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Dorset Procurement Supply & Delivery of Food Products Schedule 1B LOT 2 Specification for the Supply and Delivery of Dry and Ambient Foods. 1. Dorset County Council is seeking a supplier to supply & deliver Dry and ambient foods Monday – Friday including Public Holidays (with the exception of Christmas Day, Boxing Day and New Year’s Day to sites within Dorset – these will include residential homes and day centres (Tricuro), DCC sites, Borough of Poole sites and schools and academies who choose to use the framework arrangement. The majority of sites will require a delivery 52 weeks per year, (schools will require deliveries during term time only, and residential outdoor education sites are usually operational March – July and September – October). This specification sets out the requirements of DCC and any other Contracting Body or Affiliate calling off goods and services under the Framework Agreement. 2. FOOD STANDARDS 2.1 All products supplied under this Framework Agreement must comply with all relevant requirements of any acts, orders, regulations and codes of practice -which may be in force when the products are supplied, these shall include but not be limited to: Food Labelling Regulations 1996 Food Safety Act 1990 (as amended) Weights & Measures Act 1985 Meat Products (England) Regulations 2003 Food Additives (England) Regulations 2009 The Materials and Articles in Contact with Food (England) Regulations 2012 EC General Food Law regulation 178/2002 The Food Safety Hygiene (England) Regulations 2013 EC Food Hygiene Regulation 852/2004 EC Food Production Regulation 853/2004 EU (FIC) Food Information Regulations 2014 2.2 No genetically modified food/ produce is to be supplied under this framework agreement, although the Supplier shall keep the Contracting Officer informed of all developments relating to the potential introduction of GM Food in order that the Council can monitor possible quality risks or benefits. 2.3 There will be a number of sites which will require small value orders, and may require smaller quantities of goods including split cases - this should be taken into consideration when tendering. 2.4 The Supplier will have a fully documented Quality Assurance system in place. 2.5 There must be no minimum order charge, or delivery charge. Dorset Procurement Supply & Delivery of Food Products Schedule 1B 3. EGGS 3.1 All eggs and egg products must comply with the British Lion Quality Standard. 4. DRY & AMBIENT FOODS 4.1 The Supplier must be able to provide a full product specification, which provides as minimum: a full declaration of contents, composition and nutritional data. 4.2 The Supplier must be able to demonstrate a system whereby this data is kept current and can be supplied within 48 hours of request. 4.3 The Supplier must be able to supply full traceability of all products supplied on this Framework agreement upon request. 4.4 There must be detection methods within production processes in order to eliminate or reduce the risk to a minimum of contamination by foreign objects. 4.5 The Supplier will provide The Contract Manager with information and data relating to products or sales as requested. The Supplier must provide bi – monthly data reports of purchases/products by establishment/ products/size/ quantity and value this is to be sent electronically to the DCC Contract Officer and representatives of other contracting bodies as notified. 4.6 If the Food Standards Agency should issue any notifications relevant to products supplies on this Framework Agreement, the Supplier will provide the relevant information and data. 5. PLOF DEVELOPMENT The Supplier must work in partnership with The Contract Manager or his representative to develop a suitable Price List Order Form for Sites on the Framework Agreement, this will ensure that establishments are all buying the same products, resulting in economies of scale. Schedule 4B will form the initial basis of the PLOF at the commencement of the contract. The PLOF will be reviewed on a regular basis jointly by the Supplier and Contract Manager – at 6 monthly contract review meetings or as required. 6. DELIVERIES 6.1 The Supplier must be able to deliver to all establishments listed on Schedule 5. Other establishments may be added or removed from this framework be the Contract Manager during the Framework Agreement period. 6.2 The Supplier will provide the temperature recording of the chilled vehicle in which the goods have been delivered– either hand written on the delivery note or a valid print out from the vehicle on every delivery to every site. Dorset Procurement Supply & Delivery of Food Products Schedule 1B 6.3 The products shall be loaded and secured in such a way to ensure that they are delivered in a good condition. The Supplier shall minimise packaging to reduce waste, all packaging should be reusable or recyclable where possible, provided that it does not affect food safety. 6.4 Every delivery shall be accompanied by a delivery note addressed to the site named on the order. 6.5 Proof of delivery shall only be considered on production by the Supplier of a copy of the delivery note signed by site representative. 6.6 Deliveries must be made to sites no earlier than 7am and no later than 11am unless by local agreement with the site concerned. 6.7 Delivery vehicles should be should be clean internally and externally, be roadworthy and have tracking devices fitted to them. 6.8 The Supplier is required to have adequate delivery equipment (e.g.: sack trolleys, tail lifts etc.) and sufficient personnel to deliver products to any area of the end user’s premises. (Please note Oh Crumbs at Weymouth is situated on the first floor). 7 PRICE LISTS 7.1 The Supplier must send electronically a copy of the price list directly to all sites, contracting parties’ representatives and the Contracting Officer at Dorset Procurement. The price list must clearly state the period which it covers and arrive a minimum of 7 days prior to the date from which it is effective. 7.2 The Supplier must clearly state on their price list the country of origin of each product. 7.3 The Supplier must state a clear description of each product. 7.4 The Supplier must clearly state which products are from the South West Region. 8 PRICE BENCHMARKING The Supplier must be able to demonstrate that the purchase prices offered on this Framework agreement are competitive within the marketplace. Throughout the Framework Agreement period the Council reserves the right to obtain prices from other competitors and government authorities and compare these against the Supplier’s prices. 9 PRICES 9.1 The prices submitted in Schedule 4B Pricing, will apply from the commencement of the Framework Agreement. This will be revised annually from the commencement Dorset Procurement Supply & Delivery of Food Products Schedule 1B date & thereafter on the anniversary of the Framework. The Council will not usually agree to price increases greater than the annual rate of RPI. 9.2 The Council will not discuss any price proposal submitted by the Supplier without supporting evidence and transparent calculations of how the proposed revised price has been reached. 9.3 Price revisions will not be implemented without the agreement of the Council. 9.4 Prices of products supplied under this Framework Agreement shall be on the basis of net delivery price excluding VAT. Where VAT is applicable this will be clearly marked. 10. Orders 10.1 Sites will place orders via telephone, fax or email before 3pm on the day preceding the delivery 10.2 The Supplier must have in place an order tracking system to enable them to advise customers of the progress of their delivery if necessary. 11. PAYMENT 11.1 DCC will require one consolidated invoice at the end of each month with a breakdown of all deliveries which each site has received along with prices of each item. 11.2 Tricuro will require one consolidated invoice at the end of each month with a breakdown of all deliveries which each site has received along with prices of each item. 11.3 Schools should be invoiced directly. 11.4 The Borough of Poole sites will use a Purchasing Card when placing orders. 12. SUSTAINABILITY 12.1 The Supplier shall be committed to the protection of the environment and promote sustainable development, especially ways in which to eliminate waste, recycle & re-use. 12.2 Delivery boxes for goods must be collected and re-used or recycled as applicable. 12.3 The Supplier will work with the council to suggest ways of delivering sustainable procurement including the use of more sustainably sourced and produced / harvested goods.