Sustainable food procurement initiative - Re-tender of civic and education catering
Case Study
Re-tender of civic and education catering
Region
London Borough of Enfield (LBE)
Organisation
LBE, Government Office for London (GO-L) and Defra
Description
In January 2007 the in-house catering operation was required to re tender all food supply contracts, while fulfilling PSFPI objectives. A core project team comprising the catering manager, the Government Office PSFPI officer and a representative from Defra was established. Suppliers were invited to an event to share ideas and launch the process.
The contracts were split into 11 lots, divided according to product type and after 28 initial responses were evaluated, 15 companies were invited to tender. The others were invited to a debrief, of those, 3 companies took this opportunity and found the meetings very useful for future tendering exercises, especially on aspects of the PSFPI.
At formal tendering stage, 4 companies failed to return a submission. 11 companies submitted a tender for one or more lots. One larger company stated that unless they were awarded all lots they would not be interested in working with the Authority. The final evaluation criteria were based on a weighted figure of 60% quality and 40% price.
Benefits
- Increased quality and sustainability of goods. Where issues have been noted, action has been taken to rectify the situation.
- Educational visits are being planned by suppliers to assist with the school curriculum.
- Agreement by one supplier to use electric vehicles for deliveries to Enfield schools.
- Each contract has been established as an ‘access contract’ which allows other Boroughs to benefit from the favourable terms and conditions negotiated by the London Borough of Enfield (increasing the uptake of PSFPI principles).
- Enfield has received positive press throughout the process, increasing confidence in the borough and creating goodwill to extend the exercise and ensure that the food supply meets current and future objectives.
Lessons learned during implementation
- Taking enough time to engage all interested parties throughout the process is crucial.
- Some suppliers will not come up with the specifications on their tender.
- A contract with one company has been terminated as a result of poor quality produce and lack of traceability. The replacement company is a locally based, smaller organisation with experience of supplying good quality, competitively priced produce.
- Benchmarking and monitoring is essential to ensure long-term success and improvement.
- Visits to wholesalers are invaluable.
Future developments
Traceability of products, particularly fresh fruit and vegetables is a problem but will be rectified with open dialogue with all suppliers.
New suppliers can be found and with external help may be able to supply where they did not before (for example a potato grower who was very suitable could not be used because of lack of transport – this may be overcome in the future if the grower could supply additional local boroughs).
Close liaison with partners such as GoL, Defra and the School Food Trust will ensure that Enfield Council are at the forefront of future developments in PSFPI.
Further information
London Borough of Enfield
Acting Catering Manager
Carrieanne Bishop Tel: 0208 379 8834
Government Office for London
PSFPI Co-ordinator
Penny Beauchamp Tel: 020 7217 3145
Email: Penny.Beauchamp@gol.gsi.gov.uk
Page published: 9 May 2005