Agenda item

Cabinet Member: Finance & Property

Forward Plan Ref: 2012/002

Contact: Roger Dyson, Property Procurement Manager Tel: (01865) 818776

Report by Director for Environment & Economy (CA6).

The purpose of this paper is to inform the decision as to whether the proposals put forward by the potential providers in respect of the catering and cleaning services provided by Food with Thought (FwT) and Quest Cleaning Services (QCS) meet the requirements of the contract specification for the proposed Property and Facilities external services contract.

At its meeting on 18 October the Cabinet agreed to include the current catering and cleaning services provided by Food with Thought (FwT) and Quest Cleaning Services (QCS) within the scope of the proposed Property and Facilities external services contract.  In arriving at this view the Cabinet stressed the need to be assured in the first instance that the service offered by a potential provider meets the County Council’s expectations in terms of standards and quality.

As part of the procurement process potential providers have submitted detailed technical solutions.  These set out how they propose to meet the requirements of the contract specification.  The solutions submitted have been the subject of a detailed evaluation by the procurement team.

Given the importance attached by the Cabinet to maintaining existing standards and quality of services – in particular the catering services provided to schools – this report summarises the nature of the offer set out in the detailed technical solutions submitted.

The next stage in the procurement process will be to invite potential providers to submit their final financial offer. Once those offers have been received they will be assessed on the basis of their value for money.  The Cabinet will consider the final financial offers at its meeting on 13 March.

The Cabinet is RECOMMENDED to confirm that the proposals put forward by potential providers meet the requirements of the contract specification for the proposed Property and Facilities external services contract and that accordingly it confirms its ‘in principle’ decision to include Food with Thought and Quest Cleaning Services in the invitation to submit final financial offers.

Cabinet considered a report the purpose of which was to inform the decision as to whether the proposals put forward by the potential providers in respect of the catering and cleaning services provided by Food with Thought (FwT) and Quest Cleaning Services (QCS) met the requirements of the contract specification for the proposed Property and Facilities external services contract. Cabinet also considered the comments from the Strategy & Partnerships Scrutiny Committee held on 2 February 2012 as set out in the addenda.

Councillor Zoe Patrick, Leader of the Opposition, reaffirmed the Liberal Democrat Group recognition of the value of the Food with Thought service to our schools; that they had always called for the Property and Facilities contract to be allowed to have that part of the contract separate.

She commented on the report noting that a lot of work has been done on this and referring to the site visits that had been undertaken. They had taken10 days in total with 2 overnight hotel stays and she assumed therefore that the investigation was complete.

Whilst noting that there was little doubt that contractors could and should provide good school food and even expand the business there seemed to have been no investigation into whether FwT could do just as well or better.  The cost of provision was not mentioned and she supposed this would be in the final contract, but hoped that the food component would be costed separately.  She noted the reduction in the cost of the meals and hoped that there would be no cut in the quality of ingredients.

She  commented that although school meals could be provided by one of the new large companies, they could also be provided with much closer local, management and flexibility by the in-house team.  FwT had vastly improved the food and the business over the last few years. She argued that if the same contract terms were available to FwT, they might be able to provide what was required, possibly at a lower cost. She also hoped that local suppliers would be sourced.

She stated that the impression had been given that the option for today’s meeting would be that a contract would be considered both with and without FwT  - however, this now does not appear to be the case according to the recommendations on the paper.

She referred to the additional services provided by Food With Thought particularly in the most deprived areas of the County and noted that the Oxfordshire Music Service also uses Food with Thought and they often cater for the important partnership meetings.

Responding to a question as to whether the Liberal Democrat Group had considered the risks resulting from schools leaving council control Councillor Patrick replied that Councillor Fooks had been involved in the issues as a member of the Strategy & Partnerships Scrutiny Committee. They were aware of the uncertainty and  so they had certainly considered this. Responding to a further question she advised that a number of her Group had visited schools to get their views.

The Cabinet Member for Finance & Property in moving the recommendations clarified paragraph 30 by the deletion of the word ‘risks’ and its replacement with the word ‘opportunities’ as there would be opportunities for the provider to go and get additional business. He would be disappointed if the new provider was not able to increase the business. Councillor Couchman added that the report today was not concerned with cost but was all about the quality provided.

Martin Tugwell, informed the Cabinet that the Services and Contracts Committee of the Schools Forum had considered the matter and that there were three main messages: firstly there was a clear message that they welcomed the clarity of provision. He highlighted that the brand would remain the same, with an ability to negotiate the level of service required and then to hold the provider to account. This would give greater local control. Secondly the Schools Forum welcomed the strong performance indicators. Thirdly they were reassured that where service continues staff would remain the same under TUPE provision. The Council recognised the importance of strong local bonds.

During discussion Councillor Chapman in supporting the recommendations referred to the excellent work undertaken by Food With Thought to meet and exceed the business case. The service provided was particularly important for those children for whom it was the only hot meal of the day. She commented that she did have concerns over the issue of local sourcing. In moving forward it was communication with affected staff was important. Training would also be key to the new service. She and Councillor Tilley highlighted the importance of careful monitoring and that they would be asking for regular reports to ensure standards were met and maintained. Councillor Heathcoat added that her fears had been allayed by the report and thanked officers for the work they were carrying out. Councillor Robertson in referring to the 10 days investigation felt that this should be seen as a positive sign of the determination to ensure that a thorough investigation was carried out.

RESOLVED:             to confirm that the proposals put forward by potential providers meet the requirements of the contract specification for the proposed Property and Facilities external services contract and that accordingly it confirms its ‘in principle’ decision to include Food with Thought and Quest Cleaning Services in the invitation to submit final financial offers.