Tender of Catering Services

Concepts

• school catering
• york
• harrogate
• bedale
• colburn
• ripon
• moorside primary school
• tender of catering services
• catering services
• customer service

Location

Gillamoor CE Primary School Easingwold Community Primary School Moorside Primary School and Nursery Colburn Community Primary School Hunton and Arrathorne Community Primary School Masham CE Primary School

Description

Introduction and Schools' Information The group of North Yorkshire Primary Schools have come together to tender their catering services to investigate the financial and qualitative benefits they could be offered through this process. The Schools involved are: - Gillamoor CE Primary School Easingwold Community Primary School Moorside Primary School and Nursery Colburn Community Primary School Hunton and Arrathorne Community Primary School Masham CE Primary School The Contract Duration and Structure The Contract will be awarded for a three-year duration with the option of two additional one-year extensions. Each School will sign a separate agreement with the successful tendering organisation. The financial structure of the contract is designed to reflect the Schools' aims to reward the Contractor in a fair manner and based upon contract delivery and to have an open-book agreement that is easily auditable. Tender Schedule Sending of advert - Tuesday 23rd March 2021 Bidding companies to visit the schools Virtual if necessary- Tuesday 13th and Wednesday 14th April 2021 Deadline for return of tender responses- 10th May 2021 Presentations by shortlisted Contractors- Virtual if necessary - Monday 24th May 2021, Moorside Primary School. Site visits or references may take place before - Week commencing - Monday 24th May 2021 Contract awarded by1st June 2021 Mobilisation Meeting - Tuesday 15th June 2021 Contract Commencement - 1st September 2021 Site Visits to the Schools - Visit to the Schools have been scheduled as follows: Gillamoor CE Primary School 10am Tuesday 13th April 2021 Easingwold Community Primary School 11.15am Tuesday 13th April 2021 Moorside Primary School and Nursery 12.15pm Tuesday 13th April 2021 Colburn Community Primary School 10:30am Wednesday 14th April 2021 Hunton and Arrathorne Community Primary School 11:15am Wednesday 14th April 2021 Masham CE Primary School and Town Hall 12:15am Wednesday 14th April 2021  The closing date for receipt of the completed tender responses is 12pm, Monday 10th May 2021 One paper copy should be sent to: Easingwold Primary School, Thirsk Road, Easingwold, York, North Yorkshire, YO61 3HJ FAO: Alison Cottrell, Headteacher.

Total Quantity or Scope

Sales These will be variable based on the actual levels achieved. Food Costs This will be fixed at the percentage agreed as part of this tender process. However, costs must be net of ALL discounts at 'into-unit' level with all rebates of any kind reflected on the Catering Managers' invoices. The costs must reflect those submitted in the financial schedules which will be fixed for twelve months. The food costs will be audited at least annually. Tariff The tariff will be based upon the local marketplace and the free-meal meal cost should reflect the local authority rates unless agreed between the School and the Contractor. Wastage All wastage should form part of the food costs and should not be accounted for separately. Gross Profit or Loss This will be fixed at the percentage agreed as part of this tender process. Labour costs The core labour costs will be fixed. All other labour costs, such as for special events and out of hours events will be charged as and when incurred but at a level pre-agreed in writing. Sundries All sundry costs, as defined in the Contractor's response will be fixed for a year. Any increase in years two and three are not go above inflation. Management Fee The management fee is fixed for a year. Any increase in years two and three are not go above inflation. Hospitality Costs Hospitality costs will be charged as occurred but at fixed item and buffet consumable costs per head. Summary In summary the following lines will make up the total cost of catering:  Fixed gross profit percentage  Fixed labour cost  Fixed sundries cost  Fixed management fee  Variable hospitality costs Aims and Objectives of the Service The Schools wish to be at the forefront of school catering and as such require a modern, branded offer that reflects the leading trends in the industry. At this time, the Schools wish is to commence a catering contract, with a partner who shares their vision for a customer-focused service that attracts the maximum number of students. The meals that are to be provided must be appealing to customers, imaginative, provide good value for money and be nutritionally balanced to encourage all students to make an educated choice. For rural Schools, an appropriate deliver in solution is required and Schools are open to Contractor input on how this would operate effectively. The Schools objectives for the new contract are as follows:-  A catering service that is well managed and requires minimal involvement from the Schools management team.  A strong Contractor Area Manager who will develop and lead the team to deliver a customer service focused offer and spend a substantial amount of time on site at the outset to undertake this.  A Contractor who is proactive in their relationship management with the Schools.  Investment in the Schools Catering service through increased marketing in return for a tenure of contract.  A higher number of students and staff using the facilities by providing a high quality, affordable and nutritious meal.  A catering service that encourages students to take a heathy and balanced meal.  Food and drinks that look appetising and are attractively presented.  A hospitality service that will help showcase the Schools through events and to visitors.  A Contractor that adopts a flexible and proactive approach to all Schools activities.  A service that is professionally merchandised and marketed with discretion and to the mutual benefit of the Schools and the Contractor.  A Contractor that operates using the optimum level of staffing.  Develops a community food provision that extends to staff, parents, visitors, and the immediate neighbourhood and promotes food education for all stakeholders.  Is professionally marketed and promoted to the mutual benefit of the pupils, parents, Schools, and contractor.  Demonstrates a flexible approach to all School activities and supports aspects of the curriculum as appropriate, including positively contributing to the education of pupils about food and nutrition.  Is managed by an organisation who works with the Schools in partnership to move the service forward together.  Achieves best value and eliminates any subsidies as far as is realistically possible.

Renewal Options

2 possible one year extensions on agreement.

CPV Codes

• 55524000 - School catering services
• 15894210 - School meals

Indicators

• An E-Catalogue is required.
• Bids should cover the whole contract.
• Renewals are available.
• Award on basis of price and quality.

Other Information

Please request tender information from Liz Ellory-Hoare at leh@redboxcs.com or admin@redboxcs.com at Red Box Consultancy Services Ltd- Catering and FM Consultancy. Tender documents are not available on our website www.redboxcs.com- and are provided on request. There is a requirement of LGPS application at these Schools for TUPE employees. electronic copies must be supplied following receipt of hard copies on request to admin@redboxcs.com