UKRI-5541 Framework Agreement for BGS Keyworth Food Supplies

The contract timeline is as follows:

• Anticipated Commencement Date (Contract Start Date): 22 February 2027.
• Agreement Duration: The framework agreement duration is for a period of 2 years, with an optional extension of two further 12-month periods (2+2).
• Key Milestones and Phases:
• Anticipated publication of Contract Award Notice and notification of proposed Contract Award: 05 November.
• Standstill Period: 09 November to 18 November.
• Anticipated Contract Award Date: 20 November.
• Mobilisation period: From 30 November.

The core scope of work for this tender is the supply of Dry, Tinned, Chilled, and Frozen food products, including some Disposable catering products, to the British Geological Survey (BGS) in-house catering service at their Headquarters in Keyworth, Nottingham.

Key deliverables and requirements include:

• Providing a full and comprehensive food supply service with product range options, including flexibility for additional products not listed in the Price Schedule.
• Maintaining appropriate stock levels of high-quality products that cater to special and cultural diets, such as vegan, vegetarian, gluten-free, dairy-free, and Halal options, with a specific focus on vegan choices.
• Making product specification, nutritional value, and allergen content information available upon request, free of charge.
• Responding to Day 1 for Day 2 (next day) delivery requests without extra charge.
• Delivering at least twice a week (ideally Monday and Wednesday) from Monday to Friday, excluding public holidays, with deliveries occurring between 6:00 am and before 11:00 am (On Time Delivery).
• Minimizing product substitutions and obtaining BGS's written approval for any proposed substitutes, which must be of an equivalent or greater standard and offered at the same or a reduced price.
• Ensuring products are delivered undamaged, fit for consumption, have appropriate shelf life, and are transported at legislatively compliant temperatures.
• Adhering to food safety accreditations (e.g., BRC, STS, SALSA) as a strong preference.
• Providing Marine Stewardship Council (MSC) certified fish and utilizing Fairtrade products where applicable.
• Adhering to animal welfare standards, with Red Tractor Assured Standards as a minimum for animal produce.
• Sourcing food locally and seasonally where possible, reducing food waste, and supporting sustainability measures.
• Complying with the Government Buying Standards (GBS) for Food and Catering Services.

The supplier is also expected to:

• Demonstrate strong customer focus, develop a good working relationship with the BGS team, and provide a dedicated point of contact.
• Ensure robust policies are in place for Health and Safety, Environmental, Modern Day Slavery, Quality, Pest Control, and Foreign Body.
• Provide detailed ingredients for manufactured products to comply with allergen law.
• Provide monthly reports on service Key Performance Indicators (KPIs) including Average Shortages Claims (target 1.25%), First Time Order Fulfilment (FTOF) with and without substitutes (target 98.5%), and Delivered On Time (DOT) reporting.
• Provide an annual rolling 12-month product uptake/sales spend report.
• Commit to additional social and economic benefits, aligning with the principles of the Social Value Act (2012), and reporting performance against agreed Social Value scorecards.

The framework agreement has a duration of 2 years with an option to extend for two further 12-month periods, with a maximum anticipated value of £240,000 (excluding VAT) over the full 4-year term.