Rawling
Joanne Campbell
Contents.
1.The Introduction.
1.1.About Rotherham Borough.
1.2.About the Rotherham Council/BT joint venture.
1.3.About the Butchery Produce Category.
1.4.About this Invitation to Tender (ITT)
1.4.1.Response Format and Return Date
1.4.2.Query Handling
1.4.3.Acceptance of Proposals
1.4.4.Planned Schedule of Procurement Process
1.4.5.Selection Criteria
1.5.About the Opportunity
1.5.1Scope of Supplies/Service Required.
PORK – MINCED SPECIFICATION
PORK – DICED SHOULDER SPECIFICATION
PORK – DICED LEG SPECIFICATION
LAMB – DICED LAMB (FOR KEBABS) SPECIFICATION
LAMB – MINCED LAMB SPECIFICATION
LAMB – SHOULDER (BONELESS) SPECIFICATION
BEEF – MINCED BEEF (LEAN) SPECIFICATION
BEEF – DICED CHUCK SPECIFICATION
BEEF – TOPSIDE (ROLLED) SPECIFICATION
1.5.6 Duration of resultant agreement.
1.5.7 Use of Affiliates and Sub-contractors
1.5.8 Account Management
2.1Pricing.
Options
Yes/No
3 Terms and Conditions of Contract.
24 Form of Tender.
File Reference.
Location: / G:\Procurement\Category Management\ ITT Rotherham NewsFile name: / Invitation to Tender Butchery Produce 10-004
1.The Introduction.
1.1.About Rotherham Borough.
With a population of around 253,900 Rotherham Borough comprises a diverse and vibrant mix of people, cultures and communities. Over half of Rotherham is rural in nature, and the Borough benefits from a wealth of natural and built environments. One of its greatest strengths lay in its central location, with direct access to the M1, M18 and A1, the two universities in Sheffield and excellent rail access via Doncaster and Sheffield.
In common with the rest of the UK, Rotherham has an ageing population with a similar number of people now aged 60 and over as children under 16. This trend is particularly apparent in the very elderly; the number of people over 85 has increased from 2,844 in 1991 to 5,000 in 2008. This obviously has implications for the provision of health and social care services in the future.
Rotherham’s minority ethnic population is 6.6% (2007), which is below the national average of 15.3%. The largest ethnic group within Rotherham is the Pakistani & Kashmiri community with 2.3% of the total population.
Many of the challenges facing the Borough stem from the decline in the traditional coal and steel industries. This has resulted in massive changes within the local economy, changing jobs and businesses as well as the environment, communities and social conditions.
There has been much success in attracting new jobs to Rotherham in emerging sectors such as call centres, which is evidenced by the Council achieving in 2002 Beacon Status for Fostering Business Growth. Between 1995 and 2005, the number of jobs in Rotherham increased by 30,000 or 40%, one of the highest growth rates in the country. Rotherham still has a higher percentage of its workforce in manufacturing than the national average. The number of VAT registered businesses in Rotherham per 1,000 population remains below the national average and there are too few businesses in high value-added sectors. Between 1997 and 2008 Rotherham’s weekly wage has remained less than 90% of the average wage for Great Britain, although the cost of living is also lower.
The employment rate in Rotherham fell significantly during 2008 with 70.4% of those of working age in employment at the end of the year – above the South Yorkshire rate, but 3.8 percentage points behind the national employment rate which stood at 74.2%. Claimant Count in Rotherham rose by 4,576 claimants between June 2008 and June 2009, the highest number for 10 years, mirroring large rises seen across the country. Claimant count rate stood at 5.5% in the Borough in June 2009, 0.8 percentage points above the regional rate and 1.4 percentage points above the national rate.
Despite these improvements there remain pockets of acute economic and social deprivation. The Index of Multiple Deprivation 2007 shows that 12% of Rotherham’s population live in the 10% most deprived areas of England. The central area of Rotherham is most deprived although there are also pockets of high deprivation in Maltby, Rawmarsh, Dinnington and Aston. The main forms of deprivation are low educational attainment and adult skills, poor health, high rates of disability and high worklessness, mainly long term sickness.
Educational attainment in Rotherham has been rising with the percentage of 16 years olds with 5 or more GCSE’s A*-C having risen from 37.4% in 1997 to 57.7% in 2008. This is still below the national average of 62% although the gap has been closing. Recent years have seen an increase in the percentage of Rotherham school leavers entering education, training or employment as a first destination, from 84.7% in 1997 to 87.1% by 2001, narrowing the gap to the national average to just 0.7 percentage points. The number of people in Rotherham with no qualifications is significantly higher than the national average (37% compared to 29% for EnglandWales according to the 2001 Census).
Rotherham has 106,906 households of which nearly 70% are owner occupied with just over 20% being rented from the Council. In 2009 3.7% of residential properties in Rotherham were vacant. There are areas of higher vacancy rates in some parts of the Borough, up to 8.5% in Ferham and Dinnington Central. Rotherham continues to be an area with relatively low house prices, 67% of the average for EnglandWales according to the Land Registry in February 2010.
Rotherham’s environment has improved significantly over the last few years, notably following the transformation of large areas of dereliction into new leisure, employment and related facilities such as those at Magna and Manvers. There is a continued need to improve the environment through reclamation of land, remaking Rotherham town centre, improvements to street cleaning, more recycling and improvement to the council’s housing stock.
The percentage of household waste recycled in Rotherham is lower than the average for England but has been increasing. The amount recycled in Rotherham rose from 4% in 1999/2000 to 41.4% in 2008/09. Targets have been set and new initiatives are in place to improve on this performance.
The trends and drivers identified above will have a major impact on the future social, economic and environmental direction of the Borough. They present a significant challenge to the Council and its partners over the coming years if the long-term vision of Rotherham to “be a borough where everyone feels proud to live and work, and where every citizen and business can realise their potential” is to be achieved.
1.2.About the Rotherham Council/BT joint venture.
Rotherham Metropolitan Borough Council (Rotherham Council) and its partner British Telecommunications plc (BT) have created a joint venture company, RBT (Connect) Ltd (RBT), in order to provide essential business services on behalf of Rotherham Council in the following functional areas:
Information Communications & Technology;
Revenues & Benefits;
Human Resources & Payroll;
Rotherham Connect; and
Procurement.
Other areas may be later included.
Prior to the commencement of the RBT procurement service, Rotherham Council was facing several issues regarding the way procurement was managed. The main ones were:
- Within the Council the procurement activities were highly fragmented and as a result:
Despite isolated pockets of good practice, there was no overall corporate strategy to ensure that there was effective procurement of all goods and services,;
Communication and co-ordination of procurement activity was poor across the Council’s Programme Areas; and
Specifications of procured requirements were not standardised;
Inefficient part manual, part automated processes were in use and none were standard;
Limited transparency and visibility existed from whom and what the Council was procuring; and
There was no overall ownership or control of the procurement expenditure.
RBT Procurement now manages an £85M p.a. spend profile on behalf of Rotherham Council in the following categories:
Office Equipment;
Catering;
Water, Energy and Telecommunications;
Travel, Transport and Logistics;
Building Materials;
Asset Management;
Construction Supply Chain (sub-contracts and plant hire);
Business Services;
Health and Fitness; and
Highways Materials.
1.3.About the Butchery Produce Category.
Rotherham Metropolitan Borough Council wishes to let a new corporate framework agreement for the provision of butchery produce. Spend on butchery produce is estimated to be £260k per annum, £70k of the spend is within Neighbourhoods and Adult Social Services, the remainder with Children and Young People’s Services
Supplies are delivered into
13 / Residential and Day Care Centres (for the elderly, Learning Disability , Orchard Centre , 2 extra care units, breathing space)109 / Infant/Junior/Primary School Kitchens
16 / ComprehensiveSchool Kitchens
7 / SpecialEducationSchool Kitchens
1 / Town Centre Unit
2 / Country Parks
All of the catering establishments are geographically spread across the Borough of Rotherham.
The agreement has been advertised as a corporate framework agreement, however if one suitable supplier is not available to supply all of the Council’s requirements the contract will be split and awarded in two lots, e.g. Neighbourhoods and Adult Social Services and Children and Young People’s Services
This agreement shall commence on an agreed date for a term of one year and may be extended thereafter at the Council’s discretion for a further three consecutive years on a year-by-year basis
1.4.About this Invitation to Tender (ITT)
On behalf of Rotherham Council, RBT is inviting bids from a number of organisations who might be able to provide Goods that meet the Council’s current needs for Butchery Produce.
This ITT follows an extensive pre-qualification stage in the overall procurement process. By receipt of this ITT, RBT believes that you may well have the capability to meet the long-term needs of Rotherham Council relating to these Goods.
Other than to associates and sub-contractors as absolutely necessary, for the submission of a bid, Tenderers must not disclose that they have been invited to submit a bid prior to confirmation of the preferred Tenderers
Information in this ITT has been provided in the strictest confidence, and all recipients are required to treat all information herein as commercially sensitive.
Information provided in response will be treated with a similar level of confidentiality. However, it will be subject to examination by Rotherham Council and its appointed agents. By responding to this ITT the Tenderer agrees to its being examined in this way.
1.4.1.Response Format and Return Date
This ITT has been designed as a turnaround document.
- You should upload the completed questionnaire and any associated attachments onto the SCMS website no later than 12.00 noon Friday 29th October 2010.
- Any technical queries surrounding the use of the system should be forwarded to the SCMS Helpdesk on Tel: 01132 74001.
Please note the maximum file size for uploaded documents on the SCMS system is 5mb, however any number of documents may be attached provided any individual file is no larger then 5mb.
If when completing the Section 2, you find that insufficient space has been allocated for a full response, you may create additional space, rows and columns in tables, and even entire sub-sections to enable you to provide all relevant information required to make a full assessment of your bid.
There is no need, however, to resend any information which has already been provided during the pre-qualification stage of this procurement process. Any such duplicated information and any general marketing literature included in the return which has no bearing on the bid will be summarily destroyed.
1.4.2.Query Handling
Tenderers are requested to bring to the attention of RBT any apparent ambiguities or errors in, or omissions from, this ITT and seek to clarify points of doubt or difficulty with this ITT. Such queries should be raised as early as possible during the tender period and under no circumstances less than one week prior to the Return Date specified in 1.4.1 above.
All such queries will be answered by either a simple communication to the individual/ organisation raising the query or by an up-issuing and re-issuing of this document to all Tenderers, whichever is most appropriate.
In answering such queries it is highly unlikely that any extension to the final submission date for responses will be granted.
All queries raised should be directed to Clair Crosby either by e-mail to or by mobile telephone 07717733235
In the event that Tenderers are dissatisfied with the answer to their query, or should there be matters of principle unanswered, those matters should be referred in writing to The Service Leader for Procurement Simon Bradley at Civic Building, Walker Place, Rotherham, S65 1UF or alternatively by e-mail to .
1.4.3.Acceptance of Proposals
Rotherham Council does not bind itself to accept the lowest or any bid and reserves the right to accept any bid in whole or in part.
Tenderers should be aware that acceptance of any bid does not carry any guarantee of turnover and that any estimated volume(s) of business in this ITT are indicative and may vary, upwards or downwards, depending upon Rotherham Council’s actual future needs.
RBT procurement offers a briefing to any unsuccessful Tenderer following completion of the procurement process upon request, to provide feedback on the reasons why their bid was not successful. RBT procurement reserves the right to control the format and content of any such briefing and to limit it in any way that it determines appropriate.
1.4.4.Planned Schedule of Procurement Process
The schedule (which may be subject to change) for the issue of supply market enquiries, assessment of bids, and appointment of Tenderer(s) is as follows:
Milestone / DatePre-Qualification Questionnaires Issued / 21st July 2010
Return Date Of Pre-Qualification Questionnaires / 20th August 2010
Tenderers Shorlisted / 22nd September 2010
Issue Of ITT / 24th September 2010
Queries Raised And Resultant Amendments To ITT / 22nd October 2010
Return Date For Bids / 29th October 2010
Bids Evaluated By Initiative Team. / TBC
Presentations By Tenderers (Food sampling) / TBC
Tenderers evaluated by RBT team and supplier visits (if necessary) / TBC
Successful Tenderer(s) confirmed / TBC
Alcatel Ruling – A Minimum Ten (10) Calendar Days Mandatory Standstill Period / TBC
Due Diligence/ Agreement(S) Finalisation / TBC
Agreement(S) Sign-Off And Supplier(S) Appointed / TBC
1.4.5.Selection Criteria
The selection criteria for this ITT are as follows: (not necessarily in the order shown)
Criteria / ScoreTenderer’s ability to meet product specifications and scope of this agreement / 100
Quality of the samples provided / 100
Tenderers ability to meet food hygiene standards / 100
Ability to deliver/supply to all units in given timescales / 75
Site Visits / 50
Ability to deliver/supply to *NAS only / 20
Ability to deliver/supply to *CYPS only / 20
Availability of healthy products / 25
Acceptance of RMBC’s terms and conditions / 20
Intention to use affiliates and subcontractors / 20
Proposed KPI’s / 20
Mobilisation approach / 25
References Suitability / 25
Product Bid Pricing / 200
Trade discounts offered / 20
Price variation mechanism following fixed and firm pricing period / 30
Annual rebate offered / 100
Early payment offered / 50
It should be noted that all Tenderers begin this phase of the procurement process on a level playing field. Whether incumbent or not, and regardless of the merits of responses to earlier requests for information including any pre-qualification questionnaire, only the above criteria will be used for decision-making.
1.5.About the Opportunity
1.5.1 Scope of Supplies/Service Required.
The details set out in this ITT are given in good faith and believed to be correct. However, neither Rotherham Council nor RBT warrant the accuracy of those details and each Tenderer should make its own appropriate enquiries.
The successful Tenderer(s)will be required to supply to order catering butchery produce into Rotherham Council’s Neighbourhoods and Adult Social Services and Children and Young People’s Services other premises
1.5.1.1Specifications
Food Hygiene
The successful Tenderer(s)must fully comply with all current Food Hygiene Regulations i.e.
- Food Safety (General Food Hygiene) Regulations 1995 or updated
- Food Temperature Control Regulations 1995 or updated
- Food Labelling Regulations 1996 or updated
They must operate a Hazard Analysis System and supply appropriate food hygiene training to their staff, both of which should be able to be demonstrated to an authorised officer of the Council.
All reports supplied by the Department of Environmental Health will be made available to the Council.
The Council shall be given access to premises to carry out hygiene inspections at any reasonable time.
All produce supplied to the Council must be purchased, stored and handled in accordance with all relevant Food Safety Regulations.
Product Specification’s
Meat products must come from suppliers complying with Fresh Meat (Beef Control) No 2 Regulations and be from BSE (Bovine Spongiform Encephalopathy) free herds approved by DEFRA and the Meat Hygiene Service.
Meat products must not be supplied from MRM(Mechanically Recovered Meat).
Products must not be supplied from GM (Genetically Modified) Sources.
No food which has been irradiated will be permitted.
PORK – MINCED SPECIFICATION
MBGCODE / 332CARCASE TYPE
Fresh: / All Pork and Pork Products must be assured to the British Pig Executive's (BPEX) Quality Assurance Scheme for pork or an equivalent EN45011 assurance scheme.
CUT REMOVAL / Prepared from boneless shoulder (3166).
TRIM LEVEL / All bones; cartilage, large blood vessels, glands, skin (rind) and meat with dark discolouration will be removed.
FAT LEVEL / 95% visual lean or when measured chemically.