Purpose

The purpose of this report is to seek approval, in accordance with Contract Procedure Rule 8.7.1, for the award of contract to the winning bidder as identified in Appendix B  for the supply of frozen foods for the school meal services from 29 October 2023 to 28 October 2026, including options to extend for further periods of time up to a maximum of 24 months in aggregate, to 28 October 2028.

The reason for the decision is that a compliant procurement exercise has been undertaken in accordance with Contract Procedure Rule 8, and the winning bidder has been identified as providing the most economically advantageous offer to the Council.

Decision

(i) That, in accordance with Contract Procedure Rule 8.7.1 a contract be awarded to the winning bidder as identified in Appendix B for the supply of frozen foods for the school meals service from 29 October 2023 to 28 October 2026, including options to extend for further periods of time up to a maximum of 24 months in aggregate, to 28 October 2028

(ii) That the Procurement / Legal Team be authorised to make the necessary arrangements for the issue of the relevant contract documentation after conclusion of the standstill period / call-in period.

Alternative options considered

Do Nothing: This option was considered and rejected because the existing supplier is set to end its food supply contract in October 2023.  The School Meal service cannot fulfil current menus and feed pupils without a frozen goods supplier.

Deliver in house: This option was considered and rejected as the council does not manufacture frozen produce.