What changes has the Council made to the documents for the re-tender of the dairy contract and can the Leader confirm that smaller businesses will be able to compete on a level playing field?
Minutes:
What changes has the Council made to the documents for the re-tender of the dairy contract and can the Leader confirm that smaller businesses will be able to compete on a level playing field?
The Leader confirmed that anyone who tenders will be able to compete on a level playing field.
A “meet the buyer” event was held which was attended by several small businesses.
A Prior Information Notice (PIN) has been posted on Sell2Wales, which includes details of the lots and financial values based on recent expenditure. The PIN invited the marketplace to submit written submissions on the proposed lotting strategy, contract duration and any suggestions as to how the proposed procurement process could be improved. Six responses were received including four local businesses and two from outside of the county. The responses will be used to develop the final specification and lotting structure.
There are ten lots: five for the north and five for the South of the county. Lots can be tendered separately or in collaboration making the process more accessible for micro and small businesses.
At the event, Council officers discussed how to reduce the burden on suppliers for the tender submission documentation to avoid the need to appoint consultants. The feedback was that they use consultants to give us answers e. g. on policy aspects of decarbonization. This feedback is being used to ensure that our questions are proportionate and suitable for smaller suppliers to complete themselves. Access to free business support was provided.
The process has been designed to ensure that the procurement exercise is more accessible to micro and small enterprises with a 5-year commitment contract proposed to enable businesses to invest in any technologies required for the delivery of contracts. Feedback was that they needed to know anticipated quantities and this data is being collated as a tender exercise progresses. The tender documentation will be issued on 13th August with the submission date on 16th September.
Consortia bids are welcome which should make the process more accessible for micro and small businesses.
Supplementary Question:
I wanted to ask about one of the requirements in the last set of tendering documents was that bidding companies have a third-party food safety accreditation.
Now for small independent businesses, which already have regular food safety inspections from Monmouthshire’s own food hygiene inspectors.
Third party accreditation is extremely expensive and unnecessary when standards have already been verified by our own trusted inspectors, so will you agree to look at removing barriers like this so that small businesses have fair access to bid for Council tenders such as this dairy contract.
There are two national wholesalers, one based in Wales and the other based in London that want to tender. The Welsh supplier indicated it would be keen to identify work with local small and micro businesses if successful in the tender process.
There are four local suppliers able to supply all the products identified in the lotting structure. One supplier suggested it can source UK manufactured plant-based alternatives.
All have confirmed that they would be able to meet the proposed delivery requirements, and several have elaborated on the ability to deliver multiple products at the same time, products that will have different temperature-controlled requirements which would save emissions. Locally based suppliers are keen to promote their locally sourced and production credential, and the positive impacts on reducing emissions and supporting local jobs. The Welsh based wholesaler promoted priorities around local job growth and supporting Community initiatives. One local supplier indicated that they were able to support visits to their bottling facilities based in Monmouthshire.
All supported the proposed 5-year contract as it provides certainty and enables them to build their business model to support our requirements. Largely there was a support for an external accreditation scheme with only one challenging the cost. One supplier explained its net zero journey and its use of renewal energy in its manufacturing processes.
For next steps, there is sufficient interest and willingness to fit in with the requirements and with the lotting structures as proposed. There are more opportunities to be more accessible to micro and SME. The ten lots over the two geographical areas will be progressed. The specification buying design is not completed as consultation is still in progress and feedback from the expressions of interest is expected.
https://www.youtube.com/live/UhmH18Q9ego?si=qf0CHwSJyimbAc6i&t=14883
County Councillor Tomos Davies left at 5.59pm
County Councillor Laura Wright left at 6.05pm