Preparation and Supply of Community Meals (Sandwiches)(RC-CPU-24-276)
Renfrewshire Council · 3 April 2025
Back to Finance, Resources and Customer Services Policy Board — 3 April 2025 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 3 April 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources, Renfrewshire Council and the Chief Officer, Renfrewshire Health and Social Care Partnership ___________________________________________________________________ Heading: Contract Authorisation Report for the Preparation and Supply of Community Meals (Sandwiches) (RC-CPU-24-276) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a contract for the Preparation and Supply of Community Meals (Sandwiches)(RC- CPU-24-276), Lot 1 Core Product Range to PJ’S Foods Limited. (Lot 2 Frozen Product Range will not be awarded due to no bids received. 1.2 The recommendation to award the Contract follows a procurement exercise which was conducted as an Open Procedure for an above GPA threshold supplies contract in accordance with the Public Contracts (Scotland) Regulations 2015, as amended. 1.3 A Contract Strategy for this Contract was approved by: 1.3.1 The Chief Finance Officer, Renfrewshire Health and Social Care Partnership (RHSCP) on 22 August 2024; and 1.3.2 The Head of Health and Social Care, RHSCP and the Strategic Category Manager, Renfrewshire Council on 21 August 2024. ___________________________________________________________________
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2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorises the Head of Corporate Governance to award a Contract for the Preparation and Supply of Community Meals (Sandwiches) (RC- CPU-24-276) Lot 1 Core Product Range to PJ’S Foods Limited (Company Registration Number SC206871). 2.2 Authorises up to a maximum contract value of £481,298.76 (£120,324.69 per annum) excluding VAT for the full contract period, including the extensions. 2.3 Authorises the award of the Contract for an initial period of 2 years with the option to extend at the sole discretion of the Council for a further period of 12 months on 2 separate occasions. The anticipated Commencement Date of the Contract is 1 May 2025; the actual Commencement Date will be confirmed in the Council’s Letter of Acceptance. _________________________________________________________ 3. Background 3.1 The Community Meals Service aims to support individuals in maintaining their independence within the community by delivering hot and cold nutritious meals directly to the door for service users. The provision of hot meals is available via a Scotland Excel Framework Agreement, therefore the scope of this Contract covers the sandwiches/light lunch (e.g. wraps, rolls, etc.) element only. Lot 2 for frozen sandwiches was also included in the tender to support the service with business continuity planning in the event of a service interruption, however this lot is not recommended for award as no bids were received. This contract will replace a current contract which expires on 30 April 2025. 3.2 The procurement process for the Contract was conducted using the Open Procedure for an above GPA threshold Supplies Contract in accordance with the Public Contracts (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts. 3.3 A Contract Notice was published on the Find a Tender Service via the Public Contracts Scotland website on 22 January 2025. The Invitation to Tender was also published and available on this date from Public Contracts Scotland – Tender. The tender submission deadline was 12 noon on 21 February 2025.
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3.4 During the tender period, 5 economic operators viewed the tender opportunity; 1 response was submitted for Lot 1 Core Product Range, 1 tender received were incomplete, and 3 did not respond by the Tender Deadline. No submissions were received for Lot 2 Frozen Product Range. Feedback was sought from those who did not submit, and responses received confirmed they could not meet the Specification. 3.5 The 1 Tender Submission received was evaluated against a pre- determined set of criteria in the form of the Single Procurement Document (Scotland) (SPD), evaluated by representatives from the Corporate Procurement Unit (CPU), the RHSCP, Health and Safety and Risk. 3.6 The Tenderer confirmed compliance with the minimum selection criteria set within the SPD. The submission was then evaluated by both CPU and representatives from RHSCP against the published award criteria of 45.00% Quality and 55.00% Price. 3.7 The scores relative to the Award Criteria for the tender submission are noted below; Tenderer Quality (45%) Price (55%) Total Score PJ’S Foods Limited 41% 55% 96% 3.8 Community Benefits were requested as part of the procurement process and PJ’S Foods Limited confirmed that the following Community Benefits would be delivered as part of the Contract: Community Benefit Description No of People/ Activities Job for an unemployed individual 1 S/NVQ (or equivalent) 5 _________________________________________________________________ Implications of the Report 1. Financial - The cost for this Contract will be up to a maximum value of £481,298.76 (£120,324.69 per annum) excluding VAT over the full 2- year contract period plus 2 x 12-month optional extensions and will be met by the RHSCP revenue budget. The anticipated Commencement Date is 01 May 2025. 2. HR & Organisational Development - None directly arising from this report.
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3. Community/Council Planning – • Our Renfrewshire is fair - protecting the most vulnerable members of our communities, assisting residents to remain in their own homes, reducing inequalities • Place - delivering services for everyone • Living Our Values - delivering best value for our residents. 4. Legal - This procurement was carried out in accordance with the procedures for an above GPA Threshold Supplies Contract under the Public Contracts (Scotland) Regulations 2015, as amended and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets – None directly arising from this report. 6. Information Technology – None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety - PJ’S Foods Limited was evaluated by the Council’s Corporate Health and Safety team and meet the Council’s minimum requirements. 9. Procurement – The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk - PJ’S Foods Limited was evaluated by the Council’s Risk team and meet the Council’s minimum requirements. 11. Privacy Impact - None directly arising from this report. 12. Climate Risk - None directly arising from this report. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position – None directly arising from this report. _______________________________________________________ List of Background Papers – None. ___________________________________________________________________ Author: Ashley Hopkirk, Procurement Assistant, Corporate Procurement Unit, ashley.hopkirk@renfrewshire.gov.uk