Tender Opportunities

All current tenders related to The Food Works SW site will be advertised here:

Invitation To Tender For:  Kitchen & Ancillary Room Equipment at The Food WorksSW

Tender Ref: SW03 Kitchen & Ancillary Room Equipment

*FINAL TENDER SUBMISSION DEADLINE EXTENDED UNTIL 5PM ON FRIDAY 5TH JUNE 2020*

To register your interest and receive a copy of the full tender pack please email bryony.whiley@foodanddrinkforum.co.uk

ATender ReferenceSW03
BTender TitleKitchen and Ancillary Room Equipment
CPublished DateThursday 30th April 2020
DLength of responseResponse limited to: 4 A4 pages maximum (excluding copies of insurance, finances, policies and other documents requested within the tender document which can be provided as a separate appendix)
ESubmission requirementsBy email to: bryony.whiley@foodanddrinkforum.co.uk With subject header as:  Tender Reference SW03 Kitchen and Ancillary Room Equipment  OR post to: Bryony Whiley, “Confidential” The tender reference number, The Food and Drink Forum Limited, The Business Centre, Southglade Food Park, Gala Way, Nottingham NG5 9RG. Both routes must ensure that the submission is received by the stated deadline below.
FTime TableStage   Timeline / Deadline Tender Opportunity Published Date 30th April 2020 Questions to the Forum should be submitted to the Forum within 10 Working Days excluding bank holidays Up to 5pm Thursday 14th May 2020 to bryony. Whiley@foodanddrink Forum.co.uk Responses to Questions will be issued to all Interested Bidders within one week of questions deadline Will be posted on tender page of The Food & Drink Forum website within 48 hours of receipt (excl. weekends & bank holidays) Final Tender Submission Deadline Date and by 5pm on Thursday 28th May 2020
*FINAL TENDER SUBMISSION DEADLINE EXTENDED UNTIL 5PM ON FRIDAY 5TH JUNE 2020*
Tender Evaluation And Due Diligence Period   29th May – 5th June 2020 Interviews If Required   w/c 8th June 2020 Award Contract to Successful Bidder   15th June 2020 Response To All Bidders Of Outcome   17th June 2020 Contract Start Date   22nd June 2020
GPeriod of ContractFrom          22nd June 2020                              To      7th August 2020
HBudget / PriceThe maximum budget for this tender is £150,000.  However, it is not expected the final amount will reach this amount and evaluation of bids will give consideration to other factors in awarding the tender to the preferred bidder.  Any discounts offered must be clear and easy to understand.   Please note that The Food and Drink Forum is operating Food WorksSW on behalf of North Somerset Council. The Forum will obtain a Purchase Order from the Council for payment of equipment and installation so that the selected supplier can invoice directly on agreed stages.
IInsurance Requirements   The following Insurance values should be adopted: Employer’s Liability: £ 10m Public Liability: £ 10m Professional Indemnity: £ 10m
  J  Tender Specification 

Back Ground

This specification is for the design, supply, installation and aftercare (including warranties, training, support and maintenance) of catering and manufacturing equipment at Food WorksSW.

Three of the four development kitchens will focus on particular food types, one of these currently requires fitting out with industrial equipment that can be used by both caterers and food and drink manufacturers.

While focussing on a particular food type, the kitchen will be used for a variety of reasons, as listed below, and therefore flexibility of use is paramount to ensure the use of facilities is maximised. The reasons for the use of the kitchen can include but not limited to the following:

  • Assisting F&D manufacturers with NPD and reformulation of products.
  • Assisting start-up F&D manufacturers develop new products and move from small-scale home-based production to formal environments where they can scale up production.
  • Assisting established SME F&D manufacturers to develop or trial new production lines away from their main premises. This might include, for example, enabling manufacturers to develop or produce new ‘free-from’ products or products containing allergens away from their main production facilities.
  • Assisting F&D manufacturers deal with short term peak activity, i.e. providing extra production space to manufacture products. This might include those businesses, for example, that manufacture products using seasonal raw materials.
  • Assisting catering businesses with short term peak activity. This might include, for example, where caterers have a large contract to prepare for.

Additional equipment is also required for the changing room areas, chemical storage area, chillers and freezers and the PPE store.

Floor Plan and Development Kitchens

Copies of the Engagement Centre floor plans are provided in Appendix B Engagement Centre Floor Plan and Appendix D Development Kitchens and associated rooms, noting that the Development Kitchens are connected to utilities and include central drainage. For clarity, Test Rooms and Development Kitchens are interchangeable terms used for the same rooms.

For reference purposes, the rooms allocated to this tender are shown in the list and diagram below and Appendix D – those rooms shaded in blue in Appendix D, including Development Kitchens 1, 2 and 4, are not included in the tender. The rooms included in this tender are:

  • Development Kitchen 3 (EG31) – development kitchen with focus on bakery products
  • Changing Room (EG25) – dedicated changing room for Development Kitchen 1 (EG29)
  • Changing Room (EG23) – shared changing room for Development Kitchens 2, 3 and 4.
  • Chemical Store (EG43) – for the storage of chemical and hazardous cleaning products.
  • PPE Store (EG33) – for the storage of H&S and food safety PPE
  • Dry Good Area (EG35) – for dry goods and distribution
  • Chillers (EG40 and EG41) – temperature controlled storage (chilled)
  • Freezers (EG37, EG38 and EG39) – temperature controlled storage (frozen)

Design and Layout

The supplier will be required to recommend designs to The Forum in terms of layout and equipment for Development Kitchen 3. It is understood that the overall concepts may be similar in each kitchen in order to provide flexibility for use, as described above, but each kitchen has a focus that would entail the inclusion of dedicated equipment. Development Kitchen 3 has a focus on Bakery goods including, for example, bread, cakes, pizza breads, sour dough, chocolate confectionery, pastries, pies and tarts, quick-breads, wedding cakes, puddings and cookies, but should also offer flexibility of use by other types of food and drink manufacturers.

The kitchen should also include utensil sinks, waste bins, stand-up fridge and freezers for raw materials and WIP, extraction and fire suppression equipment and other equipment to ensure they are fully operational and compliant to regulations.

Designs must:

  • Focus on bakery but maximise flexibility of use in terms of the types of caterers and manufacturers that might use the kitchens.
  • Ensure the use of space is maximised without compromising production people and workflows.
  • Adequate work surfaces and storage space is provided.
  • Equipment can be connected to existing power points and other utility outlets.
  • Consider the location of floor drainage and the ability to move equipment so that kitchens can be effectively cleaned.

A guidance document, Appendix A – Equipment and Specification, has been provided that illustrates the types of equipment and preferential specifications, this is not exhaustive providing an opportunity for the supplier to recommend equipment that would add value to the equipment levels and range of uses. The tender should include kitchen design concepts, equipment specifications that the bidders consider meet the brief and requirements.  The concept and specifications will be finalised with The Forum following the tender process.

Key requirements for the other rooms include:

  • Changing Room (EG25) – this is designated for high care usage requiring suitable personal secure lockers, clothes hooks (wall mounted) and benches for dedicated changing room for Development Kitchen 1 (EG29). To include bins and laundry locker.
  • Changing Room (EG23) – this is designated for general care usage requiring suitable personal secure lockers, clothes hooks (wall mounted) and benches for shared changing room for Development Kitchens 2, 3 and 4. To include clothing bins and laundry locker.
  • Chemical Store (EG43) – suitable secure storage lockers and shelving for the storage of chemical and hazardous cleaning products.
  • PPE Store (EG33) – no equipment currently required for this area.
  • Dry Good Area (EG35) – no equipment currently required for this area.
  • Chillers (EG40 and EG41) – stainless steel racking for temperature controlled storage (chilled)
  • Freezers (EG37, EG38 and EG39) – stainless steel racking for temperature controlled storage (frozen)

More specific details included in appendix A.

Equipment and Specifications

A key requirement for this contract is that all equipment supplied must be manufactured to high quality, shall be suitable for heavy-duty commercial use and provide the longest operational lifespan in order to reduce the need for ongoing repairs and maintenance.

All equipment supplied to us shall be constructed so as to comply with the relevant European and/or British Standards. All equipment shall comply with the relevant EN standards and, where appropriate, all equipment shall carry the CE mark awarded by an appropriate Notified Body. We have provide a guidance document under Appendix C Regulatory Compliance Guide but the applicant is fully responsible for all regulations for equipment and installation.

Additionally:

  • All prime equipment shall be fitted with quick release flexible hoses for water and gas.
  • General construction and surface finishes shall permit easy cleaning with proprietary materials and equipment.
  • Exposed surfaces of equipment shall be free of rivet heads, screws and bolts.
  • All fastening bolts and screws shall be of the concealed type.
  • Equipment is resource efficient in terms of improved energy and water efficiency, better waste management and increased longevity of equipment to save money and resources.
  • Parts that will need replacing over the product lifetime should be identified so that the Forum can consider purchase.
  • Replacement parts are easy obtain and are unlikely to be discontinued by the manufacturer.
  • Equipment should use 304 grade stainless steel wherever possible.
  • Equipment should be free standing and fitted with swivel castors with front pair braked wherever possible to allow for easy cleaning and maintenance. Moveable equipment is important to ensure flexible use of the kitchens.

The Development Kitchen 3 should include extraction and fire suppression equipment if required under regulations. Extraction canopies and any ceiling mounted equipment will require review by a structural engineer. Again, please refer to Appendix A: Equipment and Specification.

Installation The nominated supplier will be able to visit the development although will need to take into account current movement restrictions with Covid-19.  This will be organised with the Food Works SW team.

KSpecific Deliverables / Milestones & Requirements/ Deadlines / Outcomes / OutputsEquipment and Specifications (also refer to ‘Equipment and Specifications’ above for requirements) All equipment supplied must be manufactured to high quality, shall be suitable for heavy-duty commercial use and provide the longest operational lifespan in order to reduce the need for ongoing repairs and maintenance.All equipment supplied to us shall be constructed so as to comply with the relevant European and/or British Standards. All equipment shall comply with the relevant EN standards and, where appropriate, all equipment shall carry the CE mark awarded by an appropriate Notified Body. We have provide a guidance document under Appendix C Regulatory Compliance Guide but the applicant is fully responsible for all regulations for equipment and installation.   Installation The potential supplier should ensure that all equipment shall be installed by a competent person in accordance with the relevant statutory requirements – see Appendix C Regulatory Compliance Guide.All building work as part of the room fit out must be carried out by a competent person and ensure activity does not affect the existing building and equipment warranties.The nominated supplier must complete the installation of equipment within 8 weeks of starting.   Aftercare Aftercare support is required for 2 years after the installation of equipment and is important in reducing ongoing costs for servicing, maintenance, repairs and replacement. It is important that all regulatory requirements for servicing are conducted within the defined timeframes and conducted by trained and competent people.   Potential suppliers will be also assessed in terms of: Warranties – provided by the original equipment manufacturer and/or extended warranties offered by the supplier for the equipment and/or the installation of equipment.Training and support – ensuring best practise on equipment use, cleaning techniques as well as maintenance and servicing. Maintenance and Servicing – offered by the supplier.
LAdditionality and Social ValueFood WorksSW has been established to support many food and drink manufacturing or catering businesses through its business support activities and its facilities, including the development kitchens. Additionally, Food WorksSW has a requirement to support the local community and the disadvantaged. Consequently, the Forum welcomes suggestions from potential suppliers that support for this agenda and provides improved value-for-money. This could include, for example: Sponsoring Food WorksSW activities and facilities, e.g. the supplier could sponsor a Development Kitchen.Offer to provide some free training to local food and drink businesses in conjunction with the Forum.Provide sponsorship of training provision to disadvantaged people.Demonstrate that they are committed to social value policies for example; they employ locally, support local communities, provide travel plans etc
MMonitoring and or Reporting RequirementsInternal inspection of equipment and installation at handover. Provision of serial numbers for asset register. Provision of equipment warranty documentation. Aftersales care and servicing.
NDocuments EnclosedAppendix A Example Equipment and Spec Appendix B Engagement Centre Floor Plan Appendix C Regulatory Compliance Guide APPENDIX D Development Kitchens & Associated Room Layout FDF Health, Safety & Welfare Policy FDF Environmental & Sustainability Policy FDF Equality & Diversity Policy FDF Anti-Bribery Policy Engagement Centre Risk Assessment

Questions Received in Relation to the Above Tender:

Question received via email 01.05.2020 – Q – Will this project require external storage?

A – Unfortunately we are not looking for external storage, we have built-in chilled storage areas.

Questions received via email 04.05.2020

  • Q – Please supply the layout drawings of the rooms in question in either dwg. Or Revit files. This will allow us to plan and price into scale drawings of the rooms.
  • A – Please see the attached (available to download below)
  • Q – How many people are you expecting to have use of room EG31?
  • A – We anticipate 4 – 5 people.
  • Q – Are there existing services/connection points within the room(s) that we need to accommodate within our plan?
  • A – Yes – please see attached electrical plans. (available to download below)
  • Q – Are you expecting the mechanical ventilation part of our tender to be for a complete system with air handling plant, controls etc? If so then we will need elevations of the building to assess the potential route for ductwork.
  • A – Yes ventilation should be included if required with a structural engineer involved if the ventilation is to be suspended from the ceiling. Please see the cross section attached. (available to download below)
  • Q – Is there a preferred location for remote plant for the chiller and freezer rooms?
  • A – The chillers and freezers are already in place in a separate area for storage. A site visit would help to show this. If a remote plant area is needed there is a preferred location at the rear of the kitchens.

Q – It may be necessary to visit site, is this possible and how would I organise this?

A – Yes a site visit is possible and should be arranged through our Senior Technical & Site Manager, David Nute – David.nute@foodanddrinkforum.co.uk

Please also see the attached  photos for your information. (available to download below)

Layout Drawing

Engagement Centre Small Power Data Layout Plan 1

Engagement Centre Small Power Data Layout Plan 2

Engagement Centre Cross Section

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Questions received via email 11.05.2020

Q – Are there CAD or Revit files? – This was already asked by another on the portal however I can’t see a download link for these?

A – I’m afraid we only have this in DWG format – please see attached. (Download above)

Q – Are we required to do any building or fit out work as part of the package?

A –  The installation of the extractor/fire suppression system will require a structural engineers. The specification requires the installation of equipment, which may require additional power points etc to be fitted.

Q – Is there gas connection?

A – Yes – it is located on the right hand side of the kitchen, dropping from the ceiling by the roller shutter door.

Q – Confirm that we will be required to install the ventilation system?

A –  Yes.

Q – The document suggests other opportunities, are there other opportunities we can tender on?

A – Yes – we have 2 other kitchens that will require fit out. However, we need to understand the type of demand required by businesses so that we can adjust the focus of each room accordingly. Procurement for these kitchens will be done in the same way.