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TENDER REF: BMDC/12289/2009-HALAL MEAT & POULTRY

Invitation to Tender Part A

This Part to be Retained

Supply & Delivery of

Halal Meat & Poultry

December 2009

Tender Reference:

BMDC/12289

Closing Date: 2.00pm Wednesday 20th January 2010

Issued by:Julie Holmes Purchasing Manager Facilities ManagementCatering ServicesLaisterdyke Offices Beswick CloseBradfordBD3 8HW

PART A - TENDER INFORMATION 1


TABLE OF CONTENTS PAGE NO.

INSTRUCTIONS AND CONDITIONS FOR TENDERERS 3

STANDARD TERMS AND CONDITIONS OF CONTRACT FOR THE SUPPLY OF GOODS 3

BACKGROUND INFORMATION 3

INTRODUCTION TO FACILITIES MANAGEMENT CATERING & OFFICE SERVICES 3

NATURE OF FRAMEWORK 3

FACILITIES MANAGEMENT CATERING GENERAL SUPPLY SPECIFICATION 3

SPECIAL TERMS & CONDITIONS FOR THE SUPPLY OF FOOD PRODUCTS 3

SPECIFICATION FOR THE SUPPLY OF HALAL MEAT & POULTRY 3

FACILITIES MANAGEMENT HALAL FOOD POLICY 3

STANDARDS FOR HALAL FOOD PROVISION 3

SPECIFICATION FOR HALAL PRODUCE 3

HALAL SUPPLY CHAIN REQUIREMENTS 3

DETAILED SPECIFICATION FOR THE SUPPLY OF HALAL MEAT & POULTRY 3

SPECIFICATION FOR THE SUPPLY OF FRESH/FROZEN HALAL LAMB 3

SPECIFICATION FOR THE SUPPLY OF FRESH/FROZEN HALAL POULTRY 3

OTHER ALTERNATIVE HALAL PRODUCTS 3

SPECIFICATION FOR THE SUPPLY OF HALAL BURGERS 3

PRODUCT DETAILS FOR THE SUPPLY OF FRESH/FROZEN HALAL MEAT & POULTRY 3

TIMETABLE 3

AWARD CRITERIA 3

DECLINING TO TENDER 3

APPENDIX A - FOOD HYGIENE 3

APPENDIX B - PROHIBITED FOOD ADDITIVES & INGREDIENTS 3

APPENDIX C - LOT DETAILS 3

APPENDIX D - MONTHLY MANAGEMENT INFORMATION 3



INSTRUCTIONS AND CONDITIONS FOR TENDERERS

Contact Officer Details:Name: Julie HolmesTel No: 01274 431413

Email: [email protected]: 01274 656077

Confidentiality

Tenderers shall treat the Tender documents as private and confidential and restrict their circulation on a ‘need to know’ basis. Tenderers shall not disclose their Tender in whole or in part to any third party prior to either the award of the Contract by the City of Bradford Metropolitan District Council (CBMDC) or on receipt of notification that the Tender has not been accepted, as the case may be.

Decline or Inability to Return

If for any reason the Tenderer is unable to submit a Tender or wishes to decline to Tender, please inform the above named officer.

Tender Queries

All queries regarding this Invitation to Tender, should be directed to the above named officer in writing by fax or by e-mail.

If relevant, answers to queries will be circulated to all Tenderers.

Completion of the Questionnaire

Please fully complete Tender Part B and Tender Part C in black ink or typeface providing all the necessary supplementary information. Organisations must complete all appropriate sections of the tender, and supply any additional information as required. Where a section is not applicable this should be clearly stated by inserting ‘NONE’ or ‘NOT APPLICABLE’ clearly in the appropriate place. Please expand boxes as required and wherever you enclose a separate sheet, please clearly mark on the top right hand corner:

the number of the question to which it relates; and the name of the organisation

Please indicate under the relevant question that it has been answered and that documents are enclosed.

Please complete the tender in English or send with your response an English translation and a certificate from an independent translator attesting the authenticity of the translation.



CBMDC is seeking concise and relevant information from suitably experienced and capable interested parties.

Please ensure there is no incomplete information, inappropriate references, unsubstantiated statements or information presented in a manner not reasonably obvious to the assessors. It is the organisations responsibility to provide all the answers and information requested in a clear, concise and logical manner and at the appropriate points within the document. Cross-referencing and reliance on enclosures (other than where specifically requested) should be avoided.

In particular please do not:

include any promotional literature or cross-reference to any web-based material; provide any information other than that requested as CBMDC will not consider it as

part of the assessment process; make any alterations to the form or the questions asked; and use loose-leaf ring binders. If you are submitting a hard copy response, submissions

should be double-sided and plastic comb-bound. The cover should be the first, fully completed page of Tender Part B (protected by a clear plastic sheet)

Since the principle of equal treatment will have been adhered to, it is the responsibility of the organisation to ensure that their responses are unambiguous and complete and to seek clarification if necessary of CBMDC’s requirements.

Please note that if any of the information supplied in the tender changes at any point before the award of the contract, the organisation is required to notify CBMDC accordingly.

Return of Tenders

All tender responses will be formally logged upon receipt and any tender response that is received at the designated point after the tender receipt deadline shall be rejected and therefore not considered for award of the contract even if it is evident from the post mark on the envelope or from the delivery documentation that the tender could have been received by the due date and time.

It is the tenderer’s responsibility to ensure that their Tender is received by the CBMDC before the appointed date and time below. Late tenders, for whatever reason, will not be accepted.

The closing time and date for tenders and any other documents which are to be submitted to CBMDC are: 14.00 HRS ON WEDNESDAY 13TH JANUARY 2010

Tenders must be submitted using one of the following methods:

THE PREFERRED METHOD:

Electronically - using the official Supplier and Contract Management System (“SCMS”). The web address to access the system is http://scms.alito.co.uk.


http://scms.alito.co.uk/


To access this contract and to be able to submit your response, you must first register your organisation with the system (unless you have done this previously). Please ensure when doing this that you add “Bradford Metropolitan District Council” onto the list of councils you wish to offer goods and services to. This is done in the “Company Profile” section of the system, in the “Councils” tab.

Then you can find this contract on the Bulletin Board, using the following search criteria:

Contract ID: BMDC/12289 Current / Awarded: Current Display Tenders: All Council: Bradford Metropolitan District Matching Categories: All

The SCMS system is a very secure site and is simple to use. However, if this is the first time you will be using the system for submitting documents please refer to the online user guide, available under the “Help” tab and spend some time familiarising yourself with the system and how it works. You are able to submit documents from the day they are issued, therefore it may be worthwhile submitting those that you do not need to do any further work on (i.e. accounts or insurance schedules) as soon as possible so you can practice the process straight away. On the closing date itself if you still have documents to submit it is recommended that you start submitting them at least three hours before the closing time in case of any problems.

There is a dedicated helpdesk to support users of the system, and this includes providing step by step instructions via the telephone as to how to use the system and more importantly submit your documents, the contact details are:

Telephone: +44 (0) 113 247 4001Email: [email protected].

All submitted documents should be named: ‘company name’ – ‘title of document’ (e.g. Joe Bloggs Suppliers Ltd – Financial Accounts 2006 - 2007). Please ensure that all documents are saved in a format that is compatible with MS Office 2003 (this is essential where Vista OS is used) or submitted in PDF format. Extremely large files or submissions may be Zipped for ease of uploading.

A limit of 10Mb per Tender submission applies when lodging a soft copy expression of interest via SCMS. Tenderers will be unable to lodge an electronic submission where the combined file size exceeds 10Mb. Please note, however, that Tenderers may repeat the lodgement process as many times as is necessary to submit all the appropriate documents so long as the combined file size per lodgement does not exceed the stated 10Mb limit.

ALTERNATIVE METHOD TO BE USED

Whilst CBMDC’s preferred method is electronic submission organisations can make a submission by post in suitable packaging, which shall be securely sealed with the official


mailto:[email protected]


tender return label (found on the last page of tender part B) affixed to the package/envelope. Failure to attach this label will invalidate your tender.

Hard copy tenders must be signed where indicated, only by persons authorised to do so on the Tenderer’s behalf. Signatures are not required when submitting an electronic copy; however, it would be helpful if you could print the Tenderers name in the signature area– the winning tender will be signed at a later date.

Electronic tender submissions are only acceptable via the SCMS website – EMAIL SUBMISSIONS are not acceptable under any circumstances and will be deleted on receipt without being opened.

Tenders must be submitted in accordance with these instructions. Tenders not in accordance with these instructions will be rejected.

Tenderers must retain a copy of their Tender for their own information.

Tenders are submitted on the basis that the CBMDC's authorised representatives may after tender opening, discuss verbally or in writing with the tenderer details of the tender submitted without in any way committing CBMDC to accept the tender.

CBMDC is not bound to accept the lowest or any Tender.

Amendments to Tenders prior to the due date

Should tenderers discover any discrepancies within the Invitation to Tender documents tenderers should contact the above named officer.

At any time after the issue of the Invitation to Tender and before the deadline for the return of Tenders, CBMDC reserves the right to issue Tender Amendments detailing any changes to the Tender documents or tender process. Tenderers must take these changes into account in the preparation of their Tender submission.

Tenderers are not permitted to make alterations to any of the Invitation to Tender documents.

Tender Period

Tenders shall remain open for acceptance for not less than ninety (90) days from the submission date as stated above. Tenders may be accepted at any time during such period.

Sufficiency and Accuracy of Tender

Tenderers will be deemed to have examined all the documents enclosed and by their own independent observations and enquiries, and will be held to have fully informed themselves as to the nature and extent of the requirements of this proposed contract.

Tenderers are cautioned to check the accuracy of their Tender prior to submission. CBMDC reserves the right to disqualify incomplete Tenders.



Tenderers shall familiarise themselves with all regulations, byelaws, and all other factors which may affect their Tender.

Right to Terminate/Disqualify/Reject etc

Organisations should note that CBMDC reserves the right to terminate any ensuing contract with them at any time if it is discovered that they have made any false statement or material misrepresentation in this or any subsequent document.

Organisations should note that the information given at this stage might be subject to verification later in the procurement process. If any error, omission, false statement or misrepresentation is discovered, CBMDC reserves the right to disqualify the organisations from selection, without regard to what stage the process has reached when the error, omission, false statement or misrepresentation is discovered.

CBMDC reserves the right to reject any organisation that fails to comply fully with the requirements of the selection process set out in this document or which is guilty of a serious misrepresentation in supplying any information requested.

The organisation may be required to clarify answers to the Questionnaire or to supply additional information if considered appropriate.

CBMDC reserves the right to require some or all of the organisations to clarify their submissions in writing. Any such request shall be made in writing to the organisation. CBMDC reserves the right to amend the terms and conditions of the tender process and/or postpone, suspend or abort this procurement at any time.

Variants

Tenderers should submit on a separate sheet with their tender submission any variants on the Specification or Scope, Terms and Conditions of Contract or any alternative proposals.

Tenderers proposing variants must, as a minimum, complete this tender document on the basis stipulated.

Incurred Expenses

All organisations are solely responsible for their costs and expenses incurred in connection with the preparation and submission of this tender and any future stages of the procurement process. Under no circumstances will CBMDC, or any of its advisers, be responsible for, or pay for any losses or expenses which may be incurred by the Tenderer in the preparation and submission of their Tender, including the attendance at any Pre or Post Tender Meetings, site visits or negotiations.

CBMDC will not accept claims for additional costs incurred by the tenderer for materials or work not allowed for in the final tender price which should have been established by proper inspection of the tender documents prior to tendering.



Appointment of Third Parties

It is the responsibility of Tenderers to provide potential third parties appointed to assist with the contract, with all the technical and commercial information necessary to allow those potential third parties to quote to the Tenderers. CBMDC will not respond to any direct approach from such potential third parties for details about a particular Invitation to Tender.

Tenderers must declare the share of any contract they intend to sub-contract and list the proposed third parties in their tender submission.

Pricing

Tenderers should complete the enclosed Form of Tender in Tender Part B and pricing schedule in Tender Part C.

CBMDC’s standard payment terms are 30 days from invoice receipt. If tenderers are able to offer a discount for different payments terms, please detail in the space provided on the appropriate enclosed Schedule.

The currency in which all prices and rates must be tendered and in which payments under the Contract will be made, shall be Pounds Sterling. All prices quoted should be exclusive of VAT.

Ethics

Contractors should be aware that CBMDC officers are not permitted to:

Have contact with Tenderers outside of formal meetings or business arrangements, including any social contact. Formal meetings with Tenderers will be attended by at least two officers of CBMDC and will be minuted.

Accept hospitality from Tenderers.

Provide support to Tenderers in the preparation of bid documents, presentations or similar, other than the clarification of issues through a formal process.



STANDARD TERMS AND CONDITIONS OF CONTRACT FOR THE SUPPLY OF GOODS

TABLE OF CONTENTS NO. CLAUSE HEADING PAGE NO.



1. DEFINITIONS AND INTERPRETATION 3

2. ENTIRETY 3

3. GENERAL 3

4. WAIVERS 3

5. CONTRACT VARIATIONS 3

6. SUPPLIER’S PERFORMANCE 3

7. ORDERS 3

8. DELIVERY 3

9. PACKAGING, MARKING AND CARRIAGE OF GOODS 3

10. INSPECTION AND REJECTION 3

11. REPLACEMENT AND REPAIR 3

12. GOVERNING LAW AND LANGUAGE 3

13. PUBLICITY 3

14. CONFIDENTIALITY 3

15. TERMS OF PAYMENT 3

16. PRICING 3

17. PROPERTY AND RISK 3

18. WARRANTIES 3

19. ASSIGNMENT AND SUB-CONTRACTING 3

20. EQUAL OPPORTUNITIES 3

21. NOTICES 3

22. INDEMNITY AND INSURANCE 3

23. HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION 3

24. THIRD PARTY RIGHTS 3

25. DISPUTES 3

26. FORCE MAJEURE 3

27. TERMINATION AND SUSPENSION 3

28. REVIEW MEETINGS AND MANAGEMENT INFORMATION 3

29. RIGHT OF AUDIT 3

30. FREEDOM OF INFORMATION ACT 3

1. DEFINITIONS AND INTERPRETATION(a) For the purposes of this Agreement except where expressly stated to the contrary, the

following words shall have the following meaning:



Best Value means a duty placed upon the Council in respect of the Local Government Act 1999 Best Value provision of its services to the community.

Council means City of Bradford Metropolitan District Council.

Contract means the documents described as forming the Contract in the Council’s written notification to the Supplier of the award of Contract.

Goods means the items detailed in the Specification or any modification or additional items thereof as may from time to time be agreed in writing between the Council and the Supplier.

Parties means the Council and the Supplier.

Price means all sums payable to the Supplier for the supply of the Goods.

Order means the Council’s official numbered purchase order(s) together with all the documents attached or referred to therein and any amendment thereto by means of an order amendment.

Order Amendment means the Council’s official numbered amendment to the Order.

Specification means the Specification of the Goods to be supplied in accordance with the Contract and any modifications and additions thereof as may from time to time be agreed in writing between the Council and the Supplier.

Supplier means the person, firm or company awarded the Contract by the Council and includes the Supplier’s legal personal representatives, successors and permitted assignees. Where the Supplier is an individual or a partnership the expression shall include the personal representatives of that individual or of the partners.

Working day means Monday to Friday 8.30 a.m. to 5.00 p.m. excluding public holidays.

(b) Unless the context otherwise requires it, reference to any enactment, order, regulation or other similar instrument shall be construed as a reference to the enactment, order, regulation or instrument as amended or re-enacted by any subsequent enactment, order, regulation or instrument.

(c) The headings to clauses in this Contract are for the purposes of information and identification only and shall not be construed as forming part of this Contract.

(d) Words imparting the singular only also include plural and vice versa where the context so requires.

2. ENTIRETY(a) This Contract comprises the entire agreement between the parties to the exclusion of

all other terms and conditions and prior or collateral agreements, negotiations,



notices of intention and representations and the parties agree that they have not been induced to enter into the Contract on the basis of any representation.

(b) The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth in the Contract.

3. GENERAL(a) If any of these terms and conditions of this Contract is held by any competent authority

to be invalid, illegal or unenforceable in whole or in part, the validity, legality or enforceability of any of the other terms and conditions of this Contract shall not be affected.

(b) Canvassing of members of the Council is prohibited.

(c) For the purposes of this Contract the Supplier shall be considered to be carrying out a function of a public body and shall therefore comply fully with the provisions of Section 6 of the Human Rights Act 1998 and Section 71 of the Race Relations Act 1976 (as amended) and the Freedom of Information Act 2000. Failure to comply with this condition shall be considered to be breach of the Contract.

(d) The Supplier or any person employed by the Supplier or acting on behalf of the Supplier whether or not to the Supplier’s knowledge, shall not, in connection with this Contract, knowingly:

(i) give, provide or offer to the Council’s staff or agents or any other person any loan, fee, reward, gift or advantage whatsoever as an inducement or reward for taking or not taking any action in relation to the Contract or any other contract with the Council; or

(ii) act in any capacity where a conflict of interest between the Council’s staff or agents or any other person and the Council shall thereby exist.

(e) The Supplier agrees to take appropriate steps to inform himself sufficiently on the principles of Best Value and to provide the Goods in accordance with such principles.

4. WAIVERS(a) No failure or delay by either party in exercising any of its rights under the Contract

shall be deemed to be a waiver of that right.

(b) No waiver by the Council of any breach of the Contract by the Supplier shall be considered as a waiver of any subsequent breach of the same or any other provision.

(c) No waiver by either party of any provision of this Contract shall be binding unless made expressly and expressly confirmed in writing by the Authorised Officer of the Council and the Supplier’s Representative. Further, any such waiver shall relate only to such matter, non-compliance or breach as it expressly relates to and shall not apply to any subsequent or other matter, non-compliance or breach.

5. CONTRACT VARIATIONSNo amendment or variation of any of the terms and conditions of this Contract shall be binding upon the Parties unless agreed in writing by the Council.

6. SUPPLIER’S PERFORMANCE



(a) The Supplier shall have informed himself fully and studied carefully the Specification documents and all other data relating to and necessary for the performance of the Contract and shall have obtained for himself a full understanding and knowledge of the nature and scope of the Contract and of the prevailing conditions relevant thereto, under which the Contract will operate.

(b) The Supplier shall, with all reasonable skill, care and diligence, provide the Goods in accordance with the Contract, any applicable regulations, and to the satisfaction of the Council. In the event of apparent conflict between the terms of this Contract and any applicable regulations, the matter shall be referred to the Council for its decision.

(c) Throughout the duration of the Contract the Supplier shall ensure that the Goods shall comply with the specification detailed in the Contract and the appropriate British or equivalent European or international standards relevant to the Goods.

(d) The Supplier shall comply with all applicable regulations or other legal requirements concerning the manufacture, packaging, packing and delivery of the Goods.

(e) The Supplier shall satisfy itself that the information, including documentation, provided by the Council is adequate and will not prejudice the performance of any of the Supplier’s obligations under the Contract. The Supplier shall inform the Council immediately of any inadequacy whereupon the Council shall make good the inadequacy to the reasonable satisfaction of the Supplier.

(f) The Supplier will at all times:

(i) Work diligently to protect and promote the Council’s interests.

(ii) In all matters act loyally and faithfully to the Council.

(iii) Not describe itself as an agent or representative of the Council except as expressly authorised by this Contract.

(g) Without prejudice to the rights of the Council under the Contract or at law the Supplier shall guarantee the Goods against the Supplier’s faulty design, workmanship or materials arising or becoming apparent within a period of 12 months from the date when the Goods have been put into operational use either following delivery or following the repair, modification or replacement of the Goods or any part thereof.

7. ORDERS(a) The Council shall raise an official purchase order (or orders) for purchases of all

Goods supplied in accordance with this Contract.

(b) Any Order is not effective until it has been received by the Supplier. Where the Supplier receives an order sent after 5.00 p.m. then the Supplier may treat the Order as though it had been received on the next working day.

(c) The Council may add to or deduct from, or in any other way amend the Order by issuing an Order Amendment to the Supplier, which shall include details agreed between the parties of any amendments to the quantity, production, schedule, delivery date or dates or such other details as are appropriate.



(d) The Council uses an electronic purchasing system and wherever possible requires suppliers to receive purchase orders electronically, submit invoices by email and receive payment by BACS. If the supplier does not have the capacity to trade electronically then he agrees to take all necessary steps such that he will be in a position to implement the new arrangements within a time period agreed between the Council and the supplier.

8. DELIVERY(a) The Supplier acknowledges the importance to the Council of receiving the Goods by

the delivery date or dates agreed and undertakes to take all steps necessary to achieve this.

(b) The Goods shall be delivered to the delivery address stated on the Order within seven (7) working days of the Supplier receiving the order or within an alternative period of time agreed between the Supplier and the Council at the time of placing the Order. Where the time of delivery has been agreed in writing then time for delivery shall be of the essence.

(c) Where a number of orders shall be raised over the Contract Period, failure by the Supplier to deliver the Goods or any part of them within the time agreed shall entitle the Council to cancel the Order and purchase other Goods of the same or similar description to make good such default. The Council shall be entitled to recover from the Supplier the amount by which the cost of purchasing other goods from an alternative source exceeds the amount that would have been payable to the Supplier in respect of the Goods, provided that the Council uses all reasonable endeavours to mitigate its losses in this respect.

(d) Delivery shall be deemed to have been made on receipt of the Goods at the delivery address in accordance with the Contract and Order. Delivery of Goods to a carrier for the purpose of transmission to the Council shall not constitute a delivery of the Goods to the Council.

9. PACKAGING, MARKING AND CARRIAGE OF GOODS(a) The Supplier shall ensure that the Goods are packaged in trade packages of a type

normally used by the Supplier for commercial deliveries of the same or similar Goods either in retail or in bulk quantities within the United Kingdom and shall in any event ensure that the Goods are packaged and carried so as to reach the delivery location undamaged and in good condition.

(b) Unless otherwise stated in the Contract, the costs of all packaging and carriage shall be included in the Contract and Order price.

(c) The Supplier shall wherever possible use packaging for the Goods which is biodegradable and/or recyclable and therefore having a minimum impact on the environment. At the Council’s request, the Supplier shall collect from the Council without charge any substantial packaging, suitable for reuse.

(d) In addition to any other documentation specified in the Contract, the Supplier shall send to the address shown on the Order in respect of each consignment or as agreed with the Council a consignment note giving details of the Order number,



description, code and/or batch number (where applicable), the quantity of goods, the consignee, the expiry date of the Goods (where applicable) and clear instructions regarding handling, storage and use and shall show separately any additional charge for containers and /or any other item not included in the Contract price or, where no charge is made.

(e) The Supplier shall ensure that the Goods are marked in accordance with the provisions of the Contract and any Order and all Goods that customarily bear any mark, label, trademark or other distinguishing marks or marks indicating place of origin, inspection by any government or other body or standard of quality must be delivered with all the said marks, label, trademark or other distinguishing marks intact.

10. INSPECTION AND REJECTION(a) The Goods shall be inspected by the Council within 14 days after delivery and may

be rejected if found to be defective or inferior in quality to or differing in form or material from the requirements of the Contract, or if they do not comply with any term, whether expressed or implied, of the Contract. The Goods shall be deemed to have been accepted by the Council only when the Council is satisfied that the Goods are in accordance with the Contract and Order.

(b) The Council shall notify the Supplier of:

(i) the discovery of any defect, within a reasonable time of its discovery and shall give the Supplier all reasonable opportunities to investigate such defect;

(ii) any shortage or damage caused in transit and found on delivery within a reasonable time of its discovery.

(c) The whole of any consignment may be rejected if a reasonable sample of the Goods taken indiscriminately from that consignment is found not to conform in every material respect to the requirements of the Contract.

(d) The Council’s right of rejection shall continue irrespective of whether the Council has in law accepted the Goods. In particular, taking delivery, inspection, use or payment by the Council of the Goods or part of them shall not constitute acceptance, waiver or approval and shall be without prejudice to any right or remedy that the Council may have against the Supplier, provided that the right of rejection shall cease within a reasonable time from the date on which the Council discovers or might reasonably be expected to discover the latent defect or other relevant breach of the Contract.

(e) Goods so rejected after delivery shall be removed by the Supplier at its own expense within 7 days from the date of notification of rejection. If the Supplier fails to remove them within such period the Council may return the rejected goods to the Supplier at the Supplier’s risk and expense.

11. REPLACEMENT AND REPAIR(a) Without prejudice to the Council’s rights under the Contract and any Orders, the

Supplier shall at the Council’s option repair or replace any defective Goods at its own expense and to the satisfaction of the Council for a reasonable period of time dependent on the nature of the Goods from the date when the Goods have been



put into operational use either following delivery or following the repair, modification or replacement of the Goods or any part thereof.

(b) In addition to the remedies under clause 11 of these terms and conditions and without prejudice to any of its other rights, the Council shall have the right to recover from the Supplier all costs and expenses arising from the defective Goods including, but not limited to those of: -

(i) removing the Goods;

(ii) carriage and storage of the Goods;

(iii) testing the Goods; and

(iv) reinstalling and recommissioning the Goods, if appropriate.

12. GOVERNING LAW AND LANGUAGE(a) The Contract shall be governed by and construed in accordance with English Law.

In respect of any dispute under or arising out of the Contract, the Council and the Supplier thereby agree to submit to the jurisdiction of the English Courts.

(b) All written and oral communications, all documents and the labelling and marking of all packages in relation to this Contract shall be in the English language.

(c) Both parties shall in all matters relating to the performance of the Contract comply with all relevant statutes, rules, regulations and bye laws.

13. PUBLICITY(a) The Supplier shall obtain written approval from the Council prior to taking

photographs or making publicity releases or announcements (including advertisements) regarding either the Contract or the activities of the Supplier relating to its participation in the Contract. Such approval shall not be unreasonably withheld.

(b) The Supplier shall take all reasonable steps to ensure the observance of the provisions of Clause 13(a) by all servants, employees, agents, consultants and sub-contractors.

14. CONFIDENTIALITY(a)The Supplier shall keep confidential all information connected with the Council or

which comes to the Supplier’s knowledge under or as a result of the Contract and shall not disclose it to any third party or use it other than for performance of the Contract except:

(i) with the prior written agreement of the Council; or

(ii) by requirement of law.

(b) All information which has been supplied to the Supplier by the Council is for the purposes of this Contract and for no other reason. The Supplier shall destroy all such information, or return all such information, at the termination of the Contract.

(c) Both parties warrant that they will duly observe all their obligations under the Data Protection Act 1998 which arise in connection with this Contract. The Supplier must protect personal data in accordance with the provisions and principles of the



Data Protection Act 1998 and must ensure the reliability of its staff who have access to the data.

(d) The Supplier shall indemnify the Council against any claims for loss or damage or otherwise brought against the Council in relation to a breach of the Data Protection Act 1998 caused as a result of the misuse by the Supplier whether negligently or otherwise of information obtained under this Contract.

15. TERMS OF PAYMENT(a) The Supplier shall submit to the Council a detailed invoice or invoices on or at any

time after the delivery of the Goods ordered and each invoice shall quote the Council’s official purchase Order number, items ordered and all other information required to support the invoice(s), including any agreed discounts.

(b) Unless otherwise specified in the Contract or agreed between the Parties, the Council shall pay the price of the Goods within thirty (30) days from receipt by the Council of a proper invoice in respect of the Goods delivered, or if later, after the acceptance of the Goods in question by the Council. Payment shall not operate as a waiver of any of the Council’s rights under the Contract.

(c) The Council shall, unless otherwise specified in the Contract, make payment in Pounds Sterling.

(d) The Council may set off part or all of the payments due to the Supplier under the Contract against amounts due from the Supplier to the Council under the Contract.

16. PRICING(a) The price of the Goods shall be as stated in the Contract and Order (or orders) and

unless otherwise so stated, shall be:

(i) Exclusive of any applicable value added tax (which shall be payable by the Council subject to receipt of a VAT invoice) or other sales tax which will be applied in accordance with the law; and

(ii) Inclusive of all charges for packaging, packing, shipping, carriage, insurance and delivery of Goods to the delivery address and any duties or levies other than VAT.

(b) The price of the Goods shall include all royalties, licence fees or similar expenses in respect of making, use or exercise by the Supplier of any invention or design for the purposes of performing the Contract.

(c) The benefit of any special discounts or promotional offers occurring at any time during the Contract shall be immediately passed to the Council by the Supplier.

(d) The Council shall be entitled to any discount for prompt payment, bulk purchase or volume of purchase customarily granted by the Supplier. Such discounts shall be clearly identified on the Supplier’s invoice.

17. PROPERTY AND RISK(a) Without prejudice to the rights and obligations of the parties under the Contract, the

property in the Goods or any part thereof shall pass to the Council on delivery to



the Council or on payment by the Council, whichever is earlier. The risk, including the risk of deterioration in the Goods arising during transit, shall not pass to the Council until the Goods have been delivered to the Council and accepted in accordance with the Contract.

(b) Unless otherwise agreed in writing, all patterns, drawings, designs, other documents, equipment or materials supplied by the Council in connection with the Contract shall be and remain the property of the Council.

18. WARRANTIES(a) For the duration of the Contract the Supplier warrants that in the supply, delivery

or unloading of the Goods and in regard to all documents prepared by the Supplier and all information provided by the Supplier it has exercised and will continue to exercise all the reasonable skill care and diligence. No enquiry, inspection, approval, sanction, comment, consent or decision at any time made or given by or on behalf of the Council or any other party in relation in any such document or information and no failure of the Council or any other party to discern any defect in or omission from any such document or information shall operate to exclude or limit the obligation of the Supplier to exercise all the skill, care and diligence required by this Contract.

(b) The Supplier further warrants that it has read and fully understood the Specification and that the Supplier is capable of supplying the Goods and has all necessary staff, equipment and experience for this purpose.

(c) The Supplier warrants to the Council that the goods:

(i) will be satisfactory quality (within the meaning of the Sale of Goods Act 1979, as amended) and fit for any purpose held by the Supplier or made known to the Supplier in writing by the Council at the time the order is placed;

(ii) will be free from defects in design, material and workmanship;

(iii) will correspond with any relevant specification or sample;

(iv) will comply with all statutory requirements and regulations relating to the sale of goods;

(v) will be free from any defect in title.

19. ASSIGNMENT AND SUB-CONTRACTING(a) The Supplier shall not assign, transfer, delegate or otherwise the Contract in whole

or in part or any benefits and obligations arising from the Contract, without prior written consent from the Council.

(b) In the event of any change or transfer of the management and control of any parts of the Council relevant to the performance of this Contract, to some other party or successor body having the legal capacity, power and authority to become a party to and to perform the obligations under this Contract, the Council shall be at liberty to assign, transfer, delegate or otherwise, the Contract in whole or in part or any benefits and obligations arising from the Contract.

(c) The Supplier shall not sub-contract the whole or in any part of any Order without the prior written consent of the Council. If such consent is given it shall not relieve the Supplier from any liability or obligation under the Contract and the Supplier shall be



responsible for the acts, omissions, defaults or negligence of any sub-contractor and its agents as fully as if they were the acts, omissions, defaults or negligence of the Supplier.

(d) If consent is granted by the Council under Clause 19(b) the Supplier shall ensure that all rights, duties and obligations that the Supplier has under the Contract shall be included in any contract that the Supplier has with any Sub-contractor.

(e) The Supplier acknowledges and agrees that by way of illustration only and without restriction or fettering the Council’s right to withhold its consent where the sub-contracting of the production or supply of the Goods would be contrary to law or contrary to public or government policy or contrary to public morality and decency or which is not in the national interest.

(f) Any appointment made by the Supplier pursuant to clause 19, shall be at no extra cost to the Council.

20. EQUAL OPPORTUNITIESThe Supplier shall perform this Contract in accordance with its statutory duties and obligations in relation to equal opportunities.

21. NOTICES(a) All notices shall be given in writing and be delivered by hand or sent by First Class

Post to the address of the relevant party as stated herein or to any subsequently notified address. Any notice sent by post shall be deemed to have been served four (4) days after posting.

(b) If the address of either relevant party changes then the party whose details have changed shall inform the other party in writing and any notice shall be delivered to that new address.

22. INDEMNITY AND INSURANCE(a) The Supplier shall be liable for and shall indemnify the Council from all losses, costs,

damages and expenses of every kind arising out of any claim arising out of the Contract in respect of:-

(i) any injury, sickness, disease or death of any person; or loss of or damage to any property except insofar as such loss, costs, damages or expenses shall have been caused by or contributed to by the negligence of the Council;

(ii) any costs, damages and expenses of any kind arising out of any claim in respect of any infringement or alleged infringement of any patent, copyright or other intellectual property rights arising from the use, manufacture, supply or delivery of any process, article, matter or thing supplied under the Contract.

(b) Without prejudice to the Supplier’s obligations the Supplier shall take out and maintain insurance policies which shall include, but not be limited to, the following limits of indemnity for any one occurrence or series of occurrences arising out of any one event;



(i) Employers’ Liability Insurance for an amount of not less than £10 million;

(ii) Products Liability Insurance;

(iii) Public Liability Insurance for an amount not less than £5 million.

(c) All insurances shall be with a well-established insurance office or underwriter of repute. As and when required to do so by the Council the Supplier shall produce for inspection documentary evidence that the insurance so required is properly maintained.

(d) If for any period any such insurances are not available at reasonable commercial rates the Supplier shall forthwith inform the Council and shall obtain in respect of such period such reduced levels of insurance as is available and as agreed by the Council.

(e) The Supplier shall immediately upon receipt thereof notify each insurer or underwriter of the insurances referred to in clause 22(b) of any claim made against it under this agreement and shall not without the prior written consent of the Council settle, waiver or otherwise compromise any actual potential or anticipated claim it may from time to time have against each such insurer or underwriter.

23. HEALTH, SAFETY AND ENVIRONMENTAL PROTECTION(a) The Supplier shall:-

(i) in relation to all persons likely to be affected by the execution of this Contract and/or by use, handling or otherwise coming into contact with the Goods take all such steps as may be reasonably practicable to ensure their health and safety;

(ii) have a sustainable approach to waste management and not treat, keep or dispose of any waste produced and/or carried by the Supplier as a result of executing this Contract in a manner likely to cause harm to the health and safety of any person or to the environment and shall comply with every statutory duty which is relevant;

(iii) notify the Council of any health and safety hazards of which it is aware (having made all reasonable enquiries) and which may arise in connection with the performance of this Contract.

(iv) during the execution of the Contract, take such steps as are reasonably practicable to avoid (or, where avoidance is not possible, to minimise) harm to the environment.

(b) Nothing in this Clause 23 shall relieve the obligations of the Supplier to comply with its statutory duties.

24. THIRD PARTY RIGHTSNo third party shall have any rights under the Contracts (Rights of Third Parties) Act 1999 in connection with this Contract.

25. DISPUTES(a) If the parties have any disputes arising out of or relating to this Contract then the

parties shall make every effort to settle those disputes between themselves.



(b) If the parties are unable to agree then any disputes shall after notice by either party to the other, be referred to the single arbitrator mutually agreed between the parties within 14 days of written notice of intention to refer or nominated on the application of either party by the President for the time being of the Chartered Institute of Arbitrators upon application of either party.

26. FORCE MAJEURE(a) For the purposes of the Contract the term Force Majeure shall mean any cause

affecting performance by a party of its obligations arising from:

(i) war and other hostilities (whether war be declared or not), invasion, act of foreign enemies, mobilisation, acts of terrorism, requisition or embargo;

(ii) rebellion, revolution, insurrection, military or usurped power or civil war;

(iii) riot, commotion or disorder except where solely restricted to employees of the Supplier or any third parties employed to assist with the Contract;

(iv) earthquake, flood, fire or other natural physical disasters except to the extent that any such disaster is caused by, or its effects contributed to by, the party claiming Force Majeure;

(v) official strike or similar official industrial dispute not limited to the employees of the Supplier or the employees of any third parties employed to assist with the Contract. Except as specifically detailed above, shortage of labour, materials or other resources shall not constitute Force Majeure unless caused by circumstances which are themselves Force Majeure;

(b) If either party considers that any circumstances of Force Majeure has occurred which may affect materially the performance of its obligations then he shall forthwith notify the other in writing to that effect giving full details of the circumstances giving rise to the Force Majeure event and shall use all reasonable endeavours to prevent, avoid, overcome or mitigate the effects of such occurrence.

(c) Each party shall be liable for and shall bear all its own costs, expenses, losses and charges suffered and incurred as a result of an occurrence of Force Majeure.

(d) If Force Majeure causes a delay in the performance of the Contract or an Order, then the Supplier may apply to the Council for an extension to the delivery date or dates.

(e) If the performance of the obligations of either party under the Contract is so prevented by circumstances of Force Majeure and shall continue to be so prevented for a period less than thirty (30) days then during that period the Contract shall be considered as suspended. Upon ending of the Force Majeure event the contractual obligations of the parties shall be reinstated with such reasonable modifications to take account of the consequences of the Force Majeure event as may be agreed between the parties.

(f) If the performance of the obligations of either party under the Contract is so prevented by circumstances of Force Majeure and shall continue to be so prevented for a period in excess of thirty (30) days then Council may by notice to the other party terminate any Order and/or the Contract upon the expiration period of not less than seven (7) days from receipt of such notice.

(g) It is expressly declared that the only events which shall afford relief from liability for failure or delay shall be any event qualifying for Force Majeure hereunder.

27. TERMINATION AND SUSPENSION



(a) The Council shall be entitled to cancel any individual Order (if appropriate) in respect of all or part of the Goods by giving notice to the Supplier at any time prior to delivery.

(b) The Council may terminate the whole or any part of this Contract by giving one month’s written notice to the Supplier and recover from the Supplier the amount of any loss resulting from such termination if:

(i) the Supplier is in breach of one of his obligations under this Contract and he fails to remedy it within a reasonable time; or

(ii) the Supplier (or any person employed by it or acting on its behalf whether with or without the knowledge of the Supplier) shall have offered or given or agreed to give to any person any gift or consideration of any kind as an inducement or reward for doing or forbearing to do, or having done or forborne to do, any action in relation to the obtaining or execution of the Contract or any other Contract with the Council or for showing or forbearing to show favour or disfavour to any person in relation to the Contract or any other Contract with the Council or if the Supplier shall commit or attempt to commit any offence under the Prevention of Corruption Acts 1889 to 1916 or shall give or attempt to give any fee or reward the receipt of which is an offence under Section 117 of the Local Government Act 1972; or

(iii) the Supplier, being an individual shall at any time become bankrupt or shall have a receiving order, administration order or interim order made against him, or shall make any composition or scheme of arrangement with or for the benefit of his creditors, or shall make any conveyance or assignment for the benefit of his creditors, or shall purport to do so, or any application shall be made for sequestration of his estate, or a trust deed shall be granted by him for the benefit of his creditors; or

(iv) the Supplier being a company shall pass a resolution, or the courts shall make an order that the Supplier shall be wound up (except for the purposes of amalgamation or reconstruction), or if an administrative receiver on behalf of a creditor shall be appointed, or if the courts shall make an administration order or if circumstances arise that entitle the courts to make a winding up order or administration order provided always that such termination shall not prejudice or affect any right of action or remedy that shall have accrued or shall accrue thereafter to the Council.

(c) Without prejudice to any other right or remedy, if the Supplier does not provide the Goods in accordance with the Contract the Council may:

(i) terminate the Contract; and/or

(ii) itself provide or procure the supply of Goods in any manner it so chooses provided always that if the cost to the Council of procuring such Goods exceeds the amount that would have been payable to the Supplier for delivering such Goods, such excess shall be paid by the Supplier to the Council in addition to any other sums payable by the Supplier to the Council in respect of the breach of Contract.

(d) The Supplier shall upon termination immediately deliver up to the Council all correspondence documents, specifications, papers and property belonging to the Council which may be in its possession or under its control.

(e) Upon termination the Council shall pay to the Supplier only those sums due for the Goods delivered prior to termination but not after.

28. REVIEW MEETINGS AND MANAGEMENT INFORMATION



(a) The Supplier shall submit management information reports to the Council on a monthly basis, unless otherwise agreed, covering the period since the date of the previous management information report.

(b) The content of such reports shall be agreed between the Council and the Supplier following the award of Contract.

(c) The Supplier and the Council shall meet on a quarterly basis, unless otherwise agreed, to review and discuss any issues relating to the performance of the Contract.

29. RIGHT OF AUDIT(a) Except where an audit is imposed on the Council by law or a regulatory body, the

Council, may, not more than [4 times in any contract year], conduct an audit for the following purposes:

(i) to verify the accuracy of charges (and proposed or actual variations to them in accordance with this Contract)

(ii) to review the Supplier's compliance with its obligations under the Contract (iii) to carry out the audit and certification of the Council’s accounts;(iv) to carry out an examination pursuant to Section 6(1) of the National Audit Act

1983 of the economy, efficiency and effectiveness with which the Council has used its resources;

(v) to verify the accuracy and completeness of any management information delivered or required by this Contract;

(vi) to inspect the slaughterhouse premises and environment (or any parts of them); and

(vii) to inspect the process for slaughtering to ensure compliance with the Contract and Specification.

(b) The Authority shall use its reasonable endeavours to ensure that the conduct of each audit does not unreasonably disrupt the Supplier or delay the provision of the supply and delivery of the Goods.

(c) Subject to the Authority's obligations of confidentiality, the Supplier shall on demand provide the Council (or the Bradford Council of Mosques or other partner organisation or its agents or representatives of the Council, on behalf of he Council) with all reasonable co-operation and assistance in relation to each audit, including:

(i) all information requested by the Council within the permitted scope of the audit;

(ii) reasonable access to any sites controlled by the Supplier and to any equipment used (whether exclusively or non-exclusively) in the supply and delivery of the Goods; and

(iii) access to Supplier personnel dealing with the supply and delivery of the Goods under the Contract.

(d) The Supplier shall implement all measurement and monitoring tools and procedures necessary to measure and report on the Supplier's supply and delivery of the Goods against the requirements of the Contracts at a level of detail sufficient to verify compliance with the Contract requirements and Specification.



(e) The Council shall endeavour to (but is not obliged to) provide at least [15] working days notice of its intention to conduct an audit.

(f) The parties agree that they shall bear their own respective costs and expenses incurred in respect of compliance with their obligations under this clause, unless the audit identifies a material default by the Supplier in which case the Supplier shall reimburse the Council for all the Council's reasonable costs incurred in the course of the audit:

(i) if an audit identifies that the Supplier has failed to perform its obligations under this Contract in any material manner, the parties shall agree and implement a remedial plan;

(ii) if the Supplier's failure relates to a failure to provide any information to the Council about the Prices for the Goods, proposed prices or the Supplier's costs, then the remedial plan shall include a requirement for the provision of all such information;

(iii) if the Council has overpaid any charges, the Supplier shall pay to the Council the amount overpaid within [20] working days. The Council may deduct the relevant amount from the charges if the Supplier fails to make this payment; and

(iv) the Authority has underpaid any Price, the Council shall pay to the Supplier the amount of the under-payment [less the cost of audit incurred by the Council if this was due to a default by the Supplier in relation to invoicing] within [20] working days.

(g) Due to the nature of the Goods supplied under this Contract the Supplier acknowledges and understands the importance of the audit rights available in this condition which are necessary for the for the Council to ensure the Supplier’s compliance with Contract and Specification.

30. FREEDOM OF INFORMATION ACT

(a) The Supplier acknowledges that

(i) any Confidential Information obtained from or relating to the Council, it servants or agents is the property of the Council, and

(ii) only such information as the Supplier has identified to the Council as confidential (either in this Contract of from time to time in writing) shall be treated as confidential for the purposes of this clause and that the Council shall not be held liable for any purported breach of this clause if it relates to information that has not been so identified by the Supplier.

(b) Both parties hereby warrant that:



(iii) any person employed or engaged by the parties (in connection with this Agreement in the course of such employment or engagement) shall only use Confidential Information for the purposes of this Agreement;

(iv) any person employed or engaged by either the Supplier or the Council (in connection with this Agreement in the course of such employment or engagement) shall not disclose any Confidential Information to any third party without the prior written consent of the other party;

(v) both parties shall take all necessary precautions to ensure that all Confidential Information is treated as confidential and not disclosed (save as aforesaid) or used other than for the purposes of this Agreement by their employees, servants, agents or Sub-contractors;

(vi) without prejudice to the generality of the foregoing neither party nor any person engaged by them whether as a servant or a consultant or otherwise shall use the Confidential Information for the solicitation of business from the other or by their servants or consultants or by any third party.

(c) The provisions of Clauses 30.a and 30.b shall not apply to any information which:

(vii) is or becomes public knowledge other than by breach of this Clause; or

(viii) is in the possession of the receiving party without restriction in relation to disclosure before the date of receipt from the disclosing party; or

(ix) is received from a third party who lawfully acquired it and who is under no obligation restricting its disclosure; or

(x) is independently developed without access to the confidential information;

(xi) is disclosed for the purpose of:

29.a.xi.1. the examination and certification of the Council’s or the Supplier’s accounts; or

29.a.xi.2. any examination pursuant to the Local Government Act 1999 of the economy, efficiency and effectiveness with which the Council has performed its functions.

29.a.xi.3. which is required to be disclosed by any law (including any order of a court of competent jurisdiction) (and including the Freedom of Information Act 2000, any Parliamentary obligation or the rules of any stock exchange or governmental or regulatory authority having the force of law

(d) Nothing in this Clause shall be deemed or construed to prevent the Council from disclosing any confidential information obtained from the Supplier to any consultant, Supplier or other person engaged by the Council in connection herewith, provided that the Council shall have obtained from the consultant, Supplier or other person a signed confidentiality undertaking on substantially the same terms as are contained in this Clause and the Council shall, on request by the Supplier, notify the Supplier of the identity of such consultant, Supplier or other person as soon as practicable.



(e) Nothing in this Agreement shall prevent the Supplier or the Council from using data processing techniques, ideas and know-how gained during the performance of this Agreement in the furtherance of its normal business, to the extent that this does not relate to a disclosure of confidential information or an infringement by the Council or the Supplier of any Intellectual Property Right.

(f) In relation to this Contract, the Supplier:

(i) shall comply with any reasonable request of the Council relating to the compliance by the Council with any of its responsibilities under the Freedom of Information Act 2000 including (but not limited to) assisting in making a response to a request for information under that Act, and

(ii) acknowledges that it may, from time to time, hold information in the manner defined in section 3(2) of that Act, and shall use its best endeavours to ensure that the Council is provided with all necessary assistance in complying with its legal obligations.

BACKGROUND INFORMATION



Bradford Metropolitan District Council is one of the largest local authorities in Britain. The Council offers many services, but it is anticipated that the main users of this contract will be: Facilities Management.

INTRODUCTION TO FACILITIES MANAGEMENT CATERING& OFFICE SERVICES

Facilities Management Catering & Office Services (FM) is the in-house Catering and Building Cleaning organisation for Bradford Metropolitan District Council.

The scope of catering activities falls broadly within four main areas:

School Catering Providing catering and hospitality services throughout the Bradford Metropolitan District Area to approximately 170 primary and 8 secondary schools, serving in excess of 37,500 lunchtime meals per day. School Catering Units are divided into two main types: -

1. Conventional KitchensConventional kitchens are by far the largest production method, and are traditional catering kitchens producing meals for their own school and for transportation to schools, which only have a canteen facility.

2. Primary Choice System The primary choice system is by far the most economical and effective method of production and is suited to the small to medium size primary school sector. This system uses frozen multi-portions of entrees and puddings produced within the Central Production Unit and is complemented by frozen manufacturers count lines and vegetables etc. The kitchens are specifically equipped for this style of production.

Central Production Unit This modern production kitchen produces cook-freeze meals for a variety of service types, and also complements other products. The unit also produces all of the frozen halal meal products used in schools throughout the district.

Staff, Civic, and Public CateringService to employees, elected members and clients of Bradford Council.

Residential & Day CentresProviding catering to 14 residential and day centres in the Bradford Metropolitan District Area.

NATURE OF FRAMEWORK

1. Strategy



1.1 Bradford Metropolitan District Council is seeking to appoint one preferred Contractor to provide the supply of Halal Meat & Poultry to its in-house school meals production unit as well as supply and distribution to a small number of schools and catering locations throughout the Bradford area.

1.2 The Contractor/s will deliver the services required across all Council Departments as detailed in Appendix C.

1.3 The Contract will be managed jointly between the purchaser and the provider. The Council’s intention is that the use of the Contract will be mandatory for all premises where FM operate.

2. Contract Value and Duration

2.1 Based on previous annual expenditure it is estimated that the Council spends approximately £210k per annum, however this volume cannot be guaranteed and because of the changing needs of the Council it should be used as guidance only.

2.2 The duration of the Contract will be for three years from the Contract Start Date with an option to extend the Contract for a further one (1) + one (1) years subject to satisfactory performance of the Contractor. It is envisaged that the Contract will commence from 1st March 2010 (“Contract Start Date”). Tenderers must be prepared and able to commence servicing the Contract from the Contract Start Date.

3. Tender Evaluation and Contract Award Criteria 3.1 All Tenders will be evaluated against pre-determined Award Criteria (as set

out on page 62). The award will be on the basis of the ‘most economically advantageous’ tender taking account of the following criteria (not shown in order of preference):

i) Price;ii) Operations;iii) Quality Management;iv) Food Hygiene;v) Halal Supply Chain Auditing; vi) Quality of Produce; and vii) Marketing & Curriculum.

3.2 Following a first stage evaluation, the Council may wish to invite short-listed Tenderers to give a short presentation on their proposals. Tenderers may be requested to attend an interview, as part of the evaluation process.



FACILITIES MANAGEMENT CATERINGGENERAL SUPPLY SPECIFICATION

1. Background

This Specification comprises of all activities associated with providing goods for FM as described in the Tender document.

1.1 Business Growth

FM are a service led organisation and have the possibility to increase their business base beyond the Bradford Metropolitan District Council to include schools in other areas. The successful supplier may be requested to support FM schools outside the Bradford area subject to the Councils future requirements at a later date. The successful supplier will be informed and discussions held, where appropriate, and resulting contractor variations implemented.

2. Scope of Service

2.1 The scope of activities that the Council requires the Contractor to provide includes, but is not limited to:

Providing a more cost effective service than currently in existence; Supply & Distribution of Halal Meat & Poultry Products to various

catering locations; Marketing merchandising; Sponsorship; Curriculum support; Continuous improvement; Business growth; and Evaluating the performance of the contract.

3. General Requirements

This Specification sets out the services that the Contractor is required to provide and the standards to be achieved throughout the entire duration of the Contract. The general requirements listed below will apply to all activities undertaken under this Contract, for the supply of the specified goods:

3.1 Value for Money - the Council requires that its operations activities demonstrate value for money.

3.2 Administration – the Contractor shall have in place robust administrative support and billing systems to aid the smooth running of this Contract. Details of such systems shall be provided in the tender schedule Part B (Operations).



3.3 Documentation – the Contractor shall provide any documentation required by the Council for the smooth running of the Contract, at no additional cost.

3.4 Standards and Supplier Evaluation – Where an appropriate British Standards Code of Practice issued by the British Standards Institution is current, all Goods and materials used for the supply of the Goods, and all workmanship shall be in accordance with that Standard or EC Equivalent, without prejudice to any higher standard required by the Contract.

4. Performance Management and Reporting

4.1 The Contractor shall ensure that agreed methods and appropriate systems are in place to monitor the performance of the Contract in all areas but with particular emphasis on: -

Service delivery. Quality control. Cost efficiencies. Response times to requests from FM. Number of delivery times when deadlines were not met. Level of sponsorship generated. Number of invoice and credit disputes handled and resolved. Number of non-conformances and complaints.

4.2 The Contractor shall:

be expected to make maximum use of electronic communication in its dealings with FM.

attend termly contract management meetings, to discuss performance; continually monitor the quality and accuracy of goods delivered,

highlighting areas of concern and resolving any problems.

4.3The Contractor shall provide monthly management information to FM. Exact requirements will be agreed between FM and the Contractor, but Contractors will be required as a minimum to supply the following information: -

Cumulative monthly statistics in an excel format following each month of trading on product codes (if applicable); and

descriptions including place of origin of goods purchased, volumes, prices charged, and total values per each area of supply,

using the Council’s Monthly Information Management Log at set out in Appendix D.

4.4Key Performance Indicators will be required by FM from the Contractor following Contract Award. FM recognises that the Contractor may already have a number of Key Performance Indicators in place with existing clients and these may adequately meet FM needs in terms of performance management.



4.5If during the Contract period, the Contractor can suggest other types of management information, which may be more useful to FM, than those initially identified, they should inform the Purchasing Manager.

5. Contract Management FM shall proactively manage this Contract and to aid this, the Contractor is required to do the following:

5.1 Provide an Account/Contract Manager for this Contract. This Account/Contract

Manager will attend termly contract review meetings with FM and act as the main contact for resolving or discussing any issues relating to the Contract. The purpose of the meeting will be to review progress of the Contract and develop new initiatives, particularly in the areas of product review, cost reduction, stock control efficiencies, customer service and product quality.

Day to day issues such as invoicing difficulties or problems with individual orders should be dealt with between the individual customer and the Contractor’s customer service representatives (unless they cannot be resolved by customer service representatives). Details of the Account Manager should be included in the tender schedule Part B (Organisation).

5.2Maintain an up to date list of all users of the Contract across FM business. This list will be required prior to each termly review meeting.

5.3 From time to time during the Contract period FM shall request that the Contractor obtains customer feedback from a sample of customers and presents the results at the following termly review meeting. Tenderers should enclose with their Tender submission details of current customer feedback mechanisms as listed in the tender schedule Part B (Performance).

6. Sales and Technical Support 6.1 FM must be able to contact the Contractor regarding any query or for

technical advice, between the hours of 7.30a.m. and 5.00p.m. Monday to Friday, excluding Statutory Public Holidays, at no additional cost.

6.2 Following Contract award, FM may request that the successful Contractor meets with key customers within FM to introduce themselves and their organisation. This may take the form of a ‘one-off’ presentation session or may involve visiting individual premises. FM is committed to the success of this Contract and will endeavour to support any reasonable suggestions that the successful Contractor has for publicising the Contract.

7. Marketing Contribution

FM ask Tenderers to demonstrate how they will support marketing in terms of merchandising, point of sale material and financial sponsorship.



8. Curriculum Support

FM are a specialist education catering supplier who have grown their business and reputation within this market. FM, as a responsible education caterer, actively encourage schools to link into its education support system. FM are able to contribute to the education environment through curriculum links and its focus on food, nutrition, health and exercise. Initiatives that have been a success to date include: -

Healthy School Standards Food Tasting Healthy Rewards School Nutrition Action Groups Breakfast Clubs FM Healthy Branding Fruit & Schools Water in Schools, etc.

Tenderers are asked to demonstrate how they can support FM in this area.

9. Best ValueThe Contractor shall co-operate with FM with the introduction and implementation of any requirements imposed on FM in connection with “Best Value” and shall comply with the reasonable instructions of the Purchasing Manager in respect thereof.

10. Use of Third PartiesTenderers should include details of any third parties that they intend to use to perform any part of this Contract in ITT Part B (see Question 14 – Sub-Contracting).

11. Environmental Issues 11.1 FM is committed to working with Contractors who are actively taking steps to

minimise the impact of their activities on the environment.

11.2 Contractors are required to provide details of any systems or procedures in place for environmental management, including information on vehicles, equipment, refrigerants, production processes, energy consumption etc.

11.3 Contractors are also required to manage and dispose of waste and waste products resulting from the supply of goods in compliance with the Environment Protection Act 1990 and any other relevant regulations and minimise wastage through the use of recyclable packaging etc.

11.4 During the Contract period, the Contractor may be asked to demonstrate that they and any third parties used are taking action in relation to these issues. Tenderers should give details of the actions taken to date to limit the impact of their activities on the environment in the tender schedule Part B (Health and Safety and Environmental Policy).



12. Electronic Trading The Council is interested in exploring how the use of information technology in relation to this Contract can be maximised. Tenderers should include proposals in relation to this area including potential costs within the tender schedule Part B (Electronic Trading).

SPECIAL TERMS & CONDITIONS FOR THE SUPPLY OF FOOD PRODUCTS TO

FACILITIES MANAGEMENT CATERING

1. Quality of Products

The quality of food products supplied will be of good commercial quality and will meet current UK laws for the sale and consumption of food as covered by the Food Law Guide. A full specification and nutritional analysis information for each product supplied including packaging types, weights and any preservative type substance must be included with this Tender.

2. Product Samples

The Tenderer shall at its own cost, comply with any request or instruction of the Purchasing Manager in relation to samples which FM may require for the purpose of analysis or the carrying out of tests.

The Contractor in accordance with the Purchasing Manager’s instructions will submit for approval each product identified in the Schedule of Supply. Samples submitted will always be specimens of goods the Contractor proposes as typical continuous supply. Once approved, the sample will be the model specification of which all further supplies are to be based, in accordance with FM written description and/or specification. The Contractor will subsequently supply goods at all times in accordance with the specification.

3. Quality Assurance

Where a quality assurance scheme is in place for the food products to be tendered, the scheme for the relevant products should be specified.

4. Quantity/Volumes

Any estimated annual requirement quantities indicated in the Schedule of Supply are the forecast estimate at the time of the tendering process. These quantities are indicative guidance figures only.

5. Pricing

The price schedule will remain firm for a minimum period of six months and thereafter any increases shall be agreed prior to charging and will be fixed for the remaining period of the Contract. (Unless an alternative pricing mechanism has been accepted).



5.1 The prices must in all cases include costs of packing and delivery and the quantities charged for must be of the weight or bulk delivered exclusive of packaging.

5.2 Adjustments to reflect a change in buying costs will only be considered after the Contract has been in operation for six months as a minimum; this will only be considered by FM if supported by documented evidence. Only by approval of the Purchasing Manager in writing, can any changes be implemented.

5.3 The Contractor shall give FM 28 days written notice of any increase or decrease (subject to agreement in 5.2) consequent upon of the said events and the Contractor shall satisfy the Purchasing Manager as to the reasonableness of any claim for a price increase for this purpose and shall submit purchase invoices, full details of costs or such other evidence as the Purchasing Manager considers necessary.

5.4 FM reserves the right to terminate the Contract forthwith if it deems any increase in price to be unreasonable.

5.5 The Contractor will at all times ensure that FM’s competitive position on prices is maintained. The Contractor warrants that at the effective time of the Contract the prices (Order Prices) set down in the Schedule of Prices does not exceed those charged to any other customer of the Contractor purchasing goods of a like nature.

5.6 If during the period of the Contract the Contractor quotes or charges lower prices to customers purchasing comparable quantities of similar goods, the Contractor shall charge the Council the said lower price and shall notify FM in writing accordingly.

5.7 New goods may be considered by FM subject to full details, including costs and specifications being submitted to the Purchasing Manager. Additional requirements to the Schedule of Supply will be subject to the same price basis as set out in the Schedule of Prices.

6. Ordering

All produce will be ordered as required, but not delivered until receipt of the official order form, duly signed by an authorised officer of FM. There shall be no minimum order level and FM must be able to order all items at its lowest denominator (i.e. each, pack etc.). Tenderers must advise any minimum pack size in their tender submission, or minimum drop value.

In the event of any anticipated increase or decrease in the number of meals to be produced, orders sent to the subcontractor shall be subject to adjustment provided that the notice for the required alterations is given, by telephone or other means, not later than 11.00am on the day prior to delivery.



All produce supplied must conform to the description/specification detailed on the official order.

7. Food Hygiene

All food suppliers to FM shall comply with all current legislation for food hygiene, including and not limited to the Food Safety Act 1990, Food Premises Regulations 1991, Food Safety (General Food Hygiene and Temperature Control) Regulations 1995 and any other applicable legislation and regulations and follow appropriate operational policies, procedures and practices to maintain food safety and hygiene standards at all times (See Appendix A – Food Hygiene).

8. HACCP (Hazard Analysis Critical Control Point)

All food suppliers to FM need to follow procedures based on HACCP principles to ensure compliance with standards on raw materials, hygiene, temperature and shelf life.

All food products supplied to FM locations must conform to the latest standards and regulations on microbiological criteria for food products. Suppliers are to conduct testing as appropriate against microbiological criteria as part of validation and verification of procedures based on HACCP and must be able to demonstrate this in documentation provided.

9. Transport

All vehicles must comply with the Food Hygiene (Market Stalls and Delivery Vehicles) Regulations 1966 and any amendment thereof. Produce must be kept a minimum of three inches off the floor and produce shall be kept separate (further transport requirements are detailed on page 49 of the tender document).

The driver will wear clothes suitable for persons undertaking the duty of delivering/ handling food products and ensure that the highest standards of hygiene are applied to him/herself, the vehicle and the produce.

10. Packaging

All food products to be packed in suitably sealed packaging, to maintain the products freshness and prevent the ingress of any foreign matter. Packaging must comply with latest legislation and contents, product type and shelf life must be clearly labelled (further packaging requirements are detailed on page 48 of the tender document).

All cartons must be new, staple free, fibreboard cartons or suitable alternatives, i.e. reusable/recyclable containers.

11. Collection of Goods Packaging Containers

The Contractor shall collect from the place of delivery, empty containers within a reasonable time of being required to do so by FM, without prejudice to whether the Contract is terminated or not, if this is appropriate.



12. Delivery Points

The details in Appendix C (Delivery Location Details) gives the current names of establishments where deliveries are required.

FM reserves the right to withdraw from the Contract any establishment, which may be closed temporarily or permanently during the period of the Contract, however, any establishment closed temporarily may be reinstated and be required to be serviced.

FM may require the Contractor to make deliveries of Goods to additional locations during the period of the Contract; these will be subject to the same price basis as set out in the ITT Part C (Pricing Schedule).

13. Delivery Schedule

In general all school units will require access to a minimum of one delivery per week and in some instances require more than one delivery per week. Residential and Day Centres will require access to a minimum of two deliveries per week and in some instances require more than two deliveries per week. Central Production Unit will require access to deliveries Monday to Friday inclusive.

Vehicles should not enter school grounds if children are present around the delivery area, e.g. playtimes, or start and finish of the school day.

14. Delivery Times

Units have a “delivery time slot” assigned on the schedule of units. The Tenderer will be expected to produce a schedule of routes and expected time of delivery to the schools and premises indicated.

A delivery schedule (proposed) must be included with the Tender.

15. Delivery Notes

A delivery note must accompany the Goods, quoting an FM order number and containing particulars of the quantity, weight, price and description of Goods.

The Contractor must ensure that Goods shall not be left at any locations unattended and must be accepted by the Purchasing Manager’s authorised representative.

FM will not accept responsibility for any Goods left on the premises unless a signed (legible) receipt is obtained from a person authorised to accept deliveries.



16. Alternatives

No alternatives will be accepted without prior agreement. In the event of supplies not being available at the time of delivery the supplier shall immediately inform the appropriate officer in order that alternative arrangements can be made. Any product delivered which varies from those contracted and for which no specific agreement has been given will, if accepted, be charged at the price ordered or delivered, whichever is the lower.

17. Rejected Goods

Any senior member of catering staff is authorised to reject goods at the time of delivery if, in their opinion, the Goods are not in accordance with the specification. The supplier shall immediately replace all rejected Goods with acceptable Goods, within two hours if required, or credit as directed by the appropriate officer without prejudice to any other action FM may take.

18. Inability to Supply

Where a contractor fails to comply with any delivery instruction specified on the official order, FM reserves the right to purchase replacement produce to cover that requirement from an alternative source. Should FM incur any additional costs as a result of this action, this cost will be recovered in full from the Contractor, excepting in cases where alternatives as specified in accordance with Paragraph 16 (Alternatives - Special Terms & Conditions) are accepted by the appropriate officer.

19. Operational Service Support and Backup

The contractor undertakes to guarantee the availability of an experienced and fully qualified representative. The person will be available to attend FM premises within a call-out period not exceeding 48 hours notice. The representative will be required to resolve all matters connected with the supply and efficient continuous service of the Contractor’s goods.

20. Access to Suppliers Premises

Due access to the supplier’s premises shall be granted to any accredited representative of the local authority at any time during preparation of goods for despatch to the local authority.



SPECIFICATION FOR THE SUPPLY OF

HALAL MEAT & POULTRY

Facilities Management Services must be satisfied that the source of all Halal Meat and Poultry supplied fully meets the religious, hygiene and other relevant contractual standards of the FM Quality Assurance Purchase Procedures at all times. Contractor will be required to provide information and seek approval of the intended source of supply prior to any delivery being made and to inform the Purchasing Manager, FM if any change in source of supply is contemplated.

All Halal Meat and Poultry supplied must have a certificate which states that it has been slaughtered in accordance with Islamic Laws and the Slaughter Houses Act 1974 (Part II, Section 36, Sub-Section 3). The delivery notes in respect of any supply would incorporate not only the name of the kitchen, the quantity and the date of delivery, but should state also that the mutton or poultry is “Halal”, and the delivery note should incorporate the wording “The above Halal meat/poultry is part of a certificated consignment”, and be signed or initialed.

FACILITIES MANAGEMENT - HALAL FOOD POLICY

City of Bradford Metropolitan Council commenced provision of Halal meat for consumption by the children from the Muslim Community in September of 1983. This decision was taken after it was recognised that it was unfair and discriminatory under the Race Relations Act of 1976 that because of their religious requirements, Muslim school children were denied the same opportunity of a nutritious meat meal afforded to indigenous children. The Council has been working in partnership with Community Leaders, the Bradford Council for Mosques and the Trade Unions to ensure that the correct procedures, training and good practice were put in place to certify that the food provided to the Muslim children complied with Islamic requirements. Over the years the Council has continued to work with the Council for Mosques on issues relating to the provision of Halal food and meat within schools in the Bradford Metropolitan District.

The Council practices include:

The word “Halal” comes from the Arabic term meaning “Lawful” and covers all aspects of Islamic life defining those items which are considered religiously acceptable.

Meat becomes Halal for Muslims only when it is from a permitted animal that has been slaughtered according to Islamic Law and Ritual, and will only continue to remain Halal if stored, cooked and served correctly.

Halal food will become Haram (unlawful according to the laws of Islam) if prohibited additives, preservatives or ingredients are used.

To maintain the confidences of the Muslim Community the Council welcomes the Council for Mosques and approved Muslim observers to monitor procedures and working practices in school kitchens by prior arrangement with schools.

Whenever the source or supplier of Halal meat changes, the Council for Mosques must be informed so that approval can be sought and inspection of source/supplier arranged.

Halal meat provision is only for consumption by Muslim children or where a parent has provided written consent.

Halal meat is not permitted in the diets of some ethnic groups and may not be acceptable to some indigenous groups.



Where there are Muslim pupils within a school, Halal meals must be provided.

STANDARDS FOR HALAL FOOD PROVISION

FACILITIES MANAGEMENT SERVICES – BRADFORD MDC

A: Definition

“Halal food” means ‘food permitted or lawful under Islamic Law (Shariah Law)’.

Although there are different schools of Islamic Jurisprudence1, each with its own particular methodology of arriving at a legal verdict, we have steered a specific course of seeking out the common denominations in all. We have arrived at such a position that the different schools, whilst not agreeing on the absolute essentiality of certain requirements, all unanimously agree that the following standard, if adhered to, would deem food as Halal.

B: Unlawful Food

Under Islamic Law, all sources of food are lawful except those forbidden in the Qur’an2 and Sunnah3, including their products and derivatives. The following are considered unlawful.4

(a) Pigs and boars;5

(b) Carnivorous animals with claws and fangs, such as lions, tigers, bears and other similar animals;

(c) Birds of prey with claws such as eagles, vultures and other similar birds;(d) Reptiles such as snakes, crocodiles and turtles;(e) Dogs, snakes and monkeys;(f) All pests and insects such as rats, centipedes, scorpions and other similar

animals (except for locusts);(g) Animals that are generally considered repulsive, such as lice, flies, maggots

and other similar animals;(h) Mules and domestic donkeys; (i) All aquatic animals, except fish;6

1 Without going into the history and polemics, traditionally there have been five different approaches (schools or madhahib) to Islamic Jurisprudence within the vast majority of the Muslim world: the Hanafi, Shaafi, Maliki, Hanbali and Jaafari.

2 Muslims believe to be the last revelation from God to mankind, revealed to Prophet Muhammad, peace be upon him, between 610 and 633 CE.

3 The authentic sayings and actions of Prophet Muhammad, peace be upon him, as he was ‘the walking Qur’an’: an embodiment of the principles God laid down in the Qu’ran, and hence in essence his life acts as the authoritative commentary to the Qu’ran.

4 Haram in Arabic.5 Includes all animals that occur within the ‘pig family’.6 The Prophet, peace be upon him, said about the sea that ‘all in it are lawful’. This statement has

been interpreted by some jurists to mean the literal, namely that all creatures within the sea are ‘halal’, whereas other jurists have taken the opinion that the permissibility only refers to ‘fish’ within the sea. We have taken the more stringent view (the latter) as it would be acceptable to all.



(j) Blood7 of any animal;(k) Genitals of any animal;(l) All forms of intoxicating drinks or solids;8

(m) All forms of seriously hazardous drinks and solids;9 and (n) All food ingredients derived directly from any of the above10, without any

change in state;11

C: Lawful Food

Since under Islamic Law, all sources of food are lawful, except those forbidden, then apart from foods falling into the categories (in ‘B’) above and anything else forbidden, everything else is or can be made lawful or Halal.

C1: Lawful Food of Vegetable Origin

All food items of purely fruit or vegetable origin are Halal.12

C2: Lawful Food of Animal Origin

For those foods of animal origin, not included in ‘B’ above, strict Islamic standards have to be adhered to, before they are deemed Halal.

There are certain standards or requirements which are absolutely essential (AE), which if they are omitted, then the food is not Halal. There are other standards or requirements which are highly preferred (HP) and their omission is highly disliked, and not at all a desirable situation, but if omission does occur, the food is deemed Halal nevertheless. There are still further recommended standards which are preferable (P) and their omission is disliked and likewise if omission does occur the food is deemed Halal.13

7 It is flowing blood that is impermissible (haram). One cannot totally drain an animal of all blood, and hence that blood which is left within the capillaries etc, after the halal method of slaughter has been employed, will be deemed as permissible.

8 This includes all types of alcoholic drinks.9 This includes poisons and certain acids.1 0 This therefore includes pig lard and any natural flavourings taken from any of the above.1 1 Wine is forbidden in Islam, but when that wine turns into vinegar it becomes permitted. This is a

‘change in state’. Jurists determine whether a change in state has occurred on a case by case basis. An example in point is the case of gelatine derived from an animal not slaughtered in a Halal manner. There is currently dispute among jurists as to whether, during the extraction and production process, gelatine undergoes a change in state or not. Those that maintain it does therefore, allow it and those who say it does not, forbid its use.

1 2 With the exception of intoxicating or seriously hazardous drinks or solids derived from fruit and vegetable sources.

1 3 ‘Highly preferred’ and ‘preferred’ standards are both protected under Islamic Law. They are different shades of the category of action referred to as mustahhab or mandoub; that is actions which were recommended by God and His Prophet, peace be upon him, and which incur God’s pleasure.



C2a: Standards for Pre-Slaughter

(1) (AE) The animal must be alive.(2) (HP) The animal must not be fed on any feed of animal origin.(3) (P) The animal must be in a healthy state.(4) (P) The animal is to be fed normally and given water prior to slaughter.

C2b: Standards for Slaughter ProcessAll lawful animals should be slaughtered in compliance with the following requirements in a licensed slaughterhouse:

(1) (AE) The slaughterer must be a Muslim.14 15

(2) (AE) The animal must not be stunned, anaesthetised or otherwise rendered wholly or partially insensible before slaughter.16

(3) (AE) The animal to be slaughtered must be alive at the precise time of slaughtering.(4) (AE) The animal must be slaughtered manually and not by machine (mechanically).(5) (AE) The name of God, by using the phrase “Bismillah Allaahu Akbar (in the name of

God; God is the Greatest’) must be mentioned immediately prior to the slaughtering for each and every animal.17 18

(6) (AE) The slaughter act must sever at least 4 of the following vessels: the jugular veins, the carotid arteries, trachea and oesophagus.19

(7) (AE) There must not be any cross contamination of non-halal and halal meat at any stage of the slaughtering process. Confusion should be minimised to preclude any chance of mix up of the 2 meats at any point.

(8) (HP) The spinal cord should not be cut (either partially or completely).(9) (HP) The slaughtering device/knife should be sharp.(10) (HP) The head of the animal should be directed towards Qiblah (towards the

Kaaba20) at the time of slaughtering (11) (HP) All machinery should be cleaned prior to Halal slaughtering.(12) (P) If the animal is to be hung on shackles, or placed in a cradle, all efforts must be

made that they do not injure or bruise themselves.(13) (P) The animal should not be slaughtered in view of another animal.

1 4 Although Islamic Law does allow the slaughterer to be from among the People of the Book (Jews and Christians), most jurists hold that they must also begin the slaughter by mentioning the name of God. However, since that cannot be guaranteed, it should be ensured that the slaughterer is a Muslim.

1 5 It is also essential that the person is mentally sound and knowledgeable of the Islamic slaughtering procedures and is fully trained according to UK slaughtering regulations.

1 6 The use of different voltages during the stunning process has led to the possibility of death of the animal prior to the slaughter. Some jurists have allowed the stunning process, arguing that the possibility of death is highly remote. However, many jurists have argued against it. The jurists consulted during this process have therefore placed this injunction to avoid any possibility of doubt.

1 7 A minority of jurists do not deem this point to be absolutely essential. However, the jurists consulted insisted that slaughtering in or with the name of God must be kept absolutely essential, since this is the majority view.

1 8 The phrase Bismillah Allaahu Akbar (‘In the name of God; God is the Greatest’) is the normal Muslim practice, stated just before slaughter.

1 9 The jurists differed as to the minimum number of vessels to be cut that must be included in the absolutely essential category, with some specifying 3 and others 4. The jurists consulted felt that 4 vessels should be taken as the criteria, since this opinion would carry all jurists.

2 0 This is the Sanctuary built by Prophets Abraham and Ishmael dedicated to worshipping God. It is a cube-like structure situated in Makkah in Saudi Arabia, and in roughly South East direction from the UK.



SPECIFICATION FOR HALAL PRODUCE

FACILITIES MANAGEMENT SERVICES – BRADFORD MDC

HALAL MEAT AND POULTRY PRODUCTS

SPECIFICATION DESCRIPTION

Meat and poultry described as halal must be slaughtered and prepared in strict accordance with Islamic law. A technical ‘halal Standard’ (see page 47) is attached which must be met in all instances.

All meat and poultry products are to be fresh looking and not be dark in colour or have tainted or discoloured fat.

DETAILED REQUIREMENTS APPEARANCE

All other contract conditions of slaughter, processing, preparation, storage and trans-portation are to be met.

Detailed product particular specifications, which must be met for all meat and poultry products, are attached separately.

PACKAGING PROCESSING

Such products are to be packaged separately. Each product and/or package must be labelled to certify and identify the product to be halal.

Frozen meat and poultry to be in sealed bags (free flow). Alternatives to free flow must be discussed at the time of tender negotiation.

To be free of tags, tickets, metal sealing or any other foreign matter. Double lined bags: An inner lined blue bag for minced mutton, an inner lined red bag for diced mutton, an inner lined yellow bag for chicken to be heat-sealed or tied with coloured tape. Clearly labelled halal with a batch number that can be traced back to source.

Meat to be trimmed to required visual lean content.

All meat and poultry to be metal detected.

All products supplied to this authority must as a minimum comply fully with all relevant UK and EU Food Safety and Hygiene legislation, Marketing regulation and any subsequent measures to the date of this notice.

SOURCE STATE WEIGHT SHELF LIFE TEMP

UK/EU Countries Frozen Free Flow or

2 x 5.0kg pack weight in one outer box labelled Halal describing the item.

Frozen - minimum 6 monthsor

-18°c to-22°c



PACKAGING PROCESSINGFresh Fresh vacuum

packed with shelf life clearly labelled.

+2°c to+4°c

LABELLING INFORMATION SAMPLING AND TESTING

All food labeling must comply fully with current UK and EU food labelling legislation and show clearly:PRODUCTWEIGHTPRODUCTION/PACKAGING DATEBEST BEFORE/USE BY DATENAME OF SUPPLIERCONTACT TELEPHONE NO.

Frozen product to have “DO NOT REFREEZE” label in addition on the bag.

Target TVC 5 x 105

Upper limit 5 x 107

Regular samples to be taken by the supplier for analysis and results sent to Facilities Management Catering – Bradford MDC.

SPECIAL REQUIREMENTS QUALITY ANALYSIS

The contractor is required to furnish this Authority with relevant and up to date bona fide product certificates, per consignment, confirming absolute authenticity of all halal products.

The contractor will be subject to regular site appraisal by this authority.

The appraisal will cover:

Product History Hygiene of Environment Food Safety Food Quality Work Process

OTHER INFORMATION

No frozen product, once thawed or partially thawed, is to be re-frozen.

The conditions of preparation, storage and transportation shall comply with the provisions of the Food Safety Act 1990, Food Premises Regulations 1991, Food Safety (General Food Hygiene and Temperature Control) Regulations 1995, the Food Hygiene (Docks, Carriers etc.) Regulations and the Food Hygiene (Market Stalls and Delivery Vehicles) Regulations 1966 and any amendments thereof.



SPECIAL REQUIREMENTS QUALITY ANALYSIS

Revision date: November 2009 Ref:

HALAL SUPPLY CHAIN REQUIREMENTS

This information has been provided as guidance for suppliers and caterers on the requirements of halal meal provision.

SUPPLY CHAIN REQUIREMENT

A) CONTRACT SPECIFICATION & AUDIT PROCESS

1) The Council of Mosques for Bradford as an advisor to Bradford Council on halal food and community representatives have been consulted in drafting the FM contract specification for the Supply and Delivery of Halal Meat & Poultry.

2) Tender process: the procurement regulations will be adhered to, the onus will be on the provider to evidence through independent audit using the process described in A) (3) below to ensure compliance with Shariah Law

3) The Council of Mosques for Bradford and Bradford Council have agreed the Audit Process and the Audit Form to be used in monitoring the Halal Supply Chain

4) All documentation to include contract specification audit trail will be available publicly.

B) SLAUGHTERHOUSE

Standards for Pre-Slaughter

1) The slaughterhouse used for the slaughter of animals for halal must be approved by the Council of Mosques for Bradford who will undertake a visual check on behalf of the Council and must be a licensed slaughterhouse at all times, meat and general hygiene regulations must be complied with and receive ante-mortem inspection.

2) The slaughter must be carried out in full compliance with Islamic Law as interpreted by the Islamic Scholars facilitated by Bradford Council for Mosques and in accordance with the Welfare of Animals (Slaughter or Killing) Regulations 1995.

3) The slaughterhouse used should not be used for the slaughter of pigs.

4) The animal must be alive and in a healthy state.



Standards for Slaughter Process

5) Animals should be cared for properly and there must be no cruelty at any time.

6) The animal is to be fed normally and given water prior to slaughter.

7) The animal should not be slaughtered in view of another animal.

8) The animal must not be pre-stunned. 9) No stunning equipment shall be present or any

stunning equipment present shall be disconnected.10)The animal to be slaughtered must be alive at the

precise time of slaughtering.

Standards for Slaughter ProcessContinued

11)The animal must be slaughtered manually and not by machine.

12)The phrase “Bismillah Allaahu Akbar” must be mentioned immediately prior to the slaughter for each and every animal.

13)The slaughter act must sever at least 4 of the following vessels: the jugular veins, the carotid arteries, trachea and oesophagus.

14)There must not be any cross contamination of non-halal and halal meat at any stage of the slaughtering process.

15)The spinal cord shall not be cut.16)The slaughtering knife should be sharp. 17)Any animal or bird found unfit on post-mortem

inspection must not be used for food for human consumption.

C) SLAUGHTERMAN 1) The slaughter man used to slaughter animals for halal must be of the Muslim faith, and approved by the Council of Mosques for Bradford and be properly trained and licensed.

D) STORAGE AT THE SLAUGHTERHOUSE

1) Halal meat carcasses must be stored entirely separately in containers and cold storage for halal purposes only and must be clearly identified and marked for halal only.

2) Staff should have knowledge and training of halal awareness.

E) HANDLING AT THE SLAUGHTERHOUSE

1) All halal meat carcasses must be handled separately from non-halal meat carcasses at all times. There must be no cross contamination contact with any equipment or person.

2) Staff involved in handling have knowledge of halal awareness.



3) All staff handling halal meat must be clothed appropriately in clean clothing and must not have handled any non halal meat.

F) TRANSPORT – SLAUGHTERHOUSE TO PROCESSOR

1) All vehicles used for the transport of halal meat carcasses must be fit for purpose and used solely for the transportation of halal carcasses.

2) Halal meat carcasses must be clearly identified and marked for halal only.

3) All staff transporting halal meat must be clothed appropriately in clean clothing and must not have handled any non halal meat.

G) PROCESSING – CUTTING PLANT and/or BUTCHER PREMISES

1) All halal carcasses must be processed completely separately by staff who are only handling halal carcasses and processing must be by a method approved by the Council of Mosques

2) All equipment used shall be for halal use only and clearly identified. (Knives, Boards, Mincing Machinery, Dicing Machinery etc)

3) All staff handling halal meat must be clothed appropriately in clean clothing and must not have handled any non halal meat.

4) Staff involved in handling have knowledge of halal awareness.

H) CONTRACTED SUPPLIER - BATCH AUDIT TRAIL

1) Check the supply chain to establish that all halal meat was supplied from an approved slaughterhouse that has passed the audit process (B to F)

2) If meat purchased via a Processor/Cutting Plant, check the supply chain to establish that all halal meat was supplied from an approved slaughterhouse and an approved Processor/Cutting Plant that has passed the audit process (B to G)

3) Audit batch information and quantities to ensure traceability from Slaughterhouse to Bradford Council via the Contracted Supplier.

I) PACKAGING 1) All halal meat should be packaged in approved doubled colour coded packaging and clearly marked halal:Diced Halal Mutton – Red Sealed BagsMinced Halal Mutton – Blue Sealed BagsHalal Chicken – Yellow Sealed Bags



J) TRANSPORT – CONTRACTED SUPPLIER

TO BRADFORD COUNCIL

1) All vehicles used for the transport of halal meat must be fit for purpose and used solely for the transportation of halal meat or have a designated area for halal meat

2) Halal meat must be in sealed colour coded bags identified and marked as halal.

3) All staff transporting halal meat must be clothed appropriately in clean clothing and must not have handled any non halal meat.

K) PREPARATION AT BRADFORD COUNCIL

1) Halal meat must be kept separate in all stages of preparation taking care not to use equipment, utensils or personnel who have handled any non-halal foods.

2) All equipment used shall be for halal use only and clearly identified. (Knives, Boards, etc)

3) Staff involved in preparing halal have had halal awareness training.

L) COOKING AT BRADFORD COUNCIL

1) Halal meat dishes must be cooked separately from other non-halal foods using separate cooking equipment.

2) All equipment used shall be for halal use only and clearly identified. (Knives, Boards, etc)

3) Staff involved in cooking halal have had halal awareness training.

M) SERVICE AT BRADFORD COUNCIL

1) Separate clearly identifiable service ware and utensils which are only used for halal foods must be used.

2) Halal meat dishes should be clearly identifiable to staff and customers and served to Muslim customers or where written parental or guardian permission is in place.

3) Staff involved in the service of halal have had halal awareness training.

DETAILED SPECIFICATION FOR THE SUPPLY OF HALAL MEAT & POULTRY

1. Quality Standards & Accreditations



1.1 Tenderers will be required to operate and maintain for the life of the Contract, a Quality Management system to a standard recognised by the Agriculture & Horticulture Development Board (AHDB) or equivalent.

1.2 It is a prerequisite of the contract for the supply of fresh/frozen Halal meat and poultry to FM’s Central Production Unit that wholesales butchers are accredited to the European standard EC 853/2004

1.3 It is also a requirement that the Tenderer’s premises will be accredited by the National Association of Catering Butchers (NACB) or equivalent to a grade level rating of A or B. The rating must be maintained for the duration of the contract and evidence of the annual rating be made available to Authorised Officers. It is also preferable that the Tenderer be approved by the European Food Safety Inspection Service (EFSIS).

1.4 It’s a requirement that the Tenderer gains and maintains accreditation to the European Halal Development Agency Standard, or an equivalent Halal standard for the period of the contract.

2. Product Definition

Fresh Halal Meat and Poultry: For the purpose of this Contract fresh Halal meat and poultry are defined as meat and poultry that is processed from home-killed, chilled meat/poultry, or, meat/poultry that has not been previously frozen.

Fresh Meat/Poultry must not have been frozen.

Frozen Halal Meat and Poultry: For the purpose of this Contract frozen Halal meat/poultry shall not have been held in a frozen state for more than one year.

3. Quality of Products

3.1 Goods covered by this tender must conform in every respect with the requirements of the Food Act 1984, the Food Safety Act 1990, UK laws covering the sale and consumption of food and all other statutory instruments in force at the time of delivery and relevant to such goods including Food Labelling Regulations 1996.

3.2 All fresh/frozen Halal meat and poultry tendered will be of good commercial quality.



3.3 All Halal meat and poultry shall be produced from animals which are born, reared, transported and slaughtered in full compliance with the legislative requirements of one of the EU countries and meeting standards of an assurance scheme inspected to EN45011 standards or greater.

All Halal meat and poultry are required to meet UK legislative standards or equivalent for animal welfare, feed safety, processor assurance, food quality and environmental protection.

3.4 All joints to be butchered to the methods detailed in the appropriate NACB/AHDB standards, or equivalent except where otherwise specifically detailed within this schedule.

3.5 A full specification of quality of prepared Halal meat and poultry and nutritional analysis information for each product proposed including type of packaging, weights, quantities, number of units of measure etc. must be included with this Tender.

3.6 FM reserves the right to have any Halal meat and poultry supplied chemically analysed, and also reserves the right to have any delivery checked by the AHDB for compliance with the specifications

3.7 Tenderers must specify the region and country of origin, of all Halal meat and poultry quoted in the Tender and if appropriate any product brands. Farm to plate traceability systems must be in place throughout the whole supply chain.

3.8 FM have a Prohibited Food Additives and Ingredients List (see Appendix B) and Tenderers must clearly identify within the Tender specifications any preservative type substance or other additives used in any of the products proposed, to increase the product shelf-life.

4. Packaging & Labelling

All fresh/frozen Halal meat and poultry will be properly packaged and sealed and free from damage or other form of food spoilage. All products are to be in packages clearly identified as Halal and marked with full details of the product, weight of the contents, storage temperatures and shelf life. All fresh Halal meat and poultry should have an adequate shelf life.

All fresh/frozen Halal meat and poultry to be in vacuum packs or sealed polythene bags, which prevent the ingress of any foreign matter. The polythene must not be entrapped within the meat.

All fresh/frozen Halal meat and poultry shall be delivered in colour coded bags as follows: -



Red bags - Halal Diced Mutton Blue bags - Halal Minced MuttonYellow bags - Halal Diced Chicken

All bags of the same to be delivered in cases lined with polythene (preferably opaque white), which must cover the bags, or the bags shall be in waxed boxes of approved quality and be clearly labelled Halal. Each liner is to be labelled with full traceability and comply with all legislative requirements. All cartons must be new, staple free, fibreboard cartons or suitable alternative reusable/recyclable containers.

No fresh/frozen Halal meat or poultry pack to exceed 20lb (9.07kg) in weight.

Tenderers must be prepared to deliver split cases on larger products to small units. Where split cases are ordered, the price per unit detailed in the contracted price schedule shall still apply and be pro-rated to the volume delivered.

5. Vehicles & Temperature

All produce shall be delivered in refrigerated storage vehicles at the correct temperature for the product being delivered. Fresh Halal meat and poultry must be no higher than 4°C. Fluctuations must not be in excess of 3°C. Frozen Halal meat and poultry shall be completely frozen at the time of delivery and temperatures must be no higher than -18°C plus or minus 3°C. Sufficient time must be allowed within delivery schedules to allow the temperature of produce to be checked by FM’s catering staff. If at the time of delivery, any Goods are found to be outside the agreed temperature range the Goods will be rejected.

All vehicles used for the delivery of fresh/frozen Halal meat and poultry shall be clean, insulated and refrigerated with aluminium, glass fibre or stainless steel walls and floor coverings.

All vehicles used for delivery of fresh/frozen Halal meat and poultry shall not be permitted to carry fresh/frozen non-Halal meat, meat products, poultry and poultry products in the same vehicle unless there is a physical barrier/divider which sections off an area of the vehicle specifically for the carriage of non-Halal products. Any such barrier/divider shall be constructed of either aluminium, glass fibre or stainless steel - similar to the internal vehicle walls.

6. Delivery Schedule

The Central Production Unit will require access to deliveries Monday to Friday inclusive, which will be made from 7.30am but no later than 10.00am on the day of delivery. The Tenderer will be required to assign an expected “delivery from time” within their schedule of routes.

In general all school units will require access to a minimum of one delivery per week and in some instances require more than one delivery per week. Residential and



Day Centres will require access to a minimum of two deliveries per week and in some instances will require more than two deliveries per week.

Deliveries will be made in accordance with the requirements of the individual establishments.

7. Halal Monitoring

It will be a requirement of the new contract scheduled to commence 1st March 2010 that the successful contractor will develop systems and processes to the European Halal Development Agency Standard or equivalent. The processes must be auditable to a published standard.

Bradford MDC is committed to ensuring the integrity of the Halal supply chain at all times meeting the requirements of Shariah Law. Bradford MDC partners with the Council for Mosques for Bradford as the representative body for the district’s Muslim community.

Bradford is a religiously and cultural diverse society. Schools have a responsibility to promote and respect religious and cultural values of their pupils embedding these with pride for their religious and cultural identity and giving them a sense of respect and appreciation for religious, beliefs and lifestyles of others.

Above all, schools must gain confidence and trust of their students and their parents and carers regarding the arrangements for religious and cultural needs. In this context, the provision for Halal schools meals is of fundamental importance to Muslim parents and their children. Hence, arrangements for providing schools need to be free from any element of suspicion, transparent and able to satisfy independent scrutiny.

Monitoring and inspection is a critical element and requirement of this contract to further build and reassure parents/carers and their children’s confidence and trust in the integrity of Halal provision for schools.

All stages of the supply chain must be prepared to allow for independent random monitoring/inspection and processes must be in place to ensure the continued adherence to the European Development Agency Standard or equivalent.

8. Training and Employee Development

Training must be provided to all employees on the different religious and cultural requirements relating to the handling, preparation and storage of food products. Current records must be available upon request on such training and refresher training should be given. The training course material content must be approved by the contractor to ensure compliance with the requirements of Shariah Law.

9. Local & Regionally Sourced Produce



FM is committed to improving the quality and variety of produce served throughout its catering operations as well as reducing the number of food miles and is therefore interested in incorporating more local and regionally sourced, sustainable products in its menus.

Tenderers are requested to demonstrate how they can support FM with this initiative.

10. Food for Life

FM supports schools working towards the Food for Life Awards, which require menus to incorporate a selection of locally sourced, seasonal, high welfare and sustainable produce in their menus, including free range and organic ingredients, as well as produce certified to Farm Assured, Red Tractor, Freedom Food, outdoor reared, EBLEX Quality Standard Marks etc. or produce certified/assured by other schemes operating to equivalent standards.

Tenderers are requested to demonstrate how they can support those schools and should clearly identify any proposals for such products in their tender submission.

11. Other/Alternative Products

Other/alternative Halal products that the Tenderer considers would add nutritional value and benefits to the contract should be quoted at the end of the Pricing Schedule.



SPECIFICATION FOR THE SUPPLY OF FRESH/FROZEN HALAL LAMB

All Halal lamb shall be supplied to the European Halal Development Agency Standard or equivalent and also conform to the EBLEX Quality Standard or equivalent.

All Halal lamb and lamb products supplied to FM shall be fresh/frozen.

For the supply of fresh Halal lamb, the lamb must be fresh and packed as soon as possible within the constraints of normal slaughtering procedures. The temperature must be stable and maintained at all points in the product no higher than 4°C. Fluctuations must not be in excess of 3°C.

For the supply of frozen Halal lamb, the lamb must be frozen as soon as possible within the constraints of normal slaughtering procedures. Frozen lamb shall be of good colour and free from dark discolouration or any other indication of too long a storage period or having been thawed out and refrozen, mishandling, cold store burn, ice build up on the protective covering or any other deterioration. Product ordered frozen shall be completely frozen at the time of delivery and temperature must be no higher than -18°C plus or minus 3°C.

All lamb shall be obtained from properly dressed lamb carcases, which were healthy and disease-free at the time of slaughter.

All lamb shall be obtained from carcases derived from animals which were under 12 months of age at the time of slaughter and that would comply with the AHDB classification, or equivalent. The acceptable carcase weight range will be 35lb to 43lb.

The lamb shall be free from bone, bone splinters, cartilaginous matter (in particular cartilage of prolongation and costal cartilages), offal, skin, hair, bruised areas, engorged blood and foreign matter of any kind.

The meat shall have a good red colour, be bright in appearance and free from dark discolouration with fat level not exceeding more than 10mm.

The meat shall be free from off odours, off flavours and any evidence of putrefaction.

The meat shall be free from parasitic disorders, disease and any mould infection.

There must be a minimum of five days shelf life for fresh Halal lamb and a minimum of six months shelf life for frozen Halal lamb remaining at the time of delivery

Tenderers must specify the region and country of origin, of all lamb quoted in the Tender.

NB. Only Halal lamb, which complies with all the above criteria, will be purchased by FM.

Sheep are classified for the purposes of the Variable Premium Scheme as follows:



Lamb

Category 1: = Clean sheep under one year old.

(a) Lambs – animals born and marketed within a year beginning on the first Monday in January or born after the beginning of October in the year prior to marketing.

(b) Other clean sheep under one year old.

Mutton

Prime Wethers and / or Young Ewes

All prepared meat must be derived from the carcases of wethers or young ewes of not more than two years of age.

Products Required:

HALAL MUTTON

Halal Mutton Shoulder Diced Uniform size (20mm dice). Firm in texture, light red in colour with smooth white fat (90% visual lean). Individual cubes should not contain portions of fat.

Halal Mutton Shoulder Minced Mince (Standard 5mm mince).Light red in colour with white fat (90% visual lean).

Mince (Course 9mm mince).Light red in colour with white fat (90% visual lean).

Tenderers must include a full specification for each product to be supplied and also details of dice and mince sizes available other than those specified above.

LAMB – Position of Cuts



SPECIFICATION FOR THE SUPPLY OF FRESH/FROZEN HALAL POULTRY

All Halal poultry shall be supplied to the European Halal Development Agency Standard or equivalent.



All Halal poultry and poultry products supplied to FM shall be fresh/frozen.

For the supply of fresh Halal poultry, the poultry must be fresh and packed as soon as possible within the constraints of normal slaughtering procedures. The temperature must be stable and maintained at all points in the product no higher than 4°C. Fluctuations must not be in excess of 3°C.

For the supply of frozen Halal poultry, the poultry must be frozen as soon as possible within the constraints of normal slaughtering procedures. The poultry shall be of good colour and free from discolouration or any other indication of too long a storage period or having been thawed out and refrozen, mishandling, cold store burn, ice build up on the protective covering or any other deterioration. Product ordered frozen shall be completely frozen at the time of delivery and temperature must be no higher than -18°C plus or minus 3°C.

The poultry shall be obtained from properly dressed birds, which were healthy, and disease free at the time of slaughter. All poultry shall be clean plucked, free from bruised areas, off odours, off flavours and any evidence of putrefaction.

Poultry must have been passed as fit for human consumption by a suitable qualified, authorised inspector and must conform to Council Regulation 1906/90 as amended and Commission Regulation 1538/91 as amended.

All poultry supplied shall be Grade A, i.e.

Intact, taking account of present Regulations Of good formation The flesh must be plumpClean, free from foreign matter, dirt or blood Free from any foreign smell Free from blood stains unless small and unobtrusive Free from bones, bone splinters Free from severe bruising

There must be a minimum of five days shelf life for fresh Halal poultry and a minimum of six months shelf life for frozen Halal poultry remaining at the time of delivery

Tenderers must specify the region and country of origin, of all poultry quoted in the Tender.

NB. Only Halal poultry, which complies with all the above criteria will be purchased by FM.

POULTRY – Product Descriptions



Terms Description (a) Half half of the carcase, obtained by a longitudinal cut in a plane along the sternum and

the backbone. (b) Quarter leg quarter or breast quarter, obtained by a transversal cut of a half.(c) Unseparated leg quarters

both leg quarters united by a portion of the back, with or without the rump.

(d) Breast the sternum and the ribs, or part thereof, distributed on both sides of it, together with the surrounding musculature. The breast may be presented as a whole or a half.

(e) Leg the femur, tibia and fibula together with the surrounding musculature. The two cuts shall be made at the joints.

(f) Chicken leg with a portion of the back

the weight of the back does not exceed 25% of that of the whole cut.

(g) Thigh the femur together with the surrounding musculature. The two cuts shall be made at the joints.

(h) Drumstick the tibia and the fibula together with the surrounding musculature. The two cuts shall be made at the joints.

(i) Wing the humerus, radius, and ulna, together with the surrounding musculature. In the case of turkey wings, humerus or radius/ulna together with the surrounding musculature may be presented separately. The tip, including the carpal bones, may or may not have been removed. The cuts shall be made at the joints.

(j) Unseparated wings both wings united by a portion of the back where the weight of the latter does not exceed 45% of that of the whole cut.

(k) Breast fillet the whole or half of the breast deboned, i.e. without sternum and ribs. In the case of turkey breast, the fillet may comprise the deep pectoral muscle only

(l) Breast fillet with wishbone the breast fillet without skin with the clavicle and the cartilaginous point of the sternum only, the weight of clavicle and cartilage not to exceed 3% of that of the cut.

(m) Magret, maigret, breast fillet of ducks and geese comprising skin and subcutaneous fat covering the breast muscle, without the deep pectoral muscle.

(n) Deboned turkey leg meat turkey thighs and/or drumsticks deboned, i.e. without femur, tibia and fibula, whole, diced or cut into strips.

Products listed under (d) to (k) in the table above may be presented with or without the skin. The absence of the skin in the case of products listed under (d) to (j) or the presence of the skin in the case of the product listed under (k) must be mentioned on labelling.

Products Required:



HALAL CHICKEN

Halal Chicken Diced Boneless and skinless.50/50% White and Dark Meat. Uniform size (20mm dice).Firm texture, with no evidence of bruising or blood patches.

Halal Chicken Thigh DicedBoneless and skinless.100% Thigh Meat.Uniform size (20mm dice).Firm texture, with no evidence of bruising or blood patches.

Halal Chicken Minced Boneless and skinless.50/50% White and Dark Meat.Course (9mm mince).

Halal Chicken Fillets Boneless and skinless.Uniform size and shape.White firm texture, with no evidence of bruising or blood patches. 75g/100g in weight.

Halal Chicken Drumsticks Uniform size.Firm texture, with no evidence of bruising or blood patches.

Tenderers must include a full specification for each product to be supplied and also details of dice and mince sizes available other than those specified above.

OTHER ALTERNATIVE HALAL PRODUCTS



FM are committed to improving the quality and variety of Halal meat and poultry products served throughout its catering operations and would be interested in incorporating new products on its menus such as Halal burgers.

Tenderers are requested to provide information on how they are able to support FM on product development and advise what other Halal products they are able to supply.

Other/alternative Halal products that the Tenderer considers would add nutritional value and benefits to the contract should be quoted at the end of the Pricing Schedule.

SPECIFICATION FOR THE SUPPLY OF HALAL LAMB BURGERS

All Halal burgers will be supplied fresh/frozen.

For the supply of fresh Halal burgers, the product must be fresh and packed as soon as possible after processing. The temperature must be stable and maintained at all points in the product no higher than 4°C. Fluctuations must not be in excess of 3°C.

For the supply of frozen Halal burgers, the product must be frozen as soon as possible after processing and packing. Product ordered frozen shall be completely frozen at the time of delivery and temperature must be no higher than -18°C plus or minus 3°C.

All Halal burgers must conform to the meat specification and comply with the Meat Products (England) Regulations 2003 or equivalent.

Halal burgers should meet UK target nutrient specifications for manufactured foods used in school meals and attention given to reducing the fat and salt content of the items tendered.

The lamb content should be lean and as a minimum must meet or exceed 62% with no offal or mechanically recovered meat to be included. No mechanically recovered meat products will be accepted. The percentage meat content must be clearly labelled.

Where additives are used, these must comply with FM food policy (see Appendix B Prohibited Food Additives & Ingredients list).

Seasonings, herbs, spices and onion are permitted.

Portion sizes must at a minimum weigh 57g for primary schools and 85g for secondary schools. The weights indicated are minimum weights; products recommended must not exceed those weights by more than 15% and must not be less than the minimum weight specified.

Alternative suggestions may be recommended.

Tenderers must specify the region and country of origin, of all Halal burgers quoted in the Tender and if appropriate any brand name.

NB. Only Halal burgers, which comply with all the above criteria will be purchased by FM.



PRODUCT DETAILS FOR THE SUPPLY OF FRESH/FROZEN HALAL MEAT & POULTRY

Central Production Unit

Halal Lamb

Mutton Shoulder Diced (20mm) 90vl 5 kg

Mutton Shoulder Minced (5mm) 90vl 5 kg


Halal Poultry

Chicken Diced 50/50 (20mm) 5 kg

Chicken Thigh Diced (20mm) 5 kg

Chicken Minced (5mm) 5 kg

Chicken Fillets 75g 5 kg



Primary Schools

Halal Lamb



Halal Poultry







Residential & Day Centres

Halal Lamb



Halal Poultry





Chicken Drumsticks Each

Additional products may be ordered. The prices of these are to be negotiated on request.



TIMETABLE

These dates are estimates and should be used as a guide only. CBMDC reserves the right to amend any dates without prior warning.

Action Date(s)Tender StageAdverts Published and Tender documents available for downloadClosing Date and time for receipt of Tender Submissions

Thursday 17th December 2009

Wednesday 20th January 2010 2.00pm

Tender Evaluation PeriodIncludes:Interviews* / Site Visit**

Monday – Friday w/c 25th January 2010

Contract Award PeriodIntent to award contract and unsuccessful letters sent out 10 Day Alcatel Period – feedback to unsuccessful contractorsOfficial Contract Award

Friday 5th February 2010

Friday 12th February 2010

Start of Contract Monday 1st March 2010

* The evaluation team will invite short-listed tenderers to an interview to discuss their tender in greater detail.

** Sites visits will be completed as required.

Please note: These dates are used as guidance only and may be subject to change.

AWARD CRITERIA



The award of this contract will be on the basis of the tender submission (quality – answers to our tender questions and prices) which includes any findings at the subsequent interview/site visit (if applicable).

Tender evaluation will be conducted against pre-determined Contract Award Criteria as set out below. The award will be on the basis of the ‘most economically advantageous’ tender taking account the following criteria:

General

Criteria Questions it relates to PercentageBasic Organisation Details 1 to 9, and 14 to 17 For information purposes only Detailed Organisation Details

10 to 13 Pass / Fail based on the evaluation team being satisfied or not – a fail for any of these questions (after clarification if applicable) = automatic rejection

Standard Documents Finance InsuranceEqual OpportunitiesHealth & SafetyEnvironmental Policy

Pass / Fail based on discretionary grounds on the evaluation team being satisfied or not – a fail for any of these items (after clarification if applicable) = automatic rejection

It is important to note that overall tenders will be evaluated in respect of 60% quality and 40% price, using the following scoring framework:

Contract Quality Questions (60%)

Criteria Questions it relates to Marks out of % out of

Schedule 1 - Organisation Questions 18 - 23 64 18

Schedule 2 - Operations Questions 24 - 29 52 14

Schedule 3 - Quality Management

Questions 30 to 33 - 47 108 30

Schedule 4 - Food Hygiene Questions 48 - 50 36 10

Schedule 5 - Halal Supply Chain Auditing

Questions 51 - 53 36 10

Schedule 6 - Quality of Produce

Questions 54 - 58 56 15

Schedule 7 - Marketing & Curriculum

Questions 59 - 60 12 3

Pricing (40%)

An itemised breakdown of all costs associated with providing the Goods and in line with the ITT Part C (Pricing Schedule) should be completed and submitted as part of the Tender submission.

The evaluation panel may invite suppliers to post clarify their submissions in the form of an Interview/presentation and proposed dates (which will be clarified) are included in the timeline at the end of this correspondence.



DECLINING TO TENDER

If your company is declining to tender please complete and return this page before the tender closing date to the email address below stating your reason(s) why.

Reference: BMDC/12289

Company:

Address:

Contact Name:

Position:

Telephone:

Email:

I will not be returning the above tender/enquiry for the following reasons:-

...............................................................................................................................

......................................................….....................................................................

...............................................................................................................................

......................................................….....................................................................

...............................................................................................................................

......................................................….....................................................................

Please add further rows as necessary

PLEASE RETURN TO:-

[email protected]



APPENDIX A

FOOD HYGIENE1. The Contractor shall provide first aid facilities for the use of staff in accordance with

the Health & Safety Regulations 1981

2. Without prejudice to the provisions of the Food Premises Regulations 1991, the Food Hygiene (Markets, Stalls and Delivery Vehicles) Regulations 1966, the Food Safety Act 1990 and the Food Safety (General Food Hygiene) Regulations 1995, 2005 & 2006 and any amendments there after. The Contractor shall ensure: -

a) persons employed by it in the provision of the Services who at any time handle food for use at every wash-hand basin an adequate supply of paper towels and bactericidal soap or detergent;

b) no room which communicates directly with a room which contains a sanitary convenience is used for the cleaning of equipment with which open food comes into contact;

c) adequate supplies of cleaning agents are maintained for use at all sinks or other facilities;

d) swill and refuse areas are kept clean and in good order and all swill and refuse containers are kept clean and covered with closely fitting lids;

e) no live animal or poultry is allowed in any food room;f) food is not carried in any vehicle or container with any other article, which may

contaminate the food or with any live animal or live poultry;g) open food is not wrapped or contained in any paper, wrapping material or

container, which is not clean or, which is liable to contaminate the food. In particular, newspaper or other such printed material shall not come into contact with any food other than unprepared vegetables;

h) all open food not in process of preparation, serving or consumption is protected from flies, other insects, rodents and other vermin.

3. The Contractor shall have and display in all Establishments a copy of the Contractor’s “Code of Practice for Hygiene Standards” as approved by the Authorised Officer.

4. The Contractor shall ensure that newly appointed employees receive a copy of the Contractor’s “Personal Hygiene Rules” as approved by the Authorised Officer and sign a declaration that he/she has read and understood the contents.

5. All food items to be used in the provision of the Services will be stored securely, safely and hygienically. Without prejudice to the generality of this requirement, the following food items shall be stored at the following temperatures:

Dairy Products, Fats, Fresh Fish + 2C to + 4C

Meat Products + 2C to + 4C

Frozen Meat, Fish and Vegetables - 18C to - 20C

Chilled Food 0C to + 3C



APPENDIX B

PROHIBITED FOOD ADDITIVES & INGREDIENTSFACILITIES MANAGEMENT CATERING

Facilities Management Catering (FM) is responsible for the safe feeding of over 40,000 customers per day and as part of our commitment care we have an evolving food and nutrition policy. Whilst every endeavour is made from FM to fulfil our commitment, manufacturers and distributors have a vital part to play.

The following are prohibited:

ColoursE102 TartrazineE104 Quinoline Yellow 107 Yellow 2GE110 Sunset Yellow FCFE122 CarmoisineE123 AmaranthE124 Ponceau 4RE127 Erythosine 128 Red 2G E131 Patent Blue V 133 Brilliant Blue FCF E142 Green SE151 Black PN 154 Brown FK 155 Chocolate Brown HT

Preservatives E210 Benzoic AcidE211 Sodium BenzoateE212 Potassium BenzoateE213 Calcium BenzoateE214 Ethyl 4-Hydroxybenzoate (ethyl para-hydroxybenzoate)E215 Ethyl 4-Hydroxybenzoate, Sodium Salt (sodium ethyl para-hydroxybenzoate)E216 Propyl 4-Hyrdoxybenzoate (Propyl para-hydroxybenzoate)E217 Propyl 4-Hydroxybenzoate, Sodium Salt (Sodium propyl para-hydroxybenzoate)E218 Methyl 4-Hydroxybenzoate (Methyl para-hydroxybenzoate)E219 Methyl 4-Hydroxybenzoate, Sodium Salt (Sodium Methyl para-hydroxybenzoate)E220 Sulphur DioxideE221 Sodium SulphiteE222 Sodium Hydrogen Sulphite (Sodium bisulphite)E223 Sodium MetabisulphiteE224 Potassium MetabisulphiteE226 Calcium SulphiteE227 Calcium Hydrogen Sulphite (Calcium bisulphite)E250 Sodium NitriteE251 Sodium Nitrate



Anti-Oxidants E310 Propyl GallateE311 Octyl GallateE312 Dodecyl GallateE320 Butylated Hydroxyanisole (BHA)E321 Butylated Hydroxytoluene (BHT)

Emulsifiers and StabilizersE407 Carrageenan

Sweeteners Acesulfame Potassium Aspartame Sodium SaccharinE420 Sorbitol, Sorbitol SyrupE421 Mannitol

OthersE422 GlycerolE471 Mono & di-glycerides of fatty acids – check for animal derivativesE514 Sodium SulphateE515 Potassium SulphateE621 Sodium Hydrogen L-glutamate (Monosodium glutamate MSG)E623 Calcium Dihydrogen di-L-glutamate (Calcium glutamate)E635 Sodium 5-ribonucleotide

Haram E120 Cochineal E132 Indigo Carmine E160A Carotene E441 Gelatine E472 Lacto Acid Esters of Glycerol E473 Sucrose Esters of Glycerol and Sucrose E474 Sucroglycerides derived from Palm oilE475 Polygycerol derived from Castor Oil and Glycerol E476 Polyglycerol derived from Castor and Fatty AcidsE477 Propylene Glycol of Fatty AcidsE478 Glycol and Lactic Acid Esters E542 Bone Phosphate E570 Stearic Acid Anti-caking Agent E572 Synthetic Stearic Acid E631 Prepared from meat, fish or insect extractE635 Prepared from meat, fish or insect extractE640 Prepared from meat, fish or insect extractE920 Amino acid manufactured from animal hair or chicken feathers



The following additional products are also prohibited: -

Animal fat derivatives.

Nuts or traces of nuts.

Palm Oil

Genetically Engineered ingredients

All products containing soya, maize or tomato are GM free and that all batches processed can be traced as being GM free (under review).



APPENDIX C

DELIVERY LOCATION DETAILS

FACILITIES MANAGEMENT - CENTRAL PRODUCTION UNIT

NAME ADDRESS 1 ADDRESS 2 CITY POST CODE DELIVERY TIMES

Facilities Management – Central Production Unit Johnson Street Laisterdyke Bradford BD3 8HW 7.30am to 10.00am



FACILITIES MANAGEMENT - SCHOOLS - BRADFORD

NAME ADDRESS 1 ADDRESS 2 CITY POST CODE TYPE DELIVERY TIMES

Crossley Hall Primary School Thornton Road Bradford BD8 0HJ CONV 11.00am to 1.00pm

Green Lane Primary School Green Lane Manningham Bradford BD8 8HT CONV 10.00am to 2.00pm

Iqra Community School Drummond Road Bradford BD8 8DA CONV 10.00am to 1.30pm

Lapage Primary School Barkerend Road Bradford BD3 8QX CONV 9.00am to 2.00pm

Peel Park Primary School Lowther Street Bradford BD2 4RA CONV 10.00am to 2.00pm

Springwood Community Primary School Wood Street Manningham Bradford BD8 8HY CONV 8.00am to 2.00pm

St Edmund's Nursery School Washington Street Girlington Bradford BD8 9QW CONV 11.00am to 1.00pm



FACILITIES MANAGEMENT - RESIDENTIAL & DAY CENTRES

NAME ADDRESS 1 ADDRESS 2 CITY POST CODE DELIVERY TIMES

Beckfield Resource Centre 70 Bolton Lane Bradford BD2 4NB 8.00am to 2.30pm

Dove Court Bolton Street Barkerend Road Bradford BD3 0JB 8.00am to 2.30pm

Whetley Hill Resource Centre 3 Whetley Hill Bradford BD8 8NL 8.00am to 2.30pm



APPENDIX D

MONTHLY MANAGEMENT INFORMATION

Location Product Code Product Description Place of Origin Volume Unit of Measure £ Price Charged Total Value

Central Production Unit

Schools

Residential & Day Centres

Other Catering
