CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

West Kent wishes to partner with a catering provider(s) who will provide catering services at 2 extra care schemes. The catering provider(s) will provide a nutritional standard lunchtime 3 course meal, including a vitamin enriched drink and tea or coffee, seven days a week, all year round inclusive of all weekends and Bank Holidays.

Extra care housing is accommodation designed with the needs of vulnerable, older people in mind, generally over age 55, who wish to live independently, but are unable to do everything for themselves and therefore with varying levels of care and support available on site. People who live in extra care accommodation have their own self contained homes, their own front doors and a legal right to occupy the property.

These properties are owned by West Kent and residents all rent their homes from West Kent in the form of a tenancy agreement. Communal facilities are provided at these schemes, including a resident's lounge, laundry and a dining room. Residents pay a weekly rent to occupy these properties and also a service charge to cover communal facilities and services. Emerald is the West Kent Housing Association brand for all accommodation that we provide for the over 55's.

The meal service at these schemes is an integral part of the offer to support residents to live independently for as long as possible and is open to everyone living in the scheme, in addition to guest of tenants and West Kent.

There will be two Contracts — 1 for each Lot. Each Lot will cover one scheme. Applicants may bid for 1 or both Lots.

Under the Contracts, the successful catering provider(s) will be responsible for all aspects of the catering service including food procurement, menu planning, order taking, marketing, staff recruitment and training.

Further details of each of the two Lots are set out in Annex B of this Notice and in the Pre-Qualification Questionnaire (PQQ).

It is envisaged that the Lot 1 and Lot 2 Contracts will each last for an initial period of 5 years, with an option to extend for a further 5 years at West Kent's discretion, giving a total potential term of 10 years.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

Parent company guarantees, performance bonds, warranties and/or deposits may be required.

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

To be included in the contract documentation.

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

In the event of a group of providers submitting an acceptable offer it will be necessary to provide an undertaking that each company will be jointly and severally responsible for the due performance of the Contract.

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

As set out in the PQQ.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

III.3)

Conditions Specific to Service Contracts

III.3.1)

Is provision of the service reserved to a specific profession?

III.3.2)

Will legal entities be required to state the names and professional qualifications of the personnel responsible for the execution of the service?

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

As set out in the PQQ

Applicants should note that the numbers stated above are the minimum and maximum number of Applicants that West Kent intends to invite to tender for each Lot.

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

Catering Services Contracts

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

A copy of the PQQ and tender documents for this procurement can be obtained by sending an email to: alexander.mash@wkha.org.uk titled ‘Catering Services Contracts’

In accordance with the requirements of the Public Contracts Regulations 2015, the PQQ and the tender documents are being made available to Applicants from the date of issue of this OJEU Notice. However, interested Applicants are initially only required to submit a completed PQQ by the deadline stated in section IV.3.4 of this Notice. Only those Applicants that are shortlisted for the tender stage following the PQQ evaluation will be required to submit a tender for the Contracts in response to the Invitation to Tender (ITT)

West Kent reserves the right to cancel the procurement and not to proceed with all or part of the Contracts.

West Kent will not, under any circumstances, reimburse any expense incurred by Applicants in preparing their PQQ or tender submissions.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

In accordance with Part 3 of the Public Contracts Regulations 2015.

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

ANNEX B

Information About Lots

1)

Short Description

Montgomery Court is in Wainscott, Stroud and opened in January 2014 providing accommodation in 62 flat (34 x 2 bed and 28 x 1 bed), currently housing 75 residents. This Contract will continue the current operating model, which as a condition of tenancy all residents take the lunch service 365 days a year and pay a monthly fee for this, which is included in their service charge. Lunch is served between 12:00 and 14:00 and is a 3 course, home cooked meal, plus tea or coffee. There is a choice of two starters, two mains, plus a vegetarian and two deserts, plus a selection of salad, baked potatoes, omelettes and fruit as alternatives. An alternative packed lunch or cold tea is also provided. A breakfast service is also provided on a ‘pay as you go basis’ or as an alternative to lunch. Residents must choose options by 10:00 on the day of service. The restaurant service is open to guests of tenants and staff of West Kent Housing Association.

For further details of this Lot please refer to the PQQ.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The total value of the services to be carried out under this Lot is estimated to be approximately 165,000 GBP per annum, giving a total value of approximately 1,650,000 GBP over the potential 10 year term.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

White Oak Court, Swanley, opened in 1989 and provides accommodation in 52 flats (2 x 2 beds, 50 x 1 bed), currently housing 57 residents. A lunch service has been provided for residents on a ‘pay as you go’ basis since 1989. Lunch is booked a week in advance, served 12.00 noon. A breakfast service is also on offer on a ‘pay as you go basis’ and additional catering provided as required. Under the new contract, this service will continue for all existing residents, however all existing and new residents will have the option to take the lunch service as a condition of tenancy for 312 days a year (44 weeks a year). Residents are not obligated to take either catering option and do not need to use the catering facilities at this scheme. The restaurant is open to other West Kent Emerald tenants and guests of any residents.

For further details of this Lot please refer to the PQQ.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The total value of the services to be carried out under this Lot is estimated to be approximately 74 000 GBP per annum, giving a total value of approximately 740 000 GBP over the potential 10 year term.

4)

Indication about different contract dates

5)

Additional Information about lots