Contract notice
Section I: Contracting
authority
I.1) Name and addresses
The Police and Crime Commissioner for Kent
Kent Police HQ
Maidstone
ME15 9BZ
UK
Contact person: Claire Ward
Telephone: +44 14743663650
E-mail: procurement.services@kent.essex.pnn.police.uk
NUTS: UK
Internet address(es)
Main address: www.kent.police.uk
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://kentpolice-essexpolice.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://kentpolice-essexpolice.bravosolution.co.uk
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Public order and safety
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Supply and Distribution of Ambient Meals, In-Cup Drinks and Related Items
Reference number: 2017/084
II.1.2) Main CPV code
15000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
The procurement of a framework agreement (the “Framework Agreement”) with one supplier for the supply and distribution of Ambient Meals, In-Cup Drinks and related items to the Contracting Authority and the other police forces for use in police custody units where required.
The Contracting Authority wishes to make the Framework Agreement available to itself and 42 other Participating Bodies. The term of the Framework Agreement will be for 4 years.
II.1.5) Estimated total value
Value excluding VAT:
10 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
15613310
15860000
15894200
15894300
15894400
15982000
39222100
II.2.3) Place of performance
NUTS code:
UK
Main site or place of performance:
The goods will need to be delivered to various police forces and multiple sites across the UK but the goods do not need to be made in or distributed from a particular location
II.2.4) Description of the procurement
This procurement is of a framework agreement with one supplier by the Contracting Authority for the supply and distribution of Ambient Meals, In-Cup Drinks and Related Items to the Contracting Authority and the other Participating Bodies (as detailed below) for use in police custody units. Accordingly, it is the intention that all the Participating Bodies should be able to rely on this procurement to purchase such goods without the need for any further procurement process. Full details of the exact goods required appear in the procurement documents, as well as details of the mechanisms to be used by the Participating Bodies to place orders for the goods under the Framework Agreement.
Ambient meals must be suitable for storage without the use of refrigerators or freezers and must have a minimum shelf life of twelve (12) month's from the time of delivery. All meals must be pre-cooked and individually prepared in containers suitable for reheating by microwave.
Meals required under the Framework Agreement shall be suitable for a range of dietary, cultural and religious requirements such as Vegan, Vegetarian, Halal, Gluten Free, Lactose Free and Nut Free.
The Framework Agreement also requires the supply of in-cup drinks, snack options, ambient sides, breakfast items and other related items all as detailed more fully in the procurement documents. It is a key requirement that all items are suitable for use in a custody environment.
The 36 Participating Bodies which have expressed an interest in using the Framework Agreement immediately are responsible for policing the following geographical areas:
— Avon and Somerset,
— Bedfordshire,
— Cambridgeshire,
— Cheshire, Cleveland,
— Cumbria, Derbyshire,
— Devon and Cornwall,
— Dorset,
— Durham,
— Essex,
— Gloucestershire,
— Greater Manchester,
— Hampshire,
— Hertfordshire,
— Humberside,
— Lancashire,
— Leicestershire,
— Merseyside,
— North Yorkshire,
— Northamptonshire,
— Northumbria,
— Nottinghamshire,
— South Yorkshire,
— Staffordshire,
— Thames Valley,
— Warwickshire,
— West Mercia,
— West Midlands,
— West Yorkshire,
— Wiltshire,
— Scotland,
— Dyfed-Powys,
— Gwent,
— North Wales and South Wales.
The 6 Participating Bodies who have expressed a desire to have access to the Framework Agreement during its term police the following geographical areas (or are commonly known by the names listed):
— City of London Police,
— British Transport Police,
— Police Service Northern Ireland,
— Surrey,
— Sussex and The Metropolitan Police.
The full contracting names of all the Participating Bodies are set out in Appendix 3 of the draft ITPN. All of the Participating Bodies are Police Forces.
For this tender, the Kent Police Bravo Solution e-tendering portal will be used to coordinate the compilation, distribution and receipt of tenders electronically.
No guarantee of warranty is given as to the nature of volume, if any, of the goods or call-offs, if under the Framework Agreement. It is currently envisaged, though not guaranteed at this stage, that Kent, Essex and 35 other Forces will start to use the Framework Agreement for their requirements once the Framework Agreement is in place.
The term of the Framework Agreement will be for 4 years.
It is not envisaged that the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) will apply to this Framework Agreement. Interested parties should see the further information provided in the procurement documents.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
10 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 6
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Tenderers will be required to complete a Suitability assessment which the The Police and Crime Commissioner for Kent will use to evaluate suppliers economic and financial standing, technical capacity and ability to ensure they meet the Police and Crime Commissioner for Kent' minimum requirements. This will include, but not be limited to; name, address, telephone number, contact details, status (sole trader, partnership, private or public company) together with the length of trading, parent or holding company details and other subsidiary companies within the group (if applicable). Tenderers instructions on how to express interest in this Tender:
1) Register your company on the eSourcing portal (this is only required once): Browse to the eSourcing Portal: https://kentpolice-essexpolice.bravosolution.co.uk and click the link to register, accept the terms and conditions and click “continue”, enter your correct business and user details, note the username you chose and click “Save” when complete, you will shortly receive an email with your unique password (please keep this secure);
2) Express an Interest in the tender: Login to the portal with the username/password, click the “PQQs/ITTs Open To All Suppliers” link. (These are Suitability Assessment documents or Invitations to Tender open to any registered supplier), click on the relevant PQQ/ITT to access the content, click the “Express Interest” button in the “Actions” box on the left-hand side of the page, this will move the PQQ/ITT into your “My PQQs/My ITTs” Page. (This is a secure area reserved for your projects only), you can now access any attachments by clicking the “settings and buyer attachments” in the “Actions” box;
3) Responding to the tender: You can now choose to “Reply” or “Reject” (please give a reason if rejecting), you can now use the “Messages” function to communicate with the buyer and seek any clarification, note the deadline for completion, then follow the on-screen instructions to complete the PQQ/ITT, there may be a mixture of on-line and off-line actions for you to perform (there is detailed on-line help available). You must then publish your reply using the publish button in the “Actions” box on the left-hand side of the page, If you require any further assistance please consult the on-line help or contact the eTendering helpdesk.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
A copy of the draft framework agreement contract and associated contractual documentation form part of the procurement documents available.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive procedure with negotiation
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with a single operator.
IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
03/09/2018
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
07/09/2018
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.4) Procedures for review
VI.4.1) Review body
The High Court of Justice
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
VI.4.2) Body responsible for mediation procedures
The High Court of Justice
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
VI.4.4) Service from which information about the review procedure may be obtained
The High Court of Justice
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
VI.5) Date of dispatch of this notice
03/08/2018