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Published 23 Apr 2021, 11:15 BST

Official UK procurement notice

CAT-19-013 Frozen Food Products

Official notice

Authority: the Education Authority (Central government)·Consortium: 3 public authorities

Framework agreementGoodsAward procedure without prior publication of a call for competition
Sectors: Food, beverages, tobacco and related products (15) Delivery: UKNorthern Ireland (UKN)
Framework ceiling (notional)£21,879,000framework ceiling, not attributable revenue
Submissions closed 25 May 2021
Framework period 2 yrs 11 moends 31 Jul 2024 · extension options published · starts 26 Jun 2024

What is being bought

Published requirement description

For the Supply and Delivery of Frozen Food Products to EA Catering Units/Kitchens or other locations within Northern for the period 1 August 2021 to 31 July 2022 with the option to extend for two further periods of 12 months.

CPV: Ice cream and similar products · Miscellaneous food products

How this framework works

From the published notice
Places
up to 200 suppliers · 3 bids received (0.0 per place) · 3 appointed
Framework period
2 yrs 11 mo from 26 Jun 2024

The lotProcurement structure

single lot · value published
Lot #1The Supply of Frozen Food Products to the Education Authority N.IrelandAwarded 2 yrs 11 moPublished value£21,879,000
Contract period: 26 Jun 2024 – 31 Jul 2024 (2 yrs 11 mo)
Delivery: UK, Northern Ireland · UKN
Extensions: 1 August 2021 to 31 July 2022 with the option to extend for two further periods of 12 months or parts thereof.Variant bids: not allowed
15555000 Ice cream and similar products

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Award procedure without prior publication of a call for competition
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Goods
Notice status
Awarded without competition
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Direct award (no call for competition)
GPA / WTO covered
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
23 Apr 2021, 11:15 BST
Last source update
8 Oct 2024, 09:28 BST
Award evaluation window
25 May 2021 – …
Authority reference
CAT-19-013
FTS notice number
2024/S 000-032168
Classification (CPV)
Ice cream and similar productsMiscellaneous food products
Delivery area
UKNorthern Ireland (UKN)
Official registry OCID
ocds-h6vhtk-02a978 Find a Tender
Why no open competition
The procurement falls outside the scope of application of the directive
Published justification

This contract is not an award without prior notice. This contract was awarded as per publication reference 2021/S 000-018224 July 2021.

Modification to the framework is necessary to ensuring ongoing service provision and to facilitate the procurement of essential frozen food products required to serve meals until the commencement of a new arrangement is in place. These requirements have become necessary and are permitted by Regulation 72(1)(c) of The Public Contacts Regulations 2015. Namely, the following conditions have been fulfilled:

(i) the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen; There is currently a new tender process for the re procurement of Frozen Foods which it was anticipated would be completed by 30th June 2024 with a view to a new

contract start date of 1st August 2024. However, there has been a delay in the evaluation which is outside of EA’s control. The supplies are required by schools and therefore require this short modification to term of 3 months to ensure no break in service. The additional 3 months is within the timeframes permissible under the Regulation 72.

(ii) the modification does not alter the overall nature of the contract; The proposed modification does not impact the overall nature of the contract, it remains to be there to supply frozen food products.

(iii)any increase in price does not exceed 50% of the value of the original contract or framework agreement. The awarded value of the original Framework was £21,879,000 GBP. Further modified in May 2024 by £4,375,800 and again in July 2024 for an additional £2,500,000. This modification of £3,670,184.14 represents less than 50% which is permissible.

Review and risk notes
Review procedure

UK does not currently have any such bodies with responsibilities for appeal/mediation. procedures.

Publisher note: This framework is let by the Northern Ireland Education Authority (“EA”) and is open to the EA, including NI educational bodies as follows and at some point during the life of the Framework these bodies may wish to utilise the agreement and should have access, at any point, with the permission of EA. This agreement is not intended to replace any current agreements that participating or non-participating institutions may already have in place.. . https://www.education-ni.gov.uk/services/schools-plus. Primary and Post Primary schools under the control of the EA, Catholic Maintained Schools, Independent Schools in NI, Irish Medium Schools in NI, both Controlled and, Voluntary Grammar Schools, Nursery School for NI (both controlled and Catholic Maintained), school meals kitchens on-site at all of these schools, and Controlled Youth Centres. . . https://www.nidirect.gov.uk/contacts/further-education-fe-colleges. Further Education Colleges in NI . . https://www.nicie.org/parents/school-finder/. Grant Controlled Integrated Education Schools in NI. . https://www.isc.co.uk/schools/northern-ireland/. Independent School in NI. . Libraries NI: https://www.librariesni.org.uk/Libraries/. . EA Teachers’ and Educational Centres. Council for the Curriculum, Examination and Assessment NI (CCEA) . Armagh Observatory and Planetarium. Middletown Centre for Autism. Controlled Schools Support Council (CSSC). Northern Ireland Council for Integrated Education (NICIE).

How it was run

Official notice
Appointment period ends
25 May 2021, 15:00 BST
Submission channel
{"written"}
Accepted languages
en
Bids opened
25 May 2021, 15:30 BST

Timeline

25 May 2021 → 8 Oct 2024 · 5 dates
  1. Admission / appointment period endsperiod end, not a bid countdown
    25 May 2021, 15:00 BST
  2. Bids opened
    25 May 2021, 15:30 BST
  3. Bids must remain valid until
    23 Aug 2021, 23:59 BST
  4. Contract starts
    26 Jun 2024, 00:00 BST
  5. Notice published
    8 Oct 2024, 09:28 BST

Notice history

4 events · 9 releases on Find a Tender · since 30 Jul 2021
  1. Status changed to complete
    30 Jul 2021, 11:55 BST
  2. Procurement method changed
    12 Jun 2024, 09:42 BST
  3. Buyer details updated
    12 Jun 2024, 09:42 BST
  4. Buyer details updated
    25 Jun 2024, 09:14 BST
Published amendments (1 · 0 deadline changes)
WhenWhatBeforeAfterShift
—TextII.2.14)—This framework is let by the Northern Ireland Education Authority (“EA”) and is open to the EA, including NI educational bodies as follows and at some point during the life of the Framework these bodies may wish to utilise the agreement and should have access, at any point, with the permission of EA. This agreement is not intended to replace any current agreements that participating or non-partici…

Additional Information that was included in the Contract Notice at VI.3 should have been included in the Contract Award Notice at II.2.14. This corrigendum contains that information.

Routine re-releases (9)
  • 2024-07: 1 release · 30 Jul 2024
  • 2024-06: 2 releases · 12 Jun 2024, 25 Jun 2024
  • 2023-02: 1 release · 7 Feb 2023
  • 2021-07: 1 release · 30 Jul 2021
  • 2021-04: 1 release · 23 Apr 2021

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 3admitted to the panel · see the list ↓
Bids received 3
Contracts signed 7latest 31 Jul 2024

7 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

All 2 of these contracts carry the same published figure, £21,879,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.

  • Contract 027646-2024-CAT19013-1

    Signed
    31 Jul 2024
    Value
    £2,500,000
    Period
    1 Aug 2024 – 31 Oct 2024
    Status
    active
    • Change Extension for a three month period until the 30 October 2024., Need for additional works, services or supplies by the original contractor/concessionaire: Extension for a further 3 months until 30 October 2024

  • Contract 023694-2024-1

    Signed
    30 Jul 2024
    Value
    £2,500,000
    Period
    … – 31 Jul 2024
    Status
    active

  • Contract 018120-2024-1

    Signed
    2 Jun 2024
    Value
    £4,375,800
    Period
    … – 31 Jul 2024
    Status
    active

  • Contract

    Signed
    30 Jul 2021
    Value
    ceiling above
    Period
    … – 31 Jul 2024
    Status
    active

  • Contract 030423-2024-1

    Signed
    30 Jul 2021
    Value
    ceiling above
    Period
    … – 31 Jul 2024
    Status
    active

  • Contract 032168-2024-CAT-19-015-1

    Signed
    30 Jul 2021
    Value
    £32,424,984
    Period
    1 Aug 2021 – 31 Jan 2025
    Status
    active
    • Change Modification to extend the contract period by an additional 3 months (01s November 2024-31st January 2025) and an additional £3,670,184.14 added to the maximum contract value., Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee: Modification to the framework is necessary to ensuring ongoing service provision and to facilitate the procurement of essential frozen food products required to serve meals until the commencement of a new arrangement is in place. These requirements have become necessary and are permitted by Regulation 72(1)(c) of The Public Contacts Regulations 2015. Namely, the following conditions have been fulfilled: (i) the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen; the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen; There is currently a new tender process for the re procurement of Frozen Foods which it was anticipated would be completed by 30th June 2024 with a view to a new contract start date of 1st August 2024. However, there has been a delay in the evaluation which is outside of EA’s control. The supplies are required by schools and therefore require this short modification to term of 3 months to ensure no break in service. The additional 3 months is within the timeframes permissible under the Regulation 72 (ii) the modification does not alter the overall nature of the contract; The proposed modification does not impact the overall nature of the contract, it remains to be there to supply frozen food products. (iii) any increase in price does not exceed 50% of the value of the original contract or framework agreement. The awarded value of the original Framework was £21,879,000 GBP. Previous modifications have increased this figure to £28,754,800. This modification of £3,670,184.14 represents 16.77% of the awarded value which is less than 50% which is permissible.

  • Frozen Food Products

    Signed
    31 Jul 2020
    Value
    £26,254,800
    Period
    24 Jun 2024 – 31 Jul 2024
    Status
    active
    • Change A modification to the value of the Framework Agreement for Frozen Food Products (CAT 19 013) by 20% is necessary to cover anticipated orders to the remaining contract period (until 31 July 2024). These requirements have become necessary and are permitted by Regulation 72(1)(c) of The Public Contacts Regulations 2015. Namely, the following conditions have been fulfilled: (i)the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen. The following issues that could not have been predicted and have impacted on costs and therefore increased spend under the current Framework: - Hyper food inflation experienced as a result of the conflict in Ukraine which has impacted supply on European products. - Much higher than anticipated energy prices that impacted all processing, production, and transportation of goods. - Increased costs due to farming pressures and weather creating stock shortages. (ii) the modification does not alter the overall nature of the contract; The proposed modification does not impact the overall nature of the agreement, it remains to be there to supply frozen food products to schools. (iii) any increase in price does not exceed 50% of the value of the original contract or framework agreement. The upper estimate of the original Framework was £21,879,000 GBP, this modification is for an additional £4,375,800 (20%) which is less than 50% of the original maximum value., Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee: A modification to the value of the Framework Agreement for Frozen Food Products (CAT 19 013) by 20% is necessary to cover anticipated orders to the remaining contract period (until 31 July 2024). These requirements have become necessary and are permitted by Regulation 72(1)(c) of The Public Contacts Regulations 2015. Namely, the following conditions have been fulfilled: (i)the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen. The following issues that could not have been predicted and have impacted on costs and therefore increased spend under the current Framework: - Hyper food inflation experienced as a result of the conflict in Ukraine which has impacted supply on European products. - Much higher than anticipated energy prices that impacted all processing, production, and transportation of goods. - Increased costs due to farming pressures and weather creating stock shortages. (ii) the modification does not alter the overall nature of the contract; The proposed modification does not impact the overall nature of the agreement, it remains to be there to supply frozen food products to schools. (iii) any increase in price does not exceed 50% of the value of the original contract or framework agreement. The upper estimate of the original Framework was £21,879,000 GBP, this modification is for an additional £4,375,800 (20%) which is less than 50% of the original maximum value.

Bid statistics published by the authority

BidsSMEVCSEValid bid range
3bids · 3 electronic · 2 from abroad0——

Contracting authority & participating public bodies

3 public bodies on the notice

the Education Authority

Contracting authorityCentral GovernmentBody governed by public lawEducation 40 Academy Street, Belfast, UK, BT1 2NQContact email

Consortium members and other public bodies

  • Education AuthorityContracting authorityRegional or local authorityEducation Armagh, UKContact email Published organisation website ↗
  • The Education Authority N.IrelandContracting authorityBody governed by public lawEducation Belfast, UKContact email

Dispute resolution & review bodies

  • The Eductation AuthorityReview body Belfast
  • The UK does not currently have any such bodies with responsibilities for appeal/mediation proceduresReview body Belfast
  • The UK does not currently have such bodies with responsibilities for appeal/mediation proceduresReview body Belfast
  • UK does not currently have any such bodies with responsibilities for appeal/mediation procedures.Review body Armagh

Framework contractors & participating bidders

7 commercial parties on the notice

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.