Issue - meetings

This report seeks approval to award a framework agreement in three lots for the supply and distribution of Frozen and Grocery Produce and Viennoiserie and Pizza Products for use within Schools and Civic catering facilities for the benefit of the Council to commence on 1 October 2015 as detailed in the recommendations as the current arrangements expire on 30 September 2015.

The report provides details of the procurement process, including the results of the evaluation process and, in conjunction with the Part 2 report, demonstrates why the recommended framework agreement and call-off contract awards deliver best value for money.

Due to the commercial sensitivity involved in the framework agreement and call-off contract awards process the financial details of the potential suppliers have been circulated as a Part 2 report, item 17.

[The decisions on this item can be called in by the Council Overview Board]

1.         That a framework agreement with a start date of 1 October 2015 be awarded for three years to each supplier in the following lots:

·      Lot 1 - Frozen and Grocery Produce – BFS Group Ltd trading as Bidfest 3663

·      Lot 2 - Viennoiserie Products – Delice de France Ltd and BFS Group Ltd trading as Bidfest 3663

·      Lot 3 - Pizza Supplies – South Coast Restaurants Ltd trading as Express Foodservice and BFS Group Ltd trading as Bidfest 3663.

2.       In year three of the framework agreement, a decision be made to either extend the agreement in accordance with the single 12 month extension available or to terminate it.

3.       Immediate call-off contracts for each lot under the framework agreement be placed with each of the suppliers named in (1) above, up to the annual sum set out in the part 2 report (item 17).

Reasons for Decisions:

A full tender process, in compliance with the requirements of Public Contracts Regulations 2006 and the Council’s Procurement Standing Orders has been completed, and the recommendations provide best value for money for the Council.

These suppliers will provide a good mix between local enterprises for nominated lines and national providers, all of which have demonstrated the ability to deliver the required produce and products through a competitive procurement and thorough evaluation process.

The framework agreement as awarded sets out the general terms and conditions under which specific purchases known as call-off contracts can be made on behalf of the Council during the term of the framework agreement.

[The decisions on this item can be called in by the Council Overview Board]

The Cabinet Member for Business Services and Resident Experience drew Cabinet Members attention to the report that was seeking approval to award a framework agreement in three lots for the supply and distribution of Frozen and Grocery Produce and Viennoiserie and Pizza Products for use within Schools and Civic catering facilities. She explained that the framework was due to start on 1 October 2015 and highlighted that the financial information was available in the Part 2 report under item 17.

RESOLVED:

1.           That a framework agreement with a start date of 1 October 2015 be awarded for three years to each supplier in the following lots:

·      Lot 1 - Frozen and Grocery Produce – BFS Group Ltd trading as Bidfest 3663

·      Lot 2 - Viennoiserie Products – Delice de France Ltd and BFS Group Ltd trading as Bidfest 3663

·      Lot 3 - Pizza Supplies – South Coast Restaurants Ltd trading as Express Foodservice and BFS Group Ltd trading as Bidfest 3663.

2.      In year three of the framework agreement, a decision be made to either extend the agreement in accordance with the single 12 month extension available or to terminate it.

3.      Immediate call-off contracts for each lot under the framework agreement be placed with each of the suppliers named in (1) above, up to the annual sum set out in the part 2 report (item 17).

Reasons for Decisions:

A full tender process, in compliance with the requirements of Public Contracts Regulations 2006 and the Council’s Procurement Standing Orders has been completed, and the recommendations provide best value for money for the Council.

These suppliers will provide a good mix between local enterprises for nominated lines and national providers, all of which have demonstrated the ability to deliver the required produce and products through a competitive procurement and thorough evaluation process.

The framework agreement as awarded sets out the general terms and conditions under which specific purchases known as call-off contracts can be made on behalf of the Council during the term of the framework agreement.