procurement &corporate programmes€¦ · of our quality initiative it would be most helpful...

Invitation to Tender April 2012 (Vers 1.0) London Borough of Tower Hamlets of 37

Invitation to Tender for – Supply Of 1/3 Pint Milk For Schools And Fresh Milk Products For School And Welfare Catering

Contract Number – E 3943

I am pleased to invite you to tender for the above project.

Please read the instructions on the tendering procedures carefully since failure to comply with them may invalidate your tender, which must be received by Procurement by 12 noon on Monday 25th June 2012.

I should be grateful if you would acknowledge receipt of our Invitation to Tender by completing and returning the enclosed pro-forma Invitation to Tender Acknowledgement letter by 17:00 on Monday 28th May 2012 .to [email protected]. Should you decide NOT to submit a tender in response to this invitation, please return all of the enclosed papers. As part of our quality initiative it would be most helpful for us to know your reasons for not tendering.

Please contact me if you have any general questions about the tendering procedure.

I look forward to your response.

Yours sincerely,

Zamil Ahmed – Senior Procurement Manager Procurement& Corporate Programmes Office London Borough of Tower Hamlets 4th Floor, Mulberry Place 5 Clove Crescent London, E14 2BG Telephone - 020 7364 4385 Email – [email protected]

PROCUREMENT &CORPORATE PROGRAMMES

4th Floor Mulberry Place 5 Clove Crescent London E14 2BG

Tel 020 7364 4385 Fax 020 7364 4973 Email [email protected]

www.towerhamlets.gov.uk


INVITATION TO TENDER

Milk – Supply of 1/3 Pint Milk For Schools And Fres h Milk Products For School And

Welfare Catering

CONTRACT No. E 3943

March 2012

Issued by London Borough of Tower Hamlets


Table of Contents INSTRUCTIONS TO FIRMS TENDERING ................................................................ 4

Documents .......................................................................................................... 4

Documents to be Returned .................................................................................. 4

Delivery of Documents ......................................................................................... 4

Non Submitted Tenders ....................................................................................... 5

Fixed Price........................................................................................................... 5

Tender Form to be Properly Filled Up .................................................................. 5

Acceptance of Tender .......................................................................................... 5

Value Added Tax ................................................................................................. 5

Accuracy of Prices ............................................................................................... 6

No Tender Need be Accepted .............................................................................. 6

Post Tender Clarification / Negotiation ................................................................. 6

Council’s Complaints Handling ............................................................................ 6

Contract Rights of Third Parties Act 1999 ............................................................ 7

Confidentiality ...................................................................................................... 7

Health and Safety ................................................................................................ 7

Sub-Contracting and Consortiums ....................................................................... 7

Agency ................................................................................................................ 8

Anti-Fraud and Corruption Strategy ..................................................................... 8

Terms of Contract ................................................................................................ 8

London Living Wage ............................................................................................ 8

Tender Timetable ................................................................................................. 9

Award Criteria ...................................................................................................... 9

Equal Opportunities Policy ................................................................................. 10

Contacts ............................................................................................................ 10

INVITATION TO TENDER ACKNOWLEDGEMENT LETTER ....... ......................... 11

SERVICE PROVIDERS FORM OF TENDER .......................................................... 12

VALUING DIVERSITY…………………………………………………………………….13

ETHICAL GOVERNANCE PROTOCOL FOR COUNCIL CONTRACTS . ................ 13

CONFIDENTIALITY AGREEMENT ......................... ............................................... 14

1. Engagement ............................................................................................. 14

2. Service Provider’s Duties ......................................................................... 14

3. Tax and National Insurance Contributions ................................................ 14

4. Confidential Information ........................................................................... 14

CUSTOMER REFERENCES .................................................................................. 17

Customer Reference One .................................................................................. 17

Customer Reference Two .................................................................................. 17

Customer Reference Three ............................................................................... 17

Customer Reference Four ................................................................................. 17

Customer Reference Five .................................................................................. 17

LONDON BOROUGH OF TOWER HAMLETS ................... .................................... 18

Schedule 1 Service Specification…………………………………………………… 19 Schedule 2 Pricing …………………………………………………………………… 29 Schedule 3 Method Statements ..……………………………………… ……………31


Instructions to Firms Tendering 1. Documents

Apart from the formal agreement between the Council and the successful Service

Provider arising from the Council’s written acceptance of the Tender, the incorporated documents for the purpose of the Contract will comprise:

a) These Instructions

b) Invitation to Tender Acknowledgement Letter – Appendix A

c) The Service Provider’s Form of Tender – Appendix B

d) Tower Hamlets Council Celebrating Diversity Publication – Appendix C

e) Ethical Governance Protocol for Council Contracts - Appendix D

f) Information Release – Pre-tender Confidentiality Agreement – Appendix E

g) Customer References – Appendix F

h) Schedules

• Schedule 1 – Service Specification

• Schedule 2 - Price

• Schedule 3 – Method statements

Tower Hamlets Council reserves the right to amend the enclosed tender documents at any time prior to the deadline for receipt of tenders. Any such amendment will be numbered, dated and issued by the Project Manager. Where amendments are significant, Tower Hamlets Council may at its discretion extend the deadline for receipt of tenders.

2. Documents to be Returned

• Invitation to Tender Acknowledgement Letter – Appendix A

• Service Providers Form of Tender and Appendices - Appendix B

• Information Release – Pre-tender Confidentiality Agreement – Appendix E

• Customer References – Appendix F

• Schedule 2- Completed

• Schedule 3 - Completed

• Suppliers Disaster Recovery and Business Continuity Plans

• Suppliers Equal Opportunities Policy

Tenders may be rejected if the complete information called for is not given at the time of tendering.

3. Delivery of Documents


Documents as stated in 2 above should be uploaded to (via the e-tender system)

https://www.londontenders.org/procontract/supplier.nsf/frm_home?openForm&Login https://www.londontenders.org/london/qtsupplier.nsf TO BE DELIVERED NOT LATER THAN: Date: Monday 25th June 2012 Time: 12:00 noon Any Tender received after this date and time WILL NOT BE CONSIDERED. Tenderers are advised to retain for themselves details of their submission. Tenderers are responsible for allowing sufficient time to upload their tenders. The Council accepts no liability whatsoever for bids that are not processed due to internet connectivity issues, transmission delays or errors. The Council reserves the right to make a charge to subsequently provide a copy of the submitted Tender Unless otherwise stated by the bidder, tenders shall remain valid for90 days from the closing date for receipt of tenders. A tender valid for a shorter period may be rejected by Tower Hamlets Council as failing to meet the tendering conditions.

4. Non Submitted Tenders

It must be clearly understood that this invitation must not be passed or transferred to any other firm or third party. Should the specified invitee be unable to submit a Tender, all documents must be returned immediately .

5. Fixed Price

Invitees should Tender on a "Fixed Price" Basis. If the Tender is accepted the Service Provider will not be entitled to claim and the Council will not allow any increase in the price of the materials and/or cost of or incidental to, the employment of labour, and the prices included in the Tender shall be the maximum payable by the Council.

6. Tender Form to be Properly Filled Up

Any Tender which is not upon the Form of Tender supplied by the Council, or which is not together with its Appendix, properly filled up, or which is not delivered in the manner or within the time provided will not be considered.

7. Acceptance of Tender

A Contract will only come into existence upon communication, in writing, to the Tenderer by the Council’s Chief Executive, via the Procurement and Payments Office, of the Council's acceptance. No other mode will be considered binding upon the Council. The Letter of Acceptance will constitute a binding agreement between the parties and, which subsequently the appointed Service Provider may be asked to execute a deed in a form prepared by the Council. The successful Service Provider will be informed of this requirement upon acceptance.

8. Value Added Tax

The Tender must be based on rates/prices which exclude Value Added Tax. This tax, if applicable, will be paid by the Council as an addition at the appropriate rate on the


invoices when submitted.

9. Accuracy of Prices

Owing to an increasing number of instances where Tenders have been found to contain inaccuracies and where forms have not been properly completed, Tenderers are strongly advised that before submitting this Tender all arithmetical calculations be checked for accuracy. Also at the same time ascertaining that forms have been fully completed and signed (by an authorised Officer) and all necessary information supplied. The Tenderer will not be allowed to adjust their offer set out on the Form of Tender (or Schedule of Rates/Prices if applicable) if that means an increase in the rates/price offered in this Tender.

10. No Tender Need be Accepted

The Council reserves the right to discontinue this procurement at any time or not to select a supplier and does not bind itself to accept the lowest or any Tender, and will not accept the Tender of any person or firm who on any previous occasion has withdrawn a Tender after it has been opened unless the reasons for withdrawal were at the time accepted by the Council as satisfactory. Tenders are to be prepared and submitted at the cost of the Tenderer. The Council will not be liable for any costs incurred by the Tenderer in the preparation and submission of the tender.

11 Post Tender Clarification / Negotiation

Whilst it is intended that the contract will be awarded on the basis of the Tenders submitted, we may need to hold discussions with you to for the purposes of clarification of any areas of doubt. In certain circumstances, we may wish to enter into post-tender negotiations with one or more Tenderers with a view to reaching a mutually acceptable position to enter into a contract – for example in the event that none of the Tenders submitted are affordable to us. Such negotiations would take place after the initial Tender evaluation and would be conducted in a fair and non-discriminatory manner.

12. Council’s Complaints Handling

The Council wishes to have open communication with all of its customers and values the feedback it receives through complaints. Anyone wishing to or receiving a service from the Council can make a complaint if they feel that they have not been treated fairly or properly or if the Council has not done what it promised, within the right time and to the right standard. The same principle should therefore apply to contracted Works, Services and Supplies. The Service Provider shall observe and comply with the Council's Corporate Complaints procedure during the operational life of the Contract. Full details of the Councils Complaints procedure and standards may be obtained from :- Tower Hamlets Council Corporate Complaints Unit, Town Hall, Mulberry Place, 5 Clove Crescent, LondonE14 2BG –


Telephone No. 020 7364 4161 (English/Bengali/Sylheti) - 020 7364 4853 minicom, [email protected]

13. Contract Rights of Third Parties Act 1999

The Tenderers attention is drawn to the provisions of the Contract (Rights of Third Parties) Act 1999 (the Act) and to how it affects the exclusivity of the conditions of Contract between the Council and the successful Tenderer. Unless otherwise stated in any of the documents referred to in Paragraph 1, The Provisions of the Act are expressly excluded in respect of third parties enforcing the Contract. If a Third Party is to be given rights under the Contract the Council will agree with the Tenderer who is to benefit and which terms are applicable. The extent of third party rights will be subject to a memorandum of agreement between the successful Tenderer and the Council which will then be incorporated into the Contract if no discussion takes place or it is subsequently agreed a third party will not acquire third party rights the Act will be excluded and confirmed in writing prior to the award of a Contract.

14. Confidentiality

All information provided by the Council in relation to this tender should be treated as private and confidential except where the Council has given prior agreement that such information may be disclosed for the purpose of obtaining sureties and quotations necessary for the preparation of the Tender. The Service Provider, its employees and agents at all times shall keep confidential and secret and shall not disclose to any person other than a person authorised by the Council all information and other matters acquired or produced in whatever medium by the Service Provider in connection with the Contract. The Council may require the Service Provider to enter into its standard form of Confidentiality Agreement before commencing the Services.

15. Health and Safety

Tenderers are advised that they are to ensure that they comply in all respects with the provisions of the Health and Safety at Work etc Act 1974 together with Regulations, Orders, and Codes of Practice etc arising there from. Regular, or a Flagrant, breach of Health and Safety Requirements could result in the suspension of the operation of the works which will be at the Tenderers sole risk or the awarded Contract being determined forthwith by the Council.

16. Sub-Contracting and Consortiums

Tenderers are informed that the Business wishes to procure the solution without the need to divide into lots or subcontract outside the suppliers group of companies and Tenderers shall not appoint sub-contractors (Sub-Service Providers) without the prior written consent of the Council via the Authorised Officer. Permission may be refused if the proposed Sub-Service Provider, has been dismissed from a Council Contract that they have been employed on either directly, or indirectly, by reason of their failure to perform the works, or have caused death or injury to any person whilst carrying out works for the Council, are deemed unqualified for the works or have been found guilty of corrupt practices.


If a consortium of firms are tendering for the Services, the lead partner will be required to tender as the Service Provider, and is therefore responsible for submitting the tender. The lead partner will be required to submit all documents to be returned (paragraph 2) and propose other firms as Sub-Service Providers as part of the method statement. The Council reserves the right to request any of the documents listed in paragraph 2 from the proposed Sub-Service Providers. Sub-Service Providers may only belong to one consortium. The Council holds the successful Tenderer solely responsible for the works carried out by a Domestic Sub-Service Provider and their compliance with all Statutes, together with all Regulations, Orders, Bye-Laws, and Codes of Practice etc arising there from.

17. Agency

The Service Provider is not and shall in no circumstances hold himself/herself out as being, the servant or agent of the Council, otherwise than in circumstances expressly permitted by these Conditions. The Service Provider is not and shall in no circumstances hold himself/herself out as being, authorised to enter into any contract on behalf of the Council, or in any other way to bind the Council to the performance, variation, release or discharge of any obligation. The Service Provider has not and shall in no circumstances hold himself/herself out as having the power to make, vary, discharge or waive any bye-law or regulation of any kind. The employees of the Service Provider are not, shall not hold themselves out to be and shall not be held out by the Service Provider as being servants or agents of the Council for any purposes whatsoever.

18. Anti -Fraud and Corruption Strategy

The Council has a duty to protect the public funds it administers. In order to properly discharge this duty the Council has an approved Anti Fraud and Corruption Strategy which can be found on our website under: http://www.towerhamlets.gov.uk/lgsl/800001-800100/800011_national_fraud_initiati/anti-fraud_and_corruption_stra.aspx As a potential stakeholder engaged in the provision of services with the Council you are expected to be aware of the details of the policy and processes and make use of it if necessary.

19. Terms of Contract

The Contract will be awarded on LB Tower Hamlets Terms and Conditions of Contract. Please do not submit your own standard terms with your Tender. If you are unable to comply with any of these terms, please indicate in the Variation From Contract Terms Form, stating your proposed alternative clauses. Please note, however, that the Council reserve the right to not accept any proposed terms which we find unacceptable.

20. London Living Wage


The Council is supportive of the London Living Wage as an effective means of combating poverty and improving recruitment and retention of high quality staff. The Council would like Tenderers to consider the implications of the London Living Wage and apply to their tender response.

21. Tender Timetable

The tender timetable* is as follows:

Event Date Comments

Tender documents issued 21/5/12

Deadline for receipt of Clarification questions 13/6/12

Date of customer response to supplier questions 19/6/12

Tender return deadline 25/6/12

Tender evaluations 25/6/12 29/6/12

Post tender clarifications 27/6/12 If required

Telephone references /Site visits 28/6/12 28/6/12 If required

Preferred supplier notification and award 24/7/12 Standstill period terminates

3/8/12

Implementation commencement 4/8/12 For a start on 1st September 2012 (or before)

NB. * -This is an indicative timetable and may be subject to change.

The evaluation panel will assess responses after which point a preferred bidder may be selected.

Any tender which in the reasonable opinion of the officers conducting the evaluation is fundamentally unacceptable on any key point, regardless of its other merits, may at the evaluating panels discretion be rejected.

Upon conclusion of all the above stages, a formal contract will be entered into between Tower Hamlets Council and the successful bidder.

22. Award Criteria

The Contract Award will be based on the Best Value and Most Economically Advantageous Tender (MEAT) and meets the business needs. The following criteria will be used for evaluation purposes (in accordance with the contracted framework).

Criterion Weighting (%)

Price 60% Method Statement 1 – Ability to meet Councils’ needs 10%

Method Statement 2 – Protecting the environment 10% Method Statement 3 – Sustainability and local 10%


produce Method Statement 4 – Contingency Planning 10%

23. Equal Opportunities Policy

Please enclose copies of your Equal Opportunities Policy

24. Contacts

Any questions or correspondence relating to the tender or the submission of bids should be submitted via the questions & answer facility on Councils e-tendering system https://www.londontenders.org/procontract/supplier.nsf/frm_home?openForm&Login Tenderers should be aware that the Council has a policy of equality of information in the bidding process. This means that questions posed and the answers given will be distributed to all bidders before the closing date; the source of the questions will not be identified.


Appendix A

INVITATION TO TENDER ACKNOWLEDGEMENT LETTER To: [email protected]

From: Date: Dear Procurement Provision of: Contract Number – Your Invitation to Tender was received on:

• We intend to submit a tender by the required date • We are unable/do not wish to submit a tender; our reasons are set out below.

The Invitation to Tender documentation is enclosed/is being returned under separate cover.

NB. Tick as applicable

Please insert here your reasons, or in a separate l etter: We confirm that we will treat all information supplied by Tower Hamlets Council as confidential and will not communicate any of that information to any other party or make use of that information for any purpose other than preparation of a response to the Invitation to Tender.

Yours sincerely For and on behalf of:


Appendix B

Service Providers Form of Tender

TO: LONDON BOROUGH OF TOWER HAMLETS MULBERRY PLACE 5 CLOVE CRESCENT LONDON E14 2BG Dear Sir or Madam,

I/We the undersigned hereby agree to Supply all materials required to perform the whole of the services as set out in the Specification and in accordance with the other incorporated documents referred to in Paragraph 1 of the Instructions to Firms Tendering for Provision of for the contract period. We are willing to Supply the Goods and perform the services at a fixed rates/price in accordance with Schedule 3 Price.

These rates/prices are exclusive of VAT and any other incidental expenses. I/We hereby agree that our Fixed Price Tender will remain open for acceptance for a

period of 90 days from the date hereof. Full Name of Tendering Firm Principal Business Address

Telephone No. Registered Office (if different from

the above)

Status in Firm of Signatory

Date:

………………………………………………. Signature on behalf of Tendering Firm


Appendix C

Valuing Diversity The Tenderer is asked to consider and review our policy statement on diversity and equality can be found at the web address below: www.towerhamlets.gov.uk/diversity

Appendix D

Ethical Governance Protocol for Council Contracts

LBTH is an Equal Opportunities Employer and a supporter of Ethical Governance, our protocol can be found here along with Guidance to Suppliers and Providers. Or via:

http://www.towerhamlets.gov.uk/lgsl/801-850/828_tenders_and_contracts/guidance_to_suppliers_and.aspx


Appendix E

Confidentiality Agreement This Agreement is made on the . Between The Mayor and Burgesses of the London Borough of Tower Hamlets of Town Hall, Mulberry Place, 5 Clove Crescent, London E14 2BG (the Council) of one part and: Supplier Contact Name: Supplier Name: (The Service Provider/Consultant) of the other part

1. Engagement

The Service Provider’s engagement under this Agreement commenced on and will continue until the services are completed.

Both parties agree that the terms of this Confidentiality Agreement have been in force since the commencement of the engagement.

2. Service Provider’s Duties 2.1 The Council shall engage the Service Provider and the Service Provider shall

provide services to the Council as agreed.

2.2 The Service Provider shall provide the services in a competent and efficient manner and shall not do anything which is harmful to the Council.

2.3 The Service Provider shall if so required perform his/her duties or some of

them jointly with one or more other persons as the Council from time to time directs.

3. Tax and National Insurance Contributions

3.1 The Service Provider shall pay all taxation or national insurance contributions

payable in connection with his/her remuneration under this agreement in respect of the services he/she is providing and shall indemnify the Council in full on demand for any liability which it suffers in connection with them.

3.2 The Service Provider recognises that the Council will provide details of all

such payments to the Inland Revenue under the provisions of Section 16 of Taxes and Management act 1970.

4. Confidential Information


4.1 The parties recognise that in order for the Service Provider to perform the services the Council has to make available for the Service Provider access to various information.

4.2 The parties agree that the following comprises Confidential Information :-

“all information and data whether verbal, printed, or in electronic form

accessed by the Service Provider or which comes to his/her knowledge during his/her engagement and all information and data in whatever medium produced by, or which arises out of the Service Provider providing the Services, and also includes any copy or extract of the foregoing in whatever medium.”

4.3 Except in so far as such matters properly come into the public domain or are

required to be disclosed by a court of competent jurisdiction the Service Provider undertakes:-

4.3.1 to keep all Confidential Information secret at all times, and

4.3.2 not to disclose, attempt to disclose, or allow it to be disclosed in whole or in part to any third party without the Council’s prior written consent, and

4.3.3 not to use it in whole or in part for any purpose except for the

performance of the services, and

4.3.4 to take all proper and reasonable measures to ensure the confidentiality of the Confidential Information, and

4.3.5 keep all materials and medium containing Confidential Information in a

safe and secure place and return them to the Council immediately on the expiry of this Agreement or earlier upon the request of the Council. The Service Provider must not remove any Confidential Information from the Council premises either physically or by facsimile or electronic transmission.

4.4 The Service Provider shall not make any comment whatsoever (either

verbally or in writing) on the services he/she is providing or the fact that he/she is providing the services in any press release without the prior written consent of the Council.

4.5 The Service Provider agrees that all rights (including copyright) in the

documentation in whatever medium, produced by him/her as a result of providing the services, remains the sole property of the Council.

4.6 The Service Provider agree to comply with the provisions of the Data

Protection Act 1998, in particular with regard to the processing of any personal data, and to abide by the Council’s security procedures with regard to accessing its information technology systems including electronic mail, the internet and the intranet.

4.7 The obligation in this clause relating to non disclosure of Confidential

Information shall remain in force and shall survive this agreement.


I agree to be bound by the above mentioned terms and conditions of this Confidentiality Agreement. Signed ……………………………………………… Print Name in full ……………………………………………… Date ……………………………………


Appendix F

CUSTOMER REFERENCES Please provide five customer references. Please ensure that at least three of these references demonstrate the products capability with respect to sites that meet the standards required by Tower Hamlets Council as defined in Schedules 1. Customer Reference One Company Name: Company Location: Contact Name: Contact: Telephone Number: Contact Email: Customer Reference Two Company Name: Company Location: Contact Name: Contact: Telephone Number: Contact Email: Customer Reference Three Company Name: Company Location: Contact Name: Contact: Telephone Number: Contact Email: Customer Reference Four Company Name: Company Location: Contact Name: Contact: Telephone Number: Contact Email: Customer Reference Five Company Name: Company Location: Contact Name: Contact: Telephone Number: Contact Email:


Schedule 1

London Borough of Tower Hamlets

Service Specification


LONDON BOROUGH OF TOWER HAMLETS

CENTRAL PROCUREMENT UNIT (CONTRACTS)

CONTRACT NO: E3943

Supply of 1/3 Pints of Milk for Schools and Fresh M ilk Products for

School and Welfare Catering

SPECIFICATION 1) General

a) This contract requires the daily delivery of 1/3 pint cartons of milk to schools or children’s centres within the Borough. These are for consumption by nursery and some primary aged children as part of the Government’s school milk scheme. This contract also requires the delivery of fresh milk and milk products to school kitchens and the borough’s Central Production Kitchen for use in the production of school and welfare meals,

b) This contract is for the supply of fresh 1/3 pint milk cartons to schools and the supply

of fresh milk to school kitchens and the central production kitchen within the London Borough of Tower Hamlets, for the initial period 1st March 2012 to 28th February 2015 with an option to extend, at the Council's discretion, for a further two one year periods.

c) Each school is responsible for ordering the 1/3 pint milk cartons based on the

number of eligible children on site. This number may vary but the school will notify the supplier of any change. The quantities detailed within this document are based on historical data and are for guidance only.

d) There is currently some media coverage over the future of the Government’s milk

scheme and if it were to stop or the eligibility requirements were to be amended during the course of this contract then the Council will not be liable to any claim of income loss or any projected loss of income. The supplier is expected to keep themselves abreast of changes within their industry and Government legislation that may affect them from time to time.

e) The supply of 1/3 pint milk cartons is on a Monday to Friday basis during the school

terms with the exception of any children’s centres and nurseries which remain open for approximately 50 weeks of the year. The successful supplier will be given the names of the sites where this occurs, and the approximate numbers required for the delivery during the holidays.

f) Each 1/3 pint milk carton must be provided with a plastic straw to enable the children

to drink the milk safely. These straws must be preferably attached to each carton or supplied separately on delivery. In either case, the straws must be wrapped in a waterproof wrapping to comply with appropriate current hygiene regulations.

g) Each establishment is required to have an individual invoice on a monthly basis

detailing the quantities and unit prices of the 1/3 pint milk cartons delivered for that period. The schools in-turn forwards these, once approved, to the Children Services Department for payment.


h) The ordering and payment of milk to the school kitchens and Central Production Unit will also require a separate invoice and these invoices will need to be submitted to the Council’s Payment’s Partners – details of this process will be provided to the successful tenderer.

2) Deliveries

a) The delivery must be made to each individual school at a time when there is someone available to accept the delivery – in most cases from 7:30am. The supplier’s performance in this respect will be closely monitored. The school must be notified of any problems over the delivery each day i.e. breakdowns or distribution problems.

b) The milk must be delivered in chilled vehicles operating between 1-4 degrees Celsius

to ensure that the product arrives on site at the required temperature.

c) Delivery notes are to be signed as received by the addressee with their signature and printed name. One copy is to be left with the addressee.

d) All delivery notes should specify:

(1) the person who ordered the goods (2) the name of the establishment (3) the full delivery address (4) quantity and net weight at time of delivery (5) description of goods (6) charge made by unit and line

e) Any shortfalls in deliveries should be clearly marked on the delivery note and a credit

note issued. Credit documentation must be received by the addressee of the original order within 10 working days.

f) Delivery personnel shall produce identification upon request when entering any

Council premises. The Supplier will endeavour to provide consistency of delivery personnel. Delivery personnel should be fully aware of the location of each establishment and how to gain access. All delivery staff must comply with all current and future Health and Safety legislation.

g) Delivery staff must be considerate to local residents at all times.

h) The Council has in operation Controlled Parking Zones in all parts of the Borough.

Contractors must include all costs associated with its and their employees parking in the operation of this Contract. Part of the Borough is also within the Congestion Charge Zone.

3) Banned Products

a) No products may be supplied containing any of the additives listed in the accompanying documentation.

b) Contract Service's current policies ban the use of any Genetically Modified Foods

(GMF). The use of products containing GMF products is strictly prohibited. Suppliers must not provide any GMF products as part of this contract.


4) Samples

a) Upon request by the Council, the Supplier shall supply free of charge samples of product for evaluation purposes. Goods subsequently supplied will be at least the quality of the samples provided. The successful supplier may also be asked from time to time to provide samples to allow quality control and product composition standards to be monitored.

5) Provision of Statute

a) The Supplier will ensure that all goods that are supplied are produced and provided in accordance to UK statute and regulatory orders or codes of practice arising there from and to any EU or other internationally recognised standards.

b) There will be meetings at 3 monthly intervals if requested, between the Supplier and

the Council. These meetings shall be for the purposes of reviewing the operation, all matters affecting the Contract and agreeing appropriate corrective action when problems have been identified by either party. The Council may convene other meetings to deal with specific matters which require attention from time to time.

6) Quality Standards

a) Without prejudice to the Council's remedies and powers contained herein, the Supplier must embody the philosophy of BS EN 150 9002 as a minimum and ensure that the highest standards are maintained throughout the duration of the Contract.

7) Prices

a) With reference to Clauses 5 and 7 of the Council's General Conditions of Contract for the Supply of Goods, the prices of goods supplied are to remain fixed as follows.

• The first year of the Contract the Schedule of Prices will remain fixed.

After the first year the prices will need to be reviewed and negotiations will take place between the Supplier and the Management Team of ECS, annually before the second and subsequent year's commencement. Any prices rises should only reflect market trends and should be supported by evidence.

Banned Additives Listed below are all the synthetic colours and some of the preservatives and anti-oxidants used by manufacturers which are not to be included in any products supplied under this contract. Not all manufacturers used E numbers so the additive names must also be noted. From time to time further additives may be added and Suppliers are expected to source products that would still adhere to the revised list. This may also be at the advice of Government Departments.

Colours E102 Tartrazine E131 Patient Blue V E104 Quinoline Yellow E132 Indigo Carmine or Indigotine E107 Yellow 2 G


E110 Sunset Yellow FCF E133 Brilliant Blue FCF E120 Cochineal E122 Carmoisine or Azorubine E142 Green S (Acid Brilliant Green) E123 Amaranth E150 Caramel (a) (b) (c) (d) E124 Ponceau 4R E151 Black PN (Brilliant Black PN) E127 Erythrosine E153 Carbon Black (Vegetable Carbon) E128 Red 2G E154 Brown FK (Kipper Brown) E129 Allura Red AC

Some preservatives, "the Sulphites", are known to be a problem form asthmatics E221 Sodium Sulphite E226 Calcium Sulphite E222 Sodium Hydrogen Sulphite E227 Calcium Bisulphite E223 Sodium Metasulphite E228 Potassium Hydrogen Sulphite E224 Potassium Metabisulphite

(Potassium Pyrosulphite)

Other additives which can be a problem for asthmati cs or aspirin sensitive people

(possible those sensitive to "salicylates") E212 Potassium Benzoate E218 Methyl 4 Hydroxybenzoate E213 Calcium Benzoate E155 Brown HT E214 Ethyl 4 Hydroxybenzoate E161

(g) Canthanxanthin

E215 Ethyl 4 Hydroxybenzoate E173 Aluminium E216 Propyl 4 Hydroxybenzoate E180 Pigment Rubine (linthol Rubine

BK) E217 Propyl4 Hydroxybenzoate

Flavourings All flavourings unless clearly stated (Natural" must be avoided. Flavourings do not have "E" Numbers

Emulsifiers and Stabilisers E385 Calcium Disodium Ethylenediamine E450 Polyphospates E407 Carrageenan

Flavour Enhancers E621 Monosodium Glutamate (MSG) E635 Sodium 5 E622 Monopotassium Glutamate (MPG) E924 Potassium Bromate E623 Calcium Dihydgrogen L-Gluamate E925 Chlorine E627 Guanosine 5 E926 Chorine Dioxide (Chlorine

peroxide) E631 Inosine 5

Anti -Oxidants E320 Butylated Hydroxy Anisole (BHA) E321 Butylated Hydroxy Toluene (BHT)

Preservatives E210 Benzoic Acid E219 Methyl 4 Hydroxybenzoate E211 Sodium Benzoate E230 Diphenyl E220 Sulphur Dioxide E231 Otho Phenylphenol E249 Potassium Nitrite E233 Thiabendazode E251 Sodium Nitrite E234 Nisin E252 Potassium Nitrite E235 Natamycin


E282 Calcium Propiomate (bread preservative)

Other additives not allowed for infants and young c hildren

Anti-Oxidants E310 Propyl Gallate E312 Dodecyl Gallate E311 Oxtyl Gallate

Other additives not allowed for infants and young c hildren Sweeteners and Colourings

E950 Acesulfame E965 (i) (ii) Malitol E951 Aspartame E966 Lactitol E953 Isomalt E967 Xylotol E954 Saccharin E160b Anatto is a natural colouring that

may cause problems


Supply of 1/3 Pints of Milk for Schools and Fresh M ilk Products for

School and Welfare Catering Establishment Database

Site School Contact Number

Kitchen Contact Number

Approximate Number of 1/3 pints per week (Dec 2011)

Arnhem Wharf Primary School Arnhem Place E14 3RP

020 7515 4310 020 7515 9543 200

Bangabandhu Primary School Wessex Street E2 0LB

020 8980 0580 07908 214532 480

Beatrice Tate School St Judes Street E2 9RW

070 7739 6249 N/A 71

Ben Jonson Primary School Essian Street E1 4QE

020 7790 4110 020 7790 0229 1320

Bethnal Green Technical College Gosset Street E2 6NW

N/A 07903 055587 N/A

Bigland Green Primary School Bigland Street E1 2ND

020 7702 7088 020 7702 7910 960

Bishop Challoner Secondary School 8 Steels Lane E1 0DP

N/A 07984 188229 N/A

Bluegate Fields Infants School King David Lane E1 0EH

020 7790 3616 020 7780 9189 1380

Bonner Primary School Hartley Street E2 0NA

020 9880 1004 020 8980 1791 N/A

Bow Secondary School Paton Close E3 2QD

N/A 020 8983 9573 N/A

Bygrove Primary School Bygrove Street E14 6DN

020 7538 4925 07930 524498 200

Cambridge Heath 6th Form Centre Hadleigh Street E2 0LD

N/A 020 7791 7354 N/A

Canon Barnett Primary School Gunthorpe Street E1 7RQ

020 7247 9023 020 7247 5151 360

Cayley Primary School Aston Street E14 0NP

020 7790 1490 020 7790 5297 1410

Central Foundation School Harley Grove E3 2AT

N/A 0208 981 1838 N/A

Central Production Unit - Education Toby Lane E1 4DN

N/A 020 7364 6099 N/A

Central Production Unit – Welfare Toby Lane E1 4DN

N/A 020 7364 6728 N/A

Cherry Trees School Campbell Road E3 4EA

020 8983 4344 N/A 75


Chisenhale Primary School Chisenhale Road E3 5QY

020 8980 2584 020 8980 4352 420

Christchurch Primary School Brick Lane E1 6TU

020 7247 0792 07944 723783 400

Clara Grant Primary School Knapp Road E3 4BU

020 7987 4564 020 7719 8134 864

Columbia Primary School Columbia Road E2 7RG

020 7739 3835 020 7793 6139 192

Cubitt Town Primary School Manchester Road E14 2BG

020 7987 3373 020 7987 3676 1440

Culloden Primary School Dee Street E14 0TT

020 7364 1010 020 7364 1010 400

Cyril Jackson Primary School 51 Three Colt Street E14 8HH

020 7987 3737 07908 214513 360

Elizabeth Selby Primary School Old Bethnal Green Road E2 6PP

020 7739 6187 020 7739 4104 250

English Martyrs Primary School St Mark Street E1 8DJ

020 7709 0182 07908 214511 130

George Greens Secondary School Manchester Road E14 3DW

N/A 020 7515 5153 N/A

Globe Primary School Gawber Street E2 0JH

020 8980 1738 07908 214534 270

Guardian Angels Primary School Whitman Road E3 4RB

020 8980 3939 07904 106360 135

Hague Primary School Wilmot Street E2 0BP

020 7739 9574 07908 214536 486

Halley Primary School Ben Jonson Road E14 7SS

020 7265 8061 020 7702 7397 180

Harbinger Primary School Cahir Street E14 3QP

020 7987 1924 020 7987 3530 840

Harry Gosling Primary School Fairclough Street E1 1NB

020 7481 1650 07908 214508 630

Hermitage Primary School Vaughan Way E1 9PT

020 7702 1037 020 7702 3882 240

Holy Family Primary School Wades Place E14 0DE

020 7987 3066 020 7515 1891 240

John Scurr Primary School Cephas Street E1 4AX

020 7790 3647 020 7780 9357 710

Kobi Nazrul Primary School Settle Street E1 1JP

020 7375 3626 020 7377 6902 960

Langdon Park Secondary School Byron Street E14 0RZ

N/A 020 7515 8154 N/A

Lansbury Lawrence Primary School Cordelia Street E14 6DZ

020 7987 4589 020 7987 4395 300


Malmesbury Infants School Coborn Street E3 2AB

020 8980 4299 020 8983 1409 1855

Manorfield Primary School Wyvis Street E14 6QD

020 9787 1623 020 7987 1831 560

Marion Richardson Primary School Senrab Street E1 0QF

020 7790 1441 020 7790 1444 150

Marner Primary School Devas Street E3 3LL

020 7987 2938 020 7987 4312 780

Mayflower Primary School Upper North Street E14 6DU

020 7987 2782 07960 917987 480

Morpeth Secondary School Morpeth Street E2 0PX

N/A 020 8709 5358 N/A

Mowlem Primary School Bishops Way E2 9HE

020 7364 7930 N/A 810

Mulberry Secondary School Richard Street E1 2JP

N/A

020 7780 9788 N/A

Oaklands Secondary School Old Bethnal Green Road E2 6RP

N/A 07904 119524

Old Ford Infants School Wrights Road E3 5LD

020 8980 1503 020 8980 4054 960

Olga Primary School Lanfranc Road E3 5DN

020 8981 7127 020 8981 6027 220

Osmani Primary School Vallance Road E1 5AD

020 7247 8909 020 7247 8879 960

Our Lady’s Primary School Copenhagen Place E14 7DA

020 7987 1798 N/A 205

Professional Development Centre English Street E3 4TA

N/A 020 7364 6415 N/A

Redlands Primary School Redmans Road E1 3AQ

020 7790 4534 020 7790 4102 126

Seven Mills Primary School Malabar Street E14 8LY

020 7987 2350 020 7987 2351 150

Shapla Primary School Ensign Street E1 8HY

020 7480 5829 020 7481 4065 240

Sir William Burrough Primary School Salmon Lane E14 7PQ

020 7987 2147 020 7987 2304 360

Smithy Primary School Smithy Street E1 3BW

020 7702 7971 07932 384350 150

St Anne's Primary School Underwood Road E1 5AW

020 7247 6327 020 7377 9500 180

St Edmunds Primary School 297 Westferry Road E14 3RS

070 7987 2546 07908 214487 210

St Elizabeth’s Primary School Bonner Road E2 9JY

N/A 020 8980 4547 N/A


St John's Primary School Peel Grove E2 9LR

020 8980 1142 07908 214535 480

St Luke's Primary School Saundersness Road E14 3EB

020 7987 1753 020 7987 1874 600

St Mary’s & St Michael’s Primary School Sutton Street E1 0BD

020 7790 4986 N/A 300

St Matthias Primary School Bacon Street E2 6DY

020 7739 8058 N/A 500

St Paul's Primary School Wellclose Square E1 8HY

020 7480 6581 07908 214512 550

St Paul’s Way Secondary Bow Common Road E3 4NN

N/A 020 7987 6717 N/A

St Paul's with St Luke's Primary School Leopold Street E3 4LA

020 7987 4624 07908 214509 300

St Peter's Primary School Garnet Street E1 3QT

020 7488 3050 020 7480 7787 180

St Saviour's Primary School Chrisp Street E14 6BB

020 7987 4889 020 7987 6157 225

Stebon Primary School Burdett Estate, St Paul’s Way E14 7AD

020 7987 4237 020 7987 4651 220

Stephen Hawking School Brunton Place E14 7LL

020 7423 9848 020 7480 9056 130

Stepney Green Secondary School Ben Jonson Road E1 4SD

N/A 020 7790 6372 N/A

Stewart Headlam Primary School Tapp Street E1 5RE

020 7247 1201 020 7247 2430 150

Thomas Buxton Infants School Buxton Street E1 5AR

020 7247 5343 07908 768138 720

Virginia Primary School Virginia Road E2 7NQ

020 7739 6195 020 7739 5573 175

Wellington Primary School Wellington Way E3 4NE

020 8980 2413 07931 901357 450

William Davis Primary School Wood Close E2 6EU

020 7739 1511 07904 315360 270

Woolmore Primary School Woolmore Street E14 0EW

020 7987 2778 020 7987 4355 325


In addition to the 1/3 pint milk deliveries detailed above, the table below indicates the approximate total amounts of other milk products required on a monthly basis across the Borough’s school kitchens.

Product Quantity (based on the four week period from 31 st October 2011)

Pasteurised pergals 8 Semi-skimmed pergals 232 Semi-skimmed ½ gallon 1197 Pasteurised ½ gallon 102 UHT (12 x 1 litre) 82

In addition there are currently six other sites who utilise the contract for the supply of some products - it is envisaged this will continue (though cannot be guaranteed).

Site Figures based on the four week period commencing 31 st October 2011

Professional Development Centre 370 x 1 pint semi skimmed Russia Lane Day Centre 60 x 1 litre semi skimmed

20 white sliced loaves 20 brown sliced loaves

Day Opportunity 40 x 1 litre semi skimmed 16 white sliced loaves 8 x brown sliced loaves

Poplar Day Centre 160 x 1 pint semi skimmed 40 white sliced loaves 20 brown sliced loaves

Central Production Kitchen - Welfare 48 x 3 gallon pasteurised pergals 8 x ½ gallon semi skimmed

Central Production Kitchen - Education 16 x 3 gallon pasteurised pergals 12 x ½ gallon semi skimmed 8 x UHT (12 x 1 litre)


Schedule 2


Pricing Schedule


Schedule 2

Supply of 1/3 Pints of Milk for Schools and Fresh M ilk Products for School and Welfare Catering

Price Submission Please detail your prices for the products detailed below. All prices listed below will be taken as the final delivered invoice price. Please note that prices will only be reviewed annually on the anniversary of this contract and may only be increased following acceptance of the Contract Services’ Management Team and with justification provided by the successful tenderer. The maximum increase expected will be in line with the Retail Price Index.

Product Unit Cost Notes – alternative unit size, etc Pasteurised whole milk

1 x 1/3 pint

Pasteurised semi-skimmed milk 1 x 1/3 pint Pasteurised whole milk

1 x 3 gallon

Pasteurised semi-skimmed milk 1 x 3 gallon Pasteurised whole milk

1 x 2.27 litre

Pasteurised semi-skimmed milk 1 x 2.27 litre UHT semi-skimmed milk

1x 1 litre


Schedule 3


Method Statements

Please note Method Statement 5 is for information only and will not be scored.


Supply of 1/3 Pints of Milk for Schools and Fresh M ilk Products for School and Welfare Catering

Method Statements Please provide your method statements on the following sections – please continue on a separate sheet where necessary being sure to mark which section the sheet refers to. Statement One Ability to serve the Council’s needs Please detail the method of ordering, delivery and invoicing for the products detailed in the Schedules 1 and 2. Please also detail what other lines might be available for delivery if required by the Council (prices are not required just details of the potential product lines) in the event of support during civil or other emergency provision Statement Two


Protecting the environment Please detail what actions your company takes to ensure its operations have the minimum impact on the environment and proposes in the future to reduce such impact further. It is envisaged the statement should include details on production processes, delivery and packaging. Statement Three Sustainability and Local Produce


Please detail the source location currently for the products priced in Schedule Two and what other products might also be easily sourced and provided to the council (process are not required just a list of other products) in the event of a civil or other emergency. Statement Four Contingency Planning


Please detail what contingencies your company have in place in case of the loss of usual offices, depots or vehicles.

Statement Five


Added Value (not scored) Please provide details of any added value to the council or community that, if successful, your company could bring. Please provide confirmation within this statement of the payment of the London Living Wage as a minimum to all staff as detailed in paragraph 24 of the Instructions of Tender document.


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