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Published 10 Feb 2023, 16:43 GMT

Official UK procurement notice

The Supply of Pre-Prepared Sandwiches, Pre-Prepared Goods, Sandwich Fillings, Buffets and Concept Foods

Official notice

Authority: Caerphilly County Borough Council (Local council)·Consortium: 29 public authorities

Framework agreement5 lotsGoodsOpen procedureSME suitable
Sectors: Agricultural, farming, fishing, forestry and related products (03)Food, beverages, tobacco and related products (15) Delivery: Wales (UKL)
Framework ceiling (notional)£1,520,000total for 5 lots · framework ceiling, not attributable revenue
Submissions closed 28 Mar 2023awarded 26 Sept 2023
Lots 5see the lot list below

What is being bought5 lots · detail below

Published requirement description

The framework was for the Supply of Pre-Prepared Sandwiches, Pre-Prepared Goods, Sandwich Fillings, Buffets and Concept Foods to the Councils listed in this notice and in the Invitation to Tender Document

The framework was to cover multiple lots and geographical regions and this notice is to inform the market of the contract award

  • Recurrence: The procurement will be assessed throughout its validity period to monitor its performance. It will then be extended in line with its terms or renewed and advertised as required.

CPV: Food, beverages, tobacco and related products · Miscellaneous food products · Prepared breakfast cereals · Prepared pasta · Prepared pasta and couscous · Prepared sandwiches · Processed food products · Salad leaves · Sandwich fillings · Sandwich spreads · Sandwiches

How this framework works

From the published notice
Places
up to 30 suppliers · 5 bids on the busiest of 5 lots (0.2 per place) · 5 appointed

Lots and requirements (5)Procurement structure

5 lots · no lot values published · same evaluation weights on every lot
Lot #1Pre-prepared SandwichesAwardedRenewal

This lot was for the supply and delivery of Pre-packed, ready made sandwiches, wraps, Panini's, Toasties etc as and when required.

It included a variety of ranges available including but not limited to Halal, Vegan and Vegetarian.

Delivery: Wales · Any establishment within the Welsh Public Sector as detailed in the ITT
Extensions: Some items are listed in the ITT and framework documentation, the list of items was not exhaustive and items that are similar to those listed maybe added or removed from the agreement as and when required · There will be an extension of 24months available on the frameworkVariant bids: allowedElectronic catalogue: required
15811510 Sandwiches15811511 Prepared sandwiches
Lot #2Pre-prepared GoodsAwardedRenewal

This lot was for supply and delivery of Pre-prepared Salad pots, Pasta Pots, Granola pots with yoghurt, Fruit pots / Bags etc as and when required.

There was a variety of ranges available including but not limited to Allergen Free, Halal, Vegan and Vegetarian.

Delivery: Wales · Any establishment within the Welsh Public Sector as detailed in the ITT
Extensions: Some items are listed in the ITT and framework documentation, the list of items is not exhaustive and items that are similar to those listed maybe added or removed from the agreement as and when required · There will be an extension of 24months available on the frameworkVariant bids: allowedElectronic catalogue: required
03221320 Salad leaves15613310 Prepared breakfast cereals15851200 Prepared pasta and couscous15851210 Prepared pasta
Lot #3Sandwich FillingsAwardedRenewal

This lot was for the supply and delivery of ready made sandwich fillings as and when required.

There should be a variety of ranges available including but not limited to Halal, Vegan and Vegetarian.

Delivery: Wales · Any establishment within the Welsh Public Sector as detailed in the ITT
Extensions: Some items are listed in the ITT and framework documentation, that list of items is not exhaustive and items that are similar to those listed maybe added or removed from the agreement as and when required · There will be an extension of 24months available on the frameworkVariant bids: allowedElectronic catalogue: required
15871274 Sandwich spreads15894600 Sandwich fillings
Lot #4BuffetsAwardedRenewal

This lot was for the supply and delivery of buffets and lunches including hot and cold drinks as and when required.

There should be a variety of ranges available including but not limited to Halal, Vegan and Vegetarian.

Delivery: Wales · Any establishment within the Welsh Public Sector as detailed in the ITT
Extensions: Some items are listed in the ITT and framework documentation, those items listed are not exhaustive and items that are similar to those listed maybe added or removed from the agreement as and when required · There will be an extension of 24months available on the frameworkVariant bids: allowedElectronic catalogue: required
15000000 Food, beverages, tobacco and related products15800000 Miscellaneous food products
Lot #5Concept FoodsAwardedRenewal

The Concept foods lot was for suppliers to provide an all-in-one product including marketing materials, packaging, products, and cooking equipment to prepare the meals / items.

The cooking equipment was to be provided free on loan.

The offering of the products was to range from International Cuisines and include Vegan, vegetarian and halal options.

The products provided for service within the equipment will require all allergy requirements to be met on the on packaging and the packaging must be recyclable in line with the sustainability section of the specification.

Delivery: Wales · Any establishment within the Welsh Public Sector as detailed in the ITT
Extensions: Some items are listed in the ITT and framework documentation, that list of items was not exhaustive and items that are similar to those listed maybe added or removed from the agreement as and when required · There will be an extension of 24months available on the frameworkVariant bids: allowedElectronic catalogue: required
15000000 Food, beverages, tobacco and related products15800000 Miscellaneous food products15894000 Processed food products

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 5 lots
Quality: 70%Price: 30%
Published award criteria (2)
  • Quality: 70
  • Price: 30
Conditions of participation1
  • Suitability

    All companies applying for a place on the framework must be of a food hygiene rating of 3 or above as awarded by regional environmental health teams and recorded on the online portal.

Staff
Names and qualifications of delivery staff must be submitted
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
  • “The Supply of Pre-Prepared Sandwiches, Pre-Prepared Goods, Sandwich…” is a framework: the contest is a place on its panel, up to 30 suppliers, not a single contract.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Goods
Notice status
Awarded
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
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement

Yes · The procurement will be assessed throughout its validity period to monitor its performance. It will then be extended in line with its terms or renewed and advertised as required.

First published
10 Feb 2023, 16:43 GMT
Last source update
19 Oct 2023, 11:18 BST
Award evaluation window
24 Mar 2023 – …
Authority reference
CCBC/PS2395/23/RJ
FTS notice number
2023/S 000-030863
Classification (CPV)
Food, beverages, tobacco and related productsMiscellaneous food productsPrepared breakfast cerealsPrepared pastaPrepared pasta and couscousPrepared sandwichesProcessed food productsSalad leavesSandwich fillingsSandwich spreads
+1 moreSandwiches
Delivery area
Wales (UKL)
Official registry OCID
ocds-h6vhtk-03a4eb Find a Tender
Contract terms
Electronic trading
e-invoicing allowed · electronic ordering · electronic payment
Performance terms

As described in the ITT

Publisher note: This is a contract award notice in regard to the framework for the - SUPPLY AND DISTRIBUTION OF PRE-PACKED SANDWICHES, PRE-PREPARED GOODS, SANDWICH FILLINGS, BUFFETS, AND CONCEPT FOODS. (WA Ref:135228)

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredLanguage: EN, CY
Access & registration note: Free · short registration with manual review; public opportunity list

Tender documents are also served through a separate tool: https://supplierlive.proactisp2p.com/Account/Login ↗

Appointment period ends
28 Mar 2023, 10:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en, cy
Bid validity
180 days from the deadline
Bids opened
24 Mar 2023, 12:00 GMT
Detailed submission instructions & authority contactsFrom official release

supplierlive.proactisp2p.com/Account/Login ↗

Timeline

24 Mar 2023 → 19 Oct 2023 · 3 dates
  1. Bids opened
    24 Mar 2023, 12:00 GMT
  2. Admission / appointment period endsperiod end, not a bid countdown
    28 Mar 2023, 10:00 BST
  3. Notice published
    19 Oct 2023, 11:18 BST

Notice history

2 events · 3 releases on Find a Tender · since 24 Mar 2023
  1. Deadline moved to 28 Mar 2023, 10:00 BST
    24 Mar 2023, 11:25 GMT
    +4 days · was 24 Mar 2023, 12:00 GMT
  2. Status changed to complete
    19 Oct 2023, 11:18 BST
Published amendments (1 · 1 deadline change)
WhenWhatBeforeAfterShift
—DeadlineTime limit · IV.2.224 Mar 202328 Mar 2023+4 d
—Bid openingConditions for opening of tenders · IV.2.724 Mar 202328 Mar 2023+4 d

Extension of deadline for tender responses

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 5admitted to the panel · see the list ↓
Bids received 55 from SMEs · busiest of 5 lots
Contracts signed 5latest 26 Sept 2023

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

Contracts

All 4 of these contracts carry the same published figure, £10,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.

  • Pre-prepared Goods

    Signed
    26 Sept 2023
    Value
    ceiling above
    Status
    active

  • Sandwich Fillings

    Signed
    26 Sept 2023
    Value
    ceiling above
    Status
    active

  • Concept Foods

    Signed
    26 Sept 2023
    Value
    £100,000
    Status
    active

  • Buffets

    Signed
    26 Sept 2023
    Value
    ceiling above
    Status
    active

  • Pre-prepared Sandwiches

    Signed
    26 Sept 2023
    Value
    ceiling above
    Status
    active

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Pre-prepared Sandwiches5bids · 5 electronic · 5 from abroad5——
2 · Pre-prepared Goods2bids · 2 electronic · 2 from abroad2——
3 · Sandwich Fillings2bids · 2 electronic · 2 from abroad2——
4 · Buffets2bids · 2 electronic · 2 from abroad2——
5 · Concept Foods1bids · 1 electronic · 1 from abroad1——

Contracting authority & participating public bodies

25 public bodies on the notice

Caerphilly County Borough Council

Contracting authorityLocal CouncilRegional or local authorityGeneral public services Penallta House, Tredomen Park, Ystrad Mynach, Hengoed, Wales, CF82 7PGContact name, email, phone Published organisation website ↗

Consortium members and other public bodies

Framework contractors & participating bidders

5 commercial parties on the notice
  • CASTELL HOWELL FOODS LTDFramework contractor CASTELL HOWELL FOODS LTD, HEOL Y PLAS Cross Hands, LLANELLI, Wales, SA146SXContact phone
  • Final Foods LimitedFramework contractor 8 Duke Street, Swansea, UK, Sa14hs
  • THE REAL WRAP CO LTDFramework contractor Real Wrap House, Haslemere Industrial Estate, Third Way, Bristol, South West, BS119TPContact phone
  • Tiffin SandwichesFramework contractor Tiffin House, 20 Commondale Way, Euroway Industrial Estate, Bradford, Yorkshire & Humber, BD46SFContact phone
  • Tugo Food SystemsFramework contractor Unit 14, Somerville Court, Trinity Way, Banbury, UK, OX173SN

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria