CABINET Agenda Item 7 School Meals Contract Tendering

J:\cabinet 301006\report school meals.doc

CABINET 30th October 2006

Agenda Item 7 Public Session

SUBJECT: School Meals Contract Tendering LEAD OFFICER: Dave Hill – Director - Children Schools and Families. LEAD MEMBER: Councillor Oonagh Moulton KEY DECISION REFERENCE NUMBER: 370 RECOMMENDATIONS:

1) That Cabinet approves the tendering of a single School Meals contract for Merton primary and special schools from September 2007

2) That Cabinet notes the timetable for the re-let of this contract and comments

on any aspects of the proposed contract specification 1. EXECUTIVE SUMMARY AND PURPOSE OF REPORT

1.1 The current contract for the provision of school meals to the Primary sector expires at the end of the summer term 2007. The contract is currently run by Initial Catering. New statutory guidance on the nutritional standards and quality of school meals come into place in 2007 and therefore the new contract will need to meet these standards. In anticipation there is a rolling programme of refurbishment of school kitchens, this will enable almost every school to produce hot nutritional meals on site.

1.2 The report seeks approval to tender for a single contract that schools can choose to

buy into from September 2007. 1.3 Attached at appendix 1 is the proposed contract specification. Cabinet are asked to

comment on and approve the specification for the new contract. 2. DETAILS

2.1 The re-let of this contract will comply with the Council’s own procurement procedures

and will comply with all UK and European guidance on procurement. The timetable is laid out in appendix 1 to the Cabinet report.

2.2 In the past 18 months there has been considerable discussion on the quality of school

meals in Merton. This has led to some significant improvements to the style and quality of meals that are provided. Jamie Oliver ‘feed me better’ menus have been piloted and from September 2006 these have been combined in all schools with a ‘healthy Merton’ menu. Parents have been at the forefront of a strong local campaign to improve the quality of school meals. The Council has now established a close and fruitful working

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relationship with parents and schools have become more closely linked to the quality agenda.

2.3 The development of the ‘healthy schools’ approach has meant that all schools are

being encouraged to see the provision of nutritional school meals as part of a much broader curriculum, where children are encouraged to learn the benefit of healthy diet and lifestyle. 45% of schools have achieved healthy schools status with a target of 68% by the end on March 2007. Therefore, the new contract from September 2007, will make a key contribution to the long term health and welfare of Merton children.

2.4 The details of the proposed contract specification are at appendix 1, appendix 2 is a

letter to all primary schools asking whether they wish to be part of the new contract or to make their own alternative arrangements.

3. ALTERNATIVE OPTIONS 3.1 Clearly arrangements for school meals are a necessity. There have been intensive consultations with parents, headteachers and governors on the issues over the past year. There are choices to be made by each school as to whether they wish to opt in or opt out of the contract (if they opt out then local arrangements would need to be made by the individual school). Broadly schools have expressed an interest in remaining in a Merton wide contract, although they understandably wish to ensure that the new contract provides a quality service. 3.2 The Meals on Wheels contract is also due for renewal but procurement officers have advised that there are unlikely to be financial advantages in combining the contracts into one process. It may also limit the choice of contractors who may wish to tender for the delivery of nutritional school meals. It is proposed that there is a single contract for the Borough as this is judged as an appropriate size to attract suitable contractors. On the basis of current meal numbers and schools being part of the central contract, the contract is likely to be to a value of at least £4 million over four years. 4. FINANCIAL IMPLICATIONS 4.1 Capital The approved Capital programme contains £600,000 for the refurbishment

and development of school kitchens. An additional bid of £935,000 for 2007/8 and £250,000 for 2008/9 have been submitted to complete the scheme and await approval.

4.2 Revenue The cost of the new school meals contract will be funded in two ways.

a. The bulk of the funding will come from parents purchasing a meal for their child

b. There is an element in the schools funding formula to compensate schools for the cost of ‘free schhol meals’, this cost is met from the Direct Schools Grant. The provision for free school meals within the formula will be reviewed as officers start to gain an idea of the likely meal cost under the new contract

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5. LEGAL IMPLICATIONS AND STATUTORY PROVISION This report asks members to note the timetable and approve the tender process. There are no legal implications relating to the recommendations. 6. HUMAN RIGHTS AND EQUALITIES IMPLICATIONS 6.1 Children have a basic human right to receive healthy and nutritious food. Awareness has been raised in recent years and alongside this national concern about childhood obesity is a key policy driver. The new contract will need to ensure it properly addresses these important concerns. 7. RISK MANAGEMENT AND HEALTH AND SAFETY IMPLICATIONS 7.1 The new contract will lay down strict criteria about health and safety procedures.

Individual school kitchens will undergo regular health and safety inspections.

8. CONSULTATION UNDERTAKEN

8.1 There has been ongoing consultation with parents and schools on the future of the school meals contract. This will continue throughout the tender process, with parents and children having an input into the contract re-let.

APPENDICES – The following appendices form part of this report: Appendix1 Contract specification Appendix 2 Letter to schools about participation in the new contract OFFICER CONTACTS: Tom Procter 020 8545 3306. Further information about Merton Council can be obtained from its web site www.merton.gov.uk )

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http://www.merton.gov.uk/

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Meals Service for Primary and Special Schools Service Specification Requirements

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Item Description Page Number 1. Introduction 4 2. General 4 3. Primary and Special School Meal Provision 5 4. Primary and Special School Menu 5 5. Adult Meals 7 6. Portion Sizes 7 7. Menu Choice 7 8. Menu Planning 7 9. Special Diets, Cultural and Religious Food Provision 8 10. Packed Lunches 8 11. Christmas and Festival Meal Provision. 9 12. Style of Food Services 10 13. Dining Room Service 10 14. Menu Boards 11 15. Pupils Providing Their Own Food 11 16. Lunch Time Supervision 11 17. Cash Collection 11 18. Meal Ordering and Payment 11 19. Free Meals 12 20. Term Dates 12 21. Marketing 13 22. Communicaton 14 23. Staff 15 24. Staff – Operations Manager 15 25. Staff- Training 16 26. Staff Uniform 16 27. Quality Assurance Procedure 17 28. Contractor Self Monitoring 18 29. Customer Satisfaction Certificate Forms 18 30. Delivery of Food 18 31. Storage of Food 19 32. Food Samples 19 33. Freezers and Refrigerators 20 34. Quality of Materials 20 35. Reheated Food 20 36. Hygiene 20 37. Hygiene – Food Handlers 21 38. Health and Safety 21 39. Health and Safety- Use of Equipment 23

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 40. Health and Safety – Equipment and Premises Defects 22 41. Health and Safety - Fire 22 42. Health and Safety- Accidents 23 43 Health and Safety – First Aid 24 44. Health and Safety - Refuse 24 45. Health and Safety - Notices 24 46. Health and Safety – Protective Equipment 24 47. Health and Safety – Staff Training 25 48. Cleaning 25 49. Washing Up/Drying Procedures 25 50. Deep Cleaning 25 51. Cleaning – Materials 26 52. Cleaning – Toilets 26 53. Inventory 26 54. Premises and Equipment 26 55. Light Equipment 27 56. Maintenance and Repair 28 57. Energy 28 58. Security of Premises 28 59. Refuse Disposal 29 60. Environmental Issues 29 61. Special Functions 29 62 Adjustments to Services 30 63. Kitchen Closures 31 64. Lettings 31 65. Telephones 32 66. Emergency Feeding 32 67. Other Premises 33 APPENDIX School Profile Heavy and Light equipment Portion Sizes Nutritional Standards and Guidelines Special Diets Packed Lunches Contract Monitoring Customer Satisfaction Evaluation Model Methods Statements Relationship with Schools and the Authority Communications with Headteachers Nutrition and Healthy Eating Price Monitoring Systems Quality of Food and Service Menu Choices – Ethnic,vegetarian and special diets.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 Customer Care Systems ( Comments-Complaints and Suggestions) Sustainable Food Procurement (PSFPI) Training and Development Employment Terms and Conditions Marketing and Merchandising Health and Safety

1. Introduction

1.1. The school meals service (“the Service”) is viewed as an important part of pupil education by the schools in Merton. The Service must be to a high standard providing a good quality nutritious meal. Each of the schools expect the Service to be provided in a style that conforms to the needs of the school, enhancing the school day, but without day to day involvement from the school.

1.2. Whilst the contract is centrally controlled by the Council, the budget is

delegated to the schools, including the free school meals, which are then recharged by the contractor to the Council, based on the number of free meals served.

1.3. Those Schools that have requested to be included in the Contract are listed

in the Schools Profile contained as Appendix 1. The Contractor should note that Schools may withdraw from the Service prior to the commencement date.

2. General

2.1. The Service must demonstrate a value for money approach to the customer and to the charge payer alike, and must fit into the ethos of individual schools.

2.2. The quality, quantity and variety of meals served must meet the needs of the

pupils in each individual school and be to the contract standard. 22..33.. The practical education of taking a meal together should provide

opportunities for improving the social and physical development of the individual by allowing pupils to eat in the company of others and to become acquainted with a wider range of foods. The contract requires a mid-day meal to be provided to primarily pupils but also to adults at the schools on every day on which the school is open for instruction for day pupils to attend. Our aim is that by September 2007 the majority of the the 48 schools will have a production kitchen and the school meal service must be provided using fresh ingredients and conventional food preparation procedures.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 2.4. The specification details the service to be provided, of food provision;

nutritional standards, cultural, religious and medical diets; health, safety and hygiene standards; equipment and maintenance; and other ancillary services.

2.5. The Contractor will at all times comply with present and future legislation

relating to standards of personal, kitchen and food hygiene, health and safety of staff at work, customers and catering premises wherever the Service is performed. The quality, quantity and variety of meals served must meet the needs of the pupils in each individual school and be to the contract standard

3. Primary and Special School Meal Provision

3.1. The Service is by a cafeteria system and in special schools the service style is stated in the profile.

3.2. All food must be served and appear on the service counter in a logical

sequence e.g. main course followed by vegetables, to allow a natural flow for the customer.

3.3. Main and pudding courses can be served at the same time except where

detailed in the school profile. 3.4. Drinking water and beakers must be available for all pupils. 3.5. While it is not expected that there will be a surplus of food, when this does

occur, it is permissible to serve seconds, with the permission of the Headteacher or their nominee.

4 Primary and Special School Menu

4.1 All School menus must meet the requirements of “The Education (Nutritional Standards for School Lunches) (England) Regulations 2006” (The Standards) and the Caroline Walker Trust Nutritional Standards for School Children .

4.2 The Contractor is required to operate a menu cycle taking into account the

statutory requirements set out in The Standards and the specified details of quantity, quality, variety, dietary requirements and customer feedback. The menu must promote healthy eating and include salads. A new menu to advise all parents shall be published by the Contractor twice per annum. The menu and content must be approved by the Council’s Authorised Officer.

4.3 The Contractor is required to provide an alternative sandwich lunch suitable

for teachers’ meals when requested by the School at the time the meal numbers are confirmed.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 4.4 The Contractor is required to provide packed lunches when requested by the

Headteacher (see 12.1-12.5). Requests may be made by the Headteacher throughout the year for a packed lunch instead of a normal school meal. These are normally for pupils and staff taking part in educational visits outside the school. The packed lunch will be required at an agreed time, earlier than the normal service time.

4.5 The Council reserve the right to require the removal of any food products

from the menu. At the current time the Council has not withdrawn all beef and beef by-products, including gelatine. The supply of products with nuts and nut by products is prohibited at all schools.

4.6 The Contractor shall ensure that menus include appropriate provision for the

needs of customers from ethnic minority communities, vegans and for children on special diets as notified to the Contractor by the schools. The menu must also promote healthy eating.

4.7 A set two course lunch must be served that includes: one main protein dish;

one starchy food as appropriate to the main dish; one vegetable dish; one salad item if appropriate; one dessert; fresh fruit and yoghurt to be offered as an alternative to the dessert; a bread or bread product will be offered each day; and fresh water.

4.8 Meat, Fish and Other Non-Dairy Sources of protein – A food form this group

shuld be avaialbe on a dialy basis. Fish shall be avialabe at least once per week in Primary and Special Schools. Of that fish, oily fish shall be avaialble at least once every three weeks. Red meat shall be avaialbe at least twice per week.

4.9 Starchy Foods – A food from this group should be available on a daily basis.

In addition, bread should be available on a daily basis. Fat or oil shall not be used in the cooking process on more that three days in any week. For each day that a starchy food cooked in oil is available, a starchy food not cooked in fat or oil should also be availabe.

4.10 More Fruit and Vegetables – Not less that two portions of fruit and

vegetables per day per child, at least one which should be salad or vegetalbes and at least one of which should be fruit.

4.11 Drinking Water – There should be eaasy access at all times to free fresh

drinking water. 4.12 Fresh home-made soup may be served once a week in winter with a main

course item and fresh bread. No dessert is required when soup is served but a porion of fresh fruit must be availbe to each pupil whop makes this choice.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 5. Adults meals

5.1 Adults at the schools may receive meals, they can choose their meals from the Primary School Menu (varied to meet the standards required for adults) or alternatively can order a sandwich or salad and the pudding of the day or yoghurt or fresh fruit.

6. Portion sizes

6.1 The menu must meet the minimum portion sizes set out in Appendix 3. 6.2 Appendix 3 set out the standards adopted by the Council previously. These

must be seen as a minimum and the Contractor should determine portion and protein content having regard to the guidance set out in The Standards.

7. Menu choice

7.1 Where possible the contractor must ensure a choice of menu including the vegetarian option, is available for customers throughout the service. Sufficient choice of each protein item should be delivered, in conjunction with feedback from the school and kitchen staff.

8. Menu planning

8.1 The Contractor is required to publish a new menu twice per annum in a form approved by the Council so as to advise parents and pupils of the contractor’s plans for the forthcoming period. The menu must allow for seasonal variation.

8.2 Customer feedback should be considered in designing the menu. 8.3 Menus must be approved by the Authorised Officer. New menu items and

food products must be approved by the Authorised Officer and cooked portion sizes agreed. The Contractor must try new items prior to their introduction by sampling in a school or schools. Any such sampling is to be carried out in specified product testing schools. All menu changes must have the prior approval of the Authorised Officer.

8.4 The menu should be supplemented with dietary analysis to comply with the

Special Diet Code of Practice and must demonstrate that the menu's nutritional values reflect the guidelines in Appendix 4.

8.5 The Contractor must at the Authorised Officer’s request provide copies of the

recipes, details of foods, methods of cooking and portions that are to be used in the preparation of all meals.

8.6 In designing menus, repetition of the same menu item, on the same day, in

a cycle, should be avoided. The Contractor will be expected to take account of operational issues, including transportation, freezer and oven capacity,

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and defrosting procedures. Special attention should be given to Monday's menu and frozen food items should not be defrosted in the fridge from Friday for Monday's menu.

9. Special diets, cultural and religious food provision

9.1 The daily menu must be able to meet the needs of children requiring special diets, including diabetic, low fat, lowering cholesterol and weight reducing diets.

9.2 Mid-day meals must meet the cultural and religious needs of pupils in each

school. 9.3 The contractor must liaise with the Headteacher on the practical

arrangements and range of cultural, religious and special dietary needs before the beginning of each half term, including identifying the pupils concerned.

9.4 The Contractor must comply with the special diet code of practice set out in

Appendix 5. 9.5 The Contractor must ensure that kitchen staff have an understanding of

religious food laws (see Appendix 5) and special diet requirements and the importance of meeting these special requirements.

9.6 The conduct of the meal in accordance with religious needs will be the

responsibility of the school e.g. Headteacher or mid-day supervisors.

10. Packed lunches

10.1 Packed lunches meeting the same nutritional standards as a conventional mid-day meal shall be provided when requested by the Headteacher or Authorised Officer.

10.2 At least 48 hours notice of the requirement will be given to the Contractor by

the Headteacher or the Authorised Officer, including time required. 10.3 A packed lunch must consist of at least four items, all items must be

hygienically wrapped, and unless cutlery is provided, it must be easy to eat with fingers.

10.4 An example of the packed lunch menu is:

agree example of a packed lunch 10.5 Variations to the menu must be agreed by the Authorised Officer and the

Headteacher. 10.6 For the purpose of payment a packed lunch will be regarded as the provision

of a meal.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 10.7 A packed lunch may be offered as a menu alternative at the request of the

Headteacher or the Authorised Officer on giving at least 3 days notice.

11. Christmas meal provision

11.1 At Christmas the Contractor is required to provide different menu arrangements FOR AT LEAST ONE DAY IN EACH SCHOOL. A traditional menu will be available although an alternative can be provided in agreement with the Headteacher e.g. "party food". The cost of such alternatives schould be within the normal food costs but a small additional payment will be considered by the Council for those children who pay for school meals, it would be hoped that any additional cost on free school meals would be bourne by the contractor.

11.2 The date or dates for the Christmas Lunch must be agreed with each school

in advance. Christmas lunch is available for all pupils in the school and may increase the numbers using the Service.

11.3 An example of the current menu is:

Traditional Christmas menu: Roast Turkey or Vegetarian alternative Chipolata or Vegetarian Sausage Roast Potatoes Garden peas and carrots Christmas Pudding, Mince Pie, Ice Cream, Chocolate Log or Fresh Fruit

11.4 Variations to this menu to be agreed with each school.

12. Style of Food service

12.1 The Contractor is required to provide a food service that is efficient and organised, food that is freshly cooked and served in an attractive and hygienic way.

12.2 The Contractor is not responsible for preparing the dining areas, moving and

setting out the furniture and restoring the area for teaching use after the lunch time service before lessons resume. This is the responsibility of the school caretaker or midday supervisors, unless alternative arrangements have been agreed between the school and the contractor.

12.3 The school shall provide pupils with facilities at lunch time for consuming any

meals or other refreshments brought into the school by them. 12.4 Service of food will take place in the areas specified in the school profiles. 12.5 Each school shall determine the number of sittings required during the lunch

period and the method of serving, which will be conveyed to the Contractor by the Authorised Officer.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 12.6 The Contractor shall provide meal services at the times detailed in the school

profiles subject to any changes agreed between the Contractor and the Authorised Officer.

12.7 The service must commence and be completed within the time stipulated by

the school for the lunch break. 12.8 Food service should be efficient to ensure the food is freshly cooked and

served in an attractive, hygienic and organised way - including batch cooking where more than one sitting for food service takes place.

12.9 All food served must be attractively presented on serving dishes, and

garnished and accompanied by appropriate sauces.

13. Dining room service

13.1 Dining areas are, in most cases, shared with school's use, and are generally to a high standard.

13.2 Tables are to be kept clean and waste free during meal service by the

Midday Supervisor. 13.3 Dirty crockery, cutlery and food packaging to be cleared promptly, where

necessary by the Midday Supervisor. 13.4 The Contractor must ensure that the school hall is left tidy after service.

School staff will clean and store away tables and sweep and mop the hall and remove all refuse and food spills to ensure the hall can be used safely and without interference for afternoon lessons.

13.5 The caretaker/Midday Supervisor will ensure that the movement of furniture

takes place at a time which does not interfere with school activities, usually immediately before and after the lunch time service.

14. Menu boards

14.1 Contractors must display up to date menu boards and items served should be easily identified. The menu must be written clearly and in a form that all ages of pupil can readily follow.

14.2 It is the contractor's responsibility to maintain and replace menu boards.

15. Pupils providing their own food

15.1 The Council is required to make facilities available for children to eat meals and other refreshments brought to school by them.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 15.2 When such meals are eaten in the defined dining area the school is

responsible for the preparation of this area and cleaning and tidying that area after use.

16. Lunch time supervision

16.1 The schools employ lunch time supervisors who are responsible under the direction of the Headteacher to ensure the safety, care and welfare of pupils during the lunchtime session.

16.2 The Contractor should note that lunch time supervisors will not be available

to assist with the Service unless otherwise agreed and directed by the Headteacher.

17. Cash collection

17.1 It is the responsibility of the school to collect payment for meals from pupils/parents.

18. Meal ordering and payment

18.1 Details of the current number of meals provided at the schools are detailed in the school profiles in APPENDIX 1 indicating pupil and staff meals, paid and free daily averages over the academic year.

18.2 The Contractor is required to use its professional skill and judgement in

translating the total order requirement from the schools into a kitchen production programme.

18.3 The school representative will notify the Contractor’s unit manager of the

required number of meals, for both adults and children. 18.4 Contractors will be reimbursed in accordance with the accepted tender meal

price for meals ordered and served for both pupils and staff, paid and free, authorised by the school.

18.5 It is intended that the meal figures, should be signed by the kitchen

supervisor and authorised by the school and used as the basis of the meal invoice in accordance with the conditions of contract.

18.6 The Contractor should note that demand levels are variable and should allow

for such variations and shall ensure adequate stocks are supplied to meet fluctuations in demand.

18.7 It is up to the Contractor to use its professional skill and judgement in

providing a kitchen production programme to ensure sufficient choice of food to reflect customer demand through the lunch-time service period.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 18.8 The Contractor shall submit an invoice to the Authorised Officer every four

weeks detailing the numbers of meals (pupil and adult) supplied each day during the period covered by the invoice.

18.9 The Council shall check the invoice details with the returns from the schools

and arrange payment.

19. Free meals

19.1 The Council shall reimburse the Contractor for free meals for children from families who are deemed eligible under the Children Schools and Families Division of Merton Council guidelines, as authorised by the Headteacher. The Council will only re-imburse for meals served, not the school’s entitlement.

19.2 All schools will endeavour to maintain the anonymity of pupils receiving free

meals and the Contractor shall comply with all requirements of the schools to ensure this.

20. Term dates

20.1 The school year is separated into three terms, covering a period of thirty nine weeks with pupils usually only attending school for approximately 190 of the total available days.

20.2 School catering is not required for teacher training days, except under Clause

64, "Special Functions". 20.3 The dates for teacher training days may vary school by school, but do not

usually exceed 5 days per annum. 20.4 Terms dates for the duration of the contract period have not been decided.

As a guide the actual term dates for the first year of the contract 2007 are:- Autumn Term 2007 XXXX Day and date September to XXXXX Day and date December X days HALF TERM: XXXX Day and date to XXXX day and date October Spring Term 2008 XXXXXXX January - XXXXXXXX April - X days HALF TERM: xxxxxxxx to xxxxxxxxx February Summer Term 2008 xxxxxxxxx April – xxxxxxxxxx July - X days HALF TERM: xxxxxxxxx May to xxxxxxxxxx June

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Where a Bank or Public Holiday falls within term time this will be a holiday and the service will not be required that day.

20.5 Term dates may vary slightly at each school. The Contractor is responsible for liaising with the Headteacher at each school.

21. Marketing

21.1 The Contractor is required to market and promote the school meals service to parents and pupils to maximise uptake. The Contractor is to be responsible for the cost of any marketing material, which must include the publication of menus to all parents of children at all schools.

21.2 The Council is very keen to continue with the marketing of school meals. 21.3 Marketing campaigns to be launched by the Contractor must be with the

prior agreement of the Authorised Officer, if Borough-wide, and the Authorised Officer/Headteachers where local. Their decisions shall be final. It is important that any such marketing should be in keeping with the image, reputation and policies of individual schools and the Council.

21.4 Headteachers will be encouraged to fully support any marketing and market

research that the Contractor wishes to carry out. It is essential that the needs of the customer are met and this can only be achieved by initially finding out what is required, followed by a series of customer surveys throughout the contract period. Such surveys will include the involvement of pupils, parents and school staff plus advertising internally and externally.

21.5 The Contractor is to be responsible for the cost of any marketing materials,

which must include distribution of menus to all schools at least twice a year. The menus must be displayed in a prominent position at each school so that they can be read by parents and guardians.

21.6 The published menu must clearly identify the main ingredient unless this is

self evident from the menu description. 21.7 All marketing must include the Council's logo and comply with any

requirement contained in the contract. 21.8 The Contractor may also use their own logo on menus and agreed tariff. 21.9 All marketing publicity material including menus and tariff boards should be

sited in agreement with the school.

22. Communication

22.1 The Contractor shall appoint an Operations Manager to be responsible for the day to day operation and supervision of the Service. The Operations Manager is required to be in close communication with the

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schools/Authorised Officer and be able to respond quickly to any problems or operational issues. The Contractor will be encouraged to develop a good working relationship with Headteachers for their mutual benefit so that the Service is provided to the satisfaction of schools within the requirements of the specification. The Contractor should encourage staff to work in close liaison with the schools, the Headteachers and the school meals administration assistants.

22.2 The Operations Manager should meet regularly with school Headteachers

and Authorised Officers to review the Service. 22.3 The Operations Manager is expected to keep in close contact with their

school based kitchen staff to provide support in providing the Service. The school should not be expected to get involved in operational issues which should be dealt with promptly and efficiently by the Contractor.

22.4 The Operations Manager is required to attend regular progress meetings with

the Authorised Officer or Headteachers. 22.5 The Contractor's office should be based locally with access to telephone, fax

and e-mail facilities. 22.6 The Contractor is required to practice a customer care code and provide

details to the Authorised Officer 22.7 The Operational Manager should be in close communication with the schools

and be able to respond quickly to any problems or operational issues, including shortages of food, cleaning materials and light equipment. The Contractor shall ensure that the Operational Manager can be contacted during term time by telephone at all times between the hours of 8 am to 4 pm, Monday to Friday. Response times should comply with Council policy, that is currently to return telephone messages within 24 hours.

22.8 The Contractor should encourage staff to work in close liaison with the

school, the Headteacher and the school meals administration assistant. 22.9 Progress meetings between the Authorised Officer and the Contractor (must

take place every week for the first three months of the contract period unless deemed otherwise by the Authorised Officer. This frequency may be increased or decreased by the Authorised Officer dependant upon the Contractor's performance.

22.10 Thereafter such meetings will be held fortnightly for the duration of the

contract, unless otherwise instructed by the Authorised Officer. The Operation Manager should attend such meetings.

22.11 The Contractor is required to submit an annual report and business plan at

the end of each year to review financial accounts, activities and progress of

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the previous year and the development plans for the forthcoming year for the service.

23. Staff

23.1 The Contractor must employ and ensure sufficient staff are employed and available at work to ensure that the Service is in all aspects in accordance with the contract and specification to the contract standard.

23.2 The Contractor should appoint a competent, experienced Cook/Unit Manager

in each school kitchen to be responsible for the day to day running of the kitchen.

23.3 It is the duty of the Contractor to ensure that a sufficient reserve of staff is

available to provide services to the required standard during staff holidays or sick absence, and be able to respond to emergencies.

23.4 The Contractor shall be entirely responsible for the employment and

conditions of service of the Contractor's own employees. 23.5 The Contractor must ensure that staff have sufficient command of the

English language to understand training and instructions and communication with the school staff and pupils. The obligation upon the Contractor must be carried out with due regard to the law on equal opportunities and the Contractor's own equal opportunities policy.

23.6 All school based staffing appointments or changes should be discussed with

the Authorised Officer. 23.7 No employee of the Contractor shall be permitted to smoke or drink alcohol

whilst on school premises. 23.8 All staff employed in the school will be subject to CRB checking. It will be

the contractors responsibility to organise and pay for these checks

24. Staff - Operations Manager

24.1 In providing the Service the Operations Manager is viewed as a critical appointment to the success of the contract..

24.2 The Operations Manager is viewed as a critical appointment to the success of

the contract and should have as a minimum five years catering management experience, experience of working in a multi site operation. Qualifications should include an Advanced Food Hygiene course. They should also have excellent communication and client/customer liaison skills.

24.3 The Contractor is encouraged to appoint a manager for the duration of the

contract. This is considered essential for the continuity of contract standards

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as well as a close liaison with the authorised officer and school Headteachers.

25. Staff - training

25.1 The Contractor must ensure that all staff, including new and temporary staff, are competent and trained to carry out their duties to provide the Service to the contract standard in particular in food hygiene, nutrition, health and safety, cooking, cleaning, portion control and customer care. Ongoing training is considered critical to the success of this contract.

25.2 All contractor’s staff, including new and temporary staff, must be competent

and trained to carry out their duties to provide the school meals service to the contract standard and in particular food hygiene, nutrition, health and safety, first aid in the workplace (Unit/Cook Manager only), cooking, cleaning, portion control and customer care including refresher training.

25.3 All food handlers should be qualified in the EHO essential food hygiene

certificate or equivalent qualification. Training should be commensurate with their duties.

25.4 Staff training records should be maintained and held in each school kitchen

available for inspection showing description and date of training, who the trainer was and the trainees signature.

25.5 Employees may only use or clean equipment they have been trained to use.

Proof of training must be recorded with the name, the trainer and the trainee’s initials and the date when the training took place

26. Staff uniform

26.1 Staff are required to wear an approved uniform, including head-wear, when

on duty with a minimum of jewellery, closed-in non-slip shoes. 26.2 The Contractor's staff will be required to wear identity badges whilst on the

School premises and visiting Contractor's staff or suppliers must report to the school office on arrival at the school site.

27. Quality Assurance Procedure

27.1 The Operations Manager will be required to undertake an internal monitoring

inspection of each location at a minimum frequency of once per term and supply a report to the Authorised Officer.

27.2 The Contractor is required to respond appropriately to issues or complaints

raised by the Council's customer satisfaction certificate forms used by the

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schools in local based monitoring and to any issues or complaints raised by the Authorised Officer.

27.3 The Contractor will be expected to have an appropriate quality management

system and will provide copies of the inspection reports to the Authorised Officer. The Contractor will also provide copies to the Authorised Officer of independent audit reports and records appertaining to the quality system.

27.4 In addition the Council will instigate its own Quality Assurance Procedure

designed to ensure that the Contractor meets the Quality Standards required by the Council in accordance with the contract and specification.

27.5 The spirit of the scheme is that the plan has been designed to identify

deviations from the required standard in sufficient time to allow suitable corrective action to be taken by the Contractor to the satisfaction of the Council.

27.6 The procedure is a device to enable sensible monitoring of the performance

to take place so that, where necessary, discussions between the Contractor and the Council concerning quality standards can be based on factual records.

27.7 The Contractor must give unhindered access to all premises and facilities

used by the Contractor for the purpose of this contract at all times to the Authorised Officer or designated persons for the purpose of the Quality Assurance Procedure.

27.8 The Authorised Officer will have the authority to instruct the Contractor and

his staff to desist from practices that are unsafe or in contravention of current legislation.

27.9 Details of the proposed Quality Assurance/Contract Monitoring programme

are included in Appendix 7, which might be varied during the course of the contract period by the Authorised Officer in consultation with the Contractor.

27.10 The quality assurance procedure set out in Appendix 7 sets out the minimum

acceptable standards in relation to this specification. The marking system reflects the importance placed on the quality of the meal on the plate and the delivery of the lunch time service to the school. The Contractor is required to achieve a score of 75% to pass the quality assurance programme.

28. Contractor Self-Monitoring

28.1 None of the above absolves the Contractor from operating their own Quality Assurance programme, details of which shall have been submitted with its Tender.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 28.2 The Operations Manager will be required to undertake a full in-company

monitoring inspection of each location at a minimum frequency of once per term.

28.3 A copy of the inspection report will be made available for information

purposes within one week after the inspection.

29. Customer Satisfaction Certificate Forms

29.1 Customer Satisfaction Certificate forms Appendix 8 are available for schools to undertake locally based monitoring. These will be submitted to the Council for collation. The Contractor will be contacted if these raise any concerns. The Contractor is required to respond to issues raised by the Customer Satisfaction forms immediately. If the complaint justifiably demonstrates the Contractor is not performing to the contract standard then the Authorised Officer would be entitled to issue a default notice in accordance with the provisions set out in the contract conditions.

30. Delivery Of Food

30.1 The Contractor must ensure all food products are delivered sufficiently in advance to enable the planned menu to be prepared and served.

30.2 The Contractor will be required to make its own arrangements for the

transportation of the food products which forms part of the Contractor’s responsibility and ensure that all relevant standards are met at all times.

30.3 Deliveries will need to include frozen, ambient and fresh products to accord

with the Contractor’s menu. 30.4 It is the responsibility of the Contractor to deliver and store the food to meet

the requirements of the menu at a time which is convenient to the school. 30.5 Deliveries should only be accepted by authorised catering personnel. 30.6 Drivers should note that some schools may have restricted access times

because of children in playgrounds which are the access routes. Drivers must have visible identification on them.

30.7 The Contractor is responsible for planning the delivery route for transported

meals taking account of the conditions to deliver the food on time.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 31. Storage Of Food

31.1 Storage containers must be clearly labelled with the contents, use by dates and last cleaned dates. These labels may need to be replaced frequently after containers have been cleaned.

31.2 Refrigerated food may be stored for 1 to 5 days including the day it is placed in the fridge and the day it is consumed, except where it has a use by date e.g. cheese, yoghurt and cooking fat.

31.3 Defrosting most foods i.e. convenience foods, taken from the freezer, can be cooked immediately. But all meat and poultry must be thoroughly defrosted before cooking.

31.4 Unit managers must ensure they have sufficient stock to accommodate the menu and enough to cover in an emergency situation were they not able to get a delivery.

31.5 Correct stock rotation must be practiced. Unit Managers will be responsible for correct stock rotation. Incoming goods must go to the back of the shelf allowing existing stock to be moved forward and used first, subject to use by dates. Dating of received goods will only take place where a use by date is not present e.g. sugar and salt.

31.6 Goods that are unsuitable for any reason should be covered, clearly labelled and placed in an area away from food (where appropriate). The goods should be returned to the supplier or disposed of safely and if appropriate the relevant officer must be informed e.g. Environmetal Health Officer, Trading Standards.

32. Food Samples

32.1 Food samples of protein items prepared in the kitchen must be kept under refrigeration for 48 hours after service.

32.2 Samples should be no less than 56 grammes in weight and should be available for analysis by the Environmental Health Officer if required.

32.3 To prevent cross contamination, samples should be kept apart from one

another. Samples should be kept covered and dated.

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33. Freezers and Refrigerators

33.1 Temperature checks must be taken daily and recorded for all fridges and freezers. These must be initialled by the person recording the temperature. Completed records must be kept for inspection by either the authorised officer or the Environmental Health Officer.

33.2 If the fridge freezer is not within the stated parameters, it must be reported

immediately , and repairs effected within 48 hours. 33.3 All fridges and freezers should be numbered for ease of identification.

34. Quality of Materials

34.1 All materials and ingredients used in food production must be of a high quality and in all respects safe, wholesome and suitable for pupils and staff.

34.2 The Contractor must at the Authorised Officer’s request provide copies of

purchase specification for any material or ingredients used in the Service.

35. Reheated Food

35.1 It is not permissible to reheat meat, fish or any protein item or any other product containing dried milk that has been previously cooked unless it is food specially prepared for regeneration and has been chilled or frozen in accordance with the Department of Health Guidelines of Chilled and Frozen Foods 1989.

35.2 All hot food that has not been used during the service time must be

destroyed at the end of the service period or used cold on the next day.

36. Hygiene

36.1 The contractor is responsible for ensuring that all food served is hygienically sound and to maintain the catering premises and equipment to a high standard of hygiene, health and safety. The Contractor is required to comply with all relevant legislation and the contract specifiaction.

36.2 The Contractor must ensure that all persons employed by them have a high

standard of personal hygiene and a full understanding of current food safety legislation as it affects their area of responsibility.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 36.3 It is the aim of the Council to provide all persons using the Service to receive

food that is hygienically sound and for its catering premises, facilities and equipment to be maintained to a high standard of hygiene.

36.4 In the storage, preparation, transportation and service of all food, it shall be

the Contractor's responsibility to ensure compliance with all current and future legislation.

36.5 The Contractor is responsible for complying with hazard analysis and critical

control point, HACCP's and assured safe catering procedures, including written procedures and documentation for the safety of food throughout the food chain, as detailed in the Food Safety (general food hygiene) Regulations 1995 and contract monitoring procedures.

36.6 A temperature control monitoring and recording system must be operated to

cover all critical points.

37. Hygiene - Food Handlers

37.1 The Contractor must ensure that all persons employed by them, within and around areas designated for the preparation and service of food, be in good health and have a high standard of oral and general personal hygiene.

37.2 In exceptional circumstances the Contractor may be required to make special

arrangements regarding staff hygiene during preparation and service of food, for example the wearing of disposable gloves if hands have been dyed.

37.3 The Contractor must ensure that all food handlers are appropriately trained

and have a full understanding of current food and safety legislation as it affects their area of responsibility.

37.4 The contractor will ensure that all employees are safe to work through a

‘fitness to work procedure’.

38. Health and Safety

38.1 It is the Council's and individual schools aim to maintain high standards in regard to the health and safety aspects of staff, customers and catering premises.

38.2 The Contractor will comply with all relevant legislation and regulations. 38.3 The Contractor shall supply risk assessments, which comply fully with the

requirements of all Health and Safety regulations and directives including those of the European community. These assessments shall be maintained and updated as required by changes in legislation, operation or specific tasks. These must be continually reviewed with a desktop review every two years.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 39. Health and Safety - Use of Equipment

39.1 It will be the responsibility of the Contractor to make sure that all machinery, premises and equipment is used in a correct and proper manner at all times.

39.2 The Contractor shall not allow any person to use any piece of machinery as

specified by the 'Prescribed Dangerous Machines Order 1964', unless they have been fully instructed as to the dangers arising in connection with its use, and are fully trained on the use of that particular machine, or is under adequate supervision by a person who has a thorough knowledge and experience of the machine.

39.3 The Contractor shall not allow any person under the age of 18 to clean,

lubricate or adjust any machinery if this exposes them to risk of injury from a moving part of that or any adjacent machinery.

39.4 All machines prescribed as 'Dangerous Machines' must carry a warning label.

40. Health and safety - Equipment/Premises Defects

40.1 The Contractor must immediately remedy any faults or defects including the guards for machines and attachments on machinery.

40.2 The Contractor should comply with policy and instructions from the

Authorised Officer/Headteacher regarding emergencies. Gas leaks should be reported directly to the school Operations Manager and gas board.

40.3 The Contractor must ensure that all machinery and equipment is cleaned to

the standards and frequencies agreed with the Authorised Officer. 40.4 The Contractor should not permit staff to use premises and equipment that is

not fit or safe to use.

41. Health and Safety - Fire

41.1 It will be the responsibility of the school to draw up and agree with the Council a suitable policy of fire precaution arrangements for each kitchen premises.

41.2 The Contractor shall be responsible in making sure that the fire fighting

equipment supplied by the schools or the Council in catering areas in the schools is not unnecessarily interfered with or misused by its staff.

41.3 A copy of the Fire Notice of evacuation procedures as supplied by the school

must be displayed in each kitchen premise and dining centre. 41.4 The Contractor shall inform the Authorised Officer if the fire extinguishers

within their units have not been serviced during the last twelve months.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 41.5 The Contractor must train their staff (existing and all new members when

they commence employment) as to the appropriate action that should be taken in the event of a fire. They must also liaise with the Headteacher on site concerning any fire arrangements/practices that the school may have, including participating in fire drill practice.

41.6 Any problems or problem areas observed by the Contractor in connection

with fire precaution policy, should be reported to the Authorised Officer/Headteacher.

41.7 At no time should waste fats and oils be allowed to build up in any part of the

kitchen premises, especially around any equipment that is likely to prove a risk in terms of starting a fire, i.e. fryers and cooking stoves.

41.8 All staff using pieces of equipment that could prove to be a fire hazard must

be trained and informed of, the correct usage of the equipment in relation to its being a fire hazard.

41.9 All entrances, exits, stairways, passageways and fire exits must be kept free

from obstructions at all times.

42. Health and Safety – Accidents

42.1 The Contractor is responsible for drawing up an accident procedure for dealing with staff accidents at work, including a procedure for recording and reporting accidents.

42.2 The Contractor must report to the appropriate authority any accidents or

dangerous occurrences that take place within any of the catering premises and comply with the Council's Accident and Hazard reporting procedures.

42.3 The Contractor must report, without delay, to the Council any other

occurrences, situations or circumstances they observe within the Council's catering premises, that may prove a risk as to the health and safety of employees and non-employees. Major occurrences must be reported immediately to the Authorised Officer/Headteacher.

43. Health and Safety - First Aid

43.1 The Contractor must provide and maintain suitable and sufficient First Aid equipment for minor injuries.

43.2 Facilities for other emergencies will be provided in each school. 43.3 The school is responsible for drawing up First Aid arrangements for their

staff.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 44. Health and Safety - Refuse

44.1 All refuse must be disposed of safely and hygienically. All food waste must be sealed in a heavy duty grade plastic sack to discourage vermin or cross contamination.

44.2 Where the kitchen shares a refuse area, the school will have overall

responsibility for that area. However, Contractors must ensure that their staff dispose of waste safely and hygienically at these areas complying with the instructions of the Head teacher and do not leave any waste in such a way that it may cause a health and safety risk to other people using the area.

44.3 It shall be the Contractor's responsibility to properly maintain the Council's

and/or school premises and to keep food prepared and stored by the Contractor within any such premises, free from vermin.

44.4 Where the Contractor causes a fault or defect towards the Council's and/or

school premises or equipment that allows or encourages vermin to enter kitchen premises and/or contaminate any food, the Contractor will be held responsible.

44.5 It will be the Contractors responsibility to have kitchen area inspected by

pest control personnel as required.

45. Health and Safety - Notices

45.1 It is the Contractors responsibility to provide and display all health and safety notices and any other relevant notices considered appropriate for contractors staff.

46. Health and Safety - Protective Equipment

46.1 The Contractor must provide all their staff with suitable protective clothing.

47. Health and Safety - Staff Training

47.1 The Contractor is responsible for training their staff in all aspects of Health and Safety.

47.2 The Contractor must train all staff who use sterilising rinsing sinks as to the

correct operation of the sinks and the safety points involved.

48. Cleaning

48.1 It is the Contractor's responsibility to maintain the catering premises including the school kitchens in a clean and hygienic condition. These duties

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will be carried out in accordance with C.O.S.H.H. Regulations, the Environmental Health Officer's requirements and relevant legislation.

48.2 The Contractor is required to supply cleaning schedules to the Authorised

Officer. 48.3 The School will be responsible for the cleaning of dining room floors. 48.4 In areas used in conjunction with a school the Contractor is responsible to

maintain the catering premises in a clean and hygienic condition and leave the area in an acceptable condition in readiness for the school. The Contractor is required to work in cooperation with the schools in these areas.

48.5 It is the Contractor’s responsibility to maintain the heavy equipment and

kitchen premises in a clean and hygienic condition. The Contractor should undertake daily any periodic cleaning to a minimum quality and frequency agreed by the Authorised Officer and to conform to the contract monitoring standards, including regular descaling of sterilising sinks and dishwashers, combination ovens, cleaning ovens, and defrosting fridges and freezers.

49. Washing Up/Drying Procedures

49.1 It is the Contractor’s responsibility to ensure that washing up/drying procedures are carried out in a safe, clean and hygienic manner to conform to the contract monitoring.

50. Deep Cleaning

50.1 The Contractor shall undertake any necessary deep cleaning including all accommodation and equipment identified in the school profiles. The deep cleaning should include all wall surfaces up to six feet from the floor along with all interior windows and heavy equipment, floors, grease traps, gullies, duct work, plenum chambers, all kitchen accommodation including office, store rooms, cloak rooms and toilet. It is expected that this work will be required to be carried out by the Contractor annually. The programme of deep cleaning must be approved by the Authorised Officer. The school will be responsible for deep cleaning above six feet including light fixtures, ceilings, extraction canopies filters and roof fans.

51. Cleaning - Materials

51.1 The Contractor is responsible for the supply and safe storage of all cleaning materials and equipment including towels and soap, to conform with the Food Safety Act and any other relevant legislation.

52. Cleaning - Toilets

52.1 Where schools are equipped with separate toilet and changing facilities for use by catering personnel only, the Contractor will be responsible for the

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hygiene of this area and the purchase of all toiletry items i.e. tissues, cleaning agents, soaps, nail brushes etc. Adequate display of appropriate notices is also required of the Contractor.

53. Inventory

53.1 An inventory of heavy equipment and furniture will be maintained for every kitchen and dining centre. The inventory will be checked by the Authorised Officer and the Contractor will be held responsible for any unauthorised discrepancies found.

54. Premises and Equipment

54.1 The premise and equipment that forms part of this contract are detailed in the school profiles.

54.2 All premises used by the Contractor in the provision of the Service shall be

kept in a clean state, this includes furniture, furnishings and fittings. 54.3 Food preparation and service must not be carried out in any premises which

are insanitary. 54.4 All floors, steps, passageways and gangways must be kept free from slippery

substances and cleaned regularly and kept free from dirt and food waste. 54.5 No refuse or filth, whether liquid or solid, shall be brought into or allowed to

accumulate in any food rooms. 54.6 The Council will make available to the Contractor all existing premises,

equipment and services listed in the Schools Profile. Other than persons employed on Council or school business, only the Contractor’s staff and persons making deliveries to the Contractor in connection with the provision of the Service, may enter or use any part of the premises during the normal hours of operation without the prior written permission of the Authorised Officer.

54.7 The Contractor may not enter or use any part of the school premises outside

of the normal hours of operation without the prior express permission of the Authorised Officer/Headteacher.

54.8 The premises and equipment at the schools shall only be used by the

Contractor in performing the Service. Nothing in the Contract shall entitle the Contractor to any property rights in connection with premises and or equipment belonging to the Council.

54.9 The Council will supply all existing heavy equipment as listed in the

appropriate schools profile. Should the Contractor replace heavy equipment in order to enhance the service or to accommodate an increase in business due to measures the contractor has made, this equipment will either be

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removed or sold back to the Council at an agreed price. The Council will be responsible for the repair of heavy eqipment.

54.10 Any additional items of equipment that the Contractor wishes to use at any

school must first be approved by the Authorised Officer. The Contractor will be responsible for all repair and maintenance of all such items and their location, to a legally acceptable standard approved by the Authorised Officer.

54.11 At contract commencement the Authorised Officer and the Contractor will

agree the handover of all equipment and prepare an inventory.

55. Premises and Equipment - Light Equipment

55.1 The Council will supply at the commencement of the contract an initial stock of light and small equipment used in the kitchen and dining room. This equipment is to be controlled by the Contractor. Where replacement or additional items are required at any time in the contract these items will be obtained at the cost of the Contractor. The value of any discrepancies in stock levels at the end of the Contract period will be payable by the Contractor within 28 days of written demand.

55.2 All items identified in the light equipment inventory must be maintained in

good working order and where necessary repairs carried out. 55.3 The use of disposable cutlery and crockery will only be accepted in

emergencies 55.4 Should patronage levels exceed the current level, thus requiring additional

light equipment, this will be an additional cost to the contractor.

56. Premises and Equipment - Maintenance and Repair

56.1 The Contractor will be responsible for initiating a programme of planned maintenance. Servicing and testing of electrical and gas appliances will be carried out at the Contractor’s expense on an annual basis.

56.2 The Contractor is responsible for any pest infestation problems and the

school is responsible for the maintenance of the kitchen premises e.g.ceilings, walls, floors lights etc.

56.3 Where urgent attention is needed to premises and equipment to enable

continuation of a service, the practical arrangements will be agreed between the Contractor and the Authorised Officer/Headteacher.

56.4 The Contractor will allow access at all times to any persons authorised by the

Council and headteachers for the purpose of inspection and repair of the Council and school Premises.

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meeting the requirements of the Contract. The Contractor will take all necessary steps available to provide a full service, submitting alternative suitable menus, and/or disposables if necessary at no cost to the school.

57. Premises and Equipment - Energy

57.1 The school shall be responsible for payment of the Uniform Business and Water Rates, grounds maintenance, gas, electricity, hot and cold water and central heating costs incurred by the Contractor at any Council owned premises in connection with performing this Contract. The Contractor must ensure that energy and water is used efficiently and effectively and shall have due regard for the need to avoid wastage and shall comply with all reasonable instructions of the Authorised Officer/Headteacher in this respect.`

57.2 The Contractor must co-operate with the Council's Energy Conservation Policy

with regard to recommendations on reducing energy costs.

58. Security of Premises

58.1 The Headteacher will have overall responsibility for the security of the school premises.

58.2 The Contractor is responsible for securing the catering premises and

equipment at the end of the normal working day in accordance with each school's requirements. The Contractor is also fully responsible for the security and safety of the kitchen premises and any equipment used by the Contractor for the purpose of the contract during normal working hours. The Headteacher will provide the Contractor with keys to all relevant areas in each school.

58.3 Neither the Schools nor the Council will accept responsibility for any

valuables or money belonging to the Contractor or its staff which have been brought onto or left on any school premises.

58.4 If the Contractor or its staff are negligent in securing the catering premises

i.e. leaving the gas or water tap on, or leaving a window open, then the Contractor will be liable for any subsequent damage caused to the kitchen or school as a consequence.

59. Refuse Disposal

59.1 It is the responsibility of the schools to meet the cost of refuse disposal but the Contractor must comply with all reasonable requirements of the schools when using the refuse facilities.

59.2 The cleaning and general appearance of shared refuse areas will be the

responsibility of the School.

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storage receptacle prior to collection by the school's Refuse Contractor and to comply with all the school’s requirements for the use of these facilities. Heavy duty plastic sacks required for the removal of all waste from the catering premises, will be provided by the Contractor.

60. Environmental Issues

60.1 The Council supports the reduction in use of packaging, energy conservation and biodegradable products.

60.2 In providing the Service the Contractor must comply with its environmental

policy provided with its tender.

61. Special Functions

61.1 Headteachers may request additional catering, upon terms and conditions to be agreed between the Contractor and the Headteacher, if desired, to be provided on special occasions, which are held in conjunction with school activities.

61.2 The following list identifies the types of events where a function service may

be required. In the main it is difficult to identify the frequency of demand with exception to those events governed by set calendar dates such as:

Harvest Festival.

Religious Arrangements School Outings Sports Days Teachers in service Training Days Other Authorised Requests.

61.3 The majority of functions requested will be during school hours and within

term time. Should a function be requested out of term or school hours the Contractor will include the appropriate additional costs to cover payment of staff.

61.4 In the first instance such requests for catering services at special functions

may be offered to the Contractor, if terms are not agreed the school will be free to seek the services elsewhere.

61.5 All special functions must be priced individually by the Contractor and the

charge agreed with the Headteacher concerned in advance. 61.6 The total cost of a special function is borne by the user i.e. individual

school/client and is not subsidised by the Council.

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the account and not the Council.

62. Adjustments to Service

62.1 Should the Authorised Officer/Headteacher require the service time to be altered, the Contractor will be given the following notice (except in the case of emergencies):

Adjustment of up to one hour on a temporary basis (i.e. no longer than two weeks) – an immediate change. Adjustment of up to one hour (for a period longer than two weeks but less than three months) - one weeks notice. Permanent readjustment of hours (over one hour) – two weeks notice. Permanent readjustment of up to one hour – one month’s notice

62.2 On occasions there may be special requirements for a food service which replaces the standard midday meal e.g. Christmas lunch and other religious festivities. The cost of such alternatives will be within the contract price and no additional payment will be made to the contractor.

62.3 The Contractor shall respond to unforeseen delays and difficulties in a

flexible manner to ensure that pupils are adequately catered for. 62.4 If any delay in the Service is attributable to any act or omission on the part

of the School or the Council (excluding any act performed as a result of the Contractor's contravention of the Food Hygiene or Health and Safety Provisions or any other conditions of the contract and this specification) and causes the Contractor to incur unavoidable additional costs, then a claim should be submitted in writing to the Authorised Officer/Headteacher within 48 hours giving full details of the costs and including any invoices. The Council shall reimburse such costs that it considers have been properly and reasonably incurred.

62.5 Should the Service not be required by a school due to inclement weather the

Contractor will be expected to bear any costs incurred and the cost of food that it had unavoidably to destroy. However the Contractor shall make all reasonable efforts to minimise their losses.

62.6 Should the Service be cancelled by a school or the Council with less than

eight hours prior notice being given, (except under 62.5) then the Contractor will be reimbursed by the school for unavoidable costs. Claims, giving full details of the costs and including any invoices, will be submitted to and approved by the Authorised Officer/Headteacher. The Council/School shall reimburse such costs that it considers have been properly and reasonably incurred.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 62.7 If more than 8 hours notice has been given i.e. polling day then neither the

Council nor the school will be required to pay for any costs. 62.8 The Contractor shall maintain records of such incidents countersigned by the

Headteacher of the school concerned for inspection at any time by the Authorised Officer.

63. Kitchen Closures

63.1 In addition to the provisions of clause 65 the Authorised Officer/Headteacher reserves the right to close kitchens and dining centres in circumstances which could cause injury or hazard to customers or staff, when equipment or services are unusable and when the school is required as a polling station.

63.2 The kitchen will remain closed for the minimum period of time to remedy the

problem. 63.3 The Contractor will be informed, within 24 hours of all those schools affected

by the closure.

64. Lettings

64.1 It is at the discretion of the Headteacher to authorise the use and occupation of school premises outside standard hours of instruction.

64.2 When any school premises are let, the Contractor may be given the

opportunity to submit a bid to provide the catering services required but the Council, School or user are under no obligation to the Contractor to invite such a bid.

64.3 If permission is granted to outside agencies to use the kitchen facilities, the

Contractor will be notified by the Headteacher or Authorised Officer at least 48 hours in advance.

64.4 In situations where the use of a school’s catering facilities is granted and the

catering facilities are not left in a satisfactory condition, the Headteacher shall be informed by the Contractor immediately. Where the Headteacher agrees the condition is unsatisfactory and caused by the outside agency, an invoice may be submitted to the school to cover additional cleaning costs which the Contractor incurs.

65. Telephones

65.1 The Contractor will be able to take over existing telephones in school kitchens, where these are installed.

65.2 Most school kitchens do not have an existing telephone. The Contractor

from time to time may request the use of the school telephone for operational use.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 65.3 The Contractor will be responsible for costs associated with the telephone

including the installation of additional telephones if this is required, and with the prior agreement of the Authorised Officer/Headteacher.

66. Emergency Feeding

66.1 During local emergencies many schools and their facilities would be used for emergency feeding. In these circumstances the Emergency Planning Officer would liaise with the Authorised Officer/Contractor to arrange food supplies.

66.2 Although Peace Time Emergencies are rare, the feeding of evacuated people

is of prime importance and hot meals and beverages should be provided wherever required.

66.3 It is also possible that an emergency could arise whereby the water, gas or

electricity supplies were interrupted for a long period of time, which although not resulting in evacuation, could require some form of emergency feeding.

66.4 The Authorised Officer will liaise with the Contractor as to the Council's likely

requirements and the Contractor will need to make arrangements to provide 24 hour cover on request, should such an emergency arise. This may not always lead to the provision of a meal being necessary.

66.5 The Contractor will also be responsible for feeding the various work forces

during any such emergency. As a general rule Her Majesty's Forces and the Police, Fire and Ambulance Services would provide their own catering arrangements, for up to eight hours. The main priority of the Contractor therefore will be to feed the Council's staff involved, in addition to any evacuees.

66.6 It is the responsibility of the Contractor to make their staff fully aware of the

commitment under the requirement of the Local Government Act 1972 Section 138 (Peacetime Emergencies).

66.7 Any additional costs incurred by the Contractor and approved by the

Authorised Officer in respect of emergency feeding will be reimbursed upon production of the appropriate invoices and receipts with full details of the costs incurred, by the Council.

66.8 It is only in exceptional circumstances that a school site is used as an

emergency rest centre. 66.9 The contractor must supply an up to date emergency contact list of senior

staff, including telephone numbers to be available 24 hours a day to co-ordinate the necessary emergency arrangements.

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LLoonnddnn BBoorroouugghh ooff MMeerrttoonn CChhiillddrreenn,, SScchhooooll aanndd FFaammiilliieess DDiivviissiioonn School Meal Service Specification DRAFT 2 School Meal Service Specification DRAFT 2 67. Other Premises

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APPENDIX 2 - letter to all schools including timetable

CHILDREN, SCHOOLS AND FAMILIES DEPARTMENT

To Chairs of Governors and Head Teachers of all Primary and Special Schools

Children, Schools and FamiliesLondon Borough of Merton Merton Civic Centre Morden, Surrey SM4 5DX Direct Line: 020 8545 3923 Email: [email protected] Fax: 020 8545 3443 Date: 10 October 2006

Dear Colleague School Meals Contract 2007 I am writing with regard to the School Meals Contract, which is due for renewal on the 1st September 2007. In particular, I am enclosing a draft specification for the new contract for your comment by 6 November 2006, and to provide advanced notice that a decision from the governing body will be required on whether the school wishes to opt into the contract by 27 November 2006 The Authority is commissioning a catering service on behalf of schools, but because responsibility for the schools meals service is delegated to schools it is for governing bodies to decide whether they wish to be part of the group-catering contract organised by the Borough, or to manage the catering service themselves. In order to get the best possible contract conditions, it is important for the Authority to confirm in the tender documentation which schools will be part of that contract for three years from September 2007. A decision from the governing body will therefore be required by 27 November 2006. Whilst this may seem early for a decision, schools need to be aware that if they are to make their own arrangement a decision would be required to this timescale anyway to allow sufficient time to plan and tender their individual meals contract. The draft specification is enclosed for your comments by 6 November so that the final specification can be agreed with the School Meals Development Group on 9 November. By 15 November a final copy of the specification will be sent so that schools will have all the information available before making their decision by 27 November 2006.

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Schools should particularly note the following changes in this document to the current contract: Section13.

• Dining tables: The new draft contract stipulates that the responsibility for setting up and taking down dining tables is with the school. Currently responsibility rests with the contractor, which is not the practice in most Authorities. Schools should note that if this proposal is implemented they would therefore need to alter their internal arrangements e.g. it would need to be a responsibility of lunchtime supervisors or the site manager.

Section 15.

• Pupils providing their own food: The new draft contract stipulates that the school will be responsible for the preparation and cleaning of the packed lunch area.

Section 17.

• Cash Collection: As with the present contract this will remain the responsibility of the school.

Section 54.9 & 54.10. • Premises and Equipment – Maintenance and Repair: Some minor

changes have been made to the new draft contract. Maintenance will be a shared responsibility between the contractor and the Council.

Section 62. • Adjustments to Service: Are the adjustments periods in schedule 62.1

reasonable. Section 64.

• Lettings: Comments on this section would be welcomed bearing in mind the possibility of cross infection on allergies such at nuts etc.

Over the past year we have worked closely with individual schools and representative groups to discuss all aspects of the school meals service, including the School Meals Conference on the 28th April, a presentation to the Governors Partnership on the 18th May 2006, and various meetings of a working group. We have also worked closely with headteacher and Merton parent representatives through the School Meals Development Group. I enclose for your information progress we have made for changes to the school menu this academic year. Yours sincerely

Janet Martin, Stephen Black, Head of Education, Principal Contracts Officer, Children, Schools and Families. Children, Schools and Families

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School Meals Service for September 2006 Merton Healthy Schools Menu After much deliberation and negotiation Merton Council have finally agreed a “Merton Healthy Schools Menu” with Initial Catering Services and I am delighted to announce it was introduced into all Merton Primary and Special Schools from the 4th September 2006. The menu has been assessed by our independent nutritionist (Sutton and Merton Primary Care Trust’s Food and Health Nutritionist) to ensure it will meet the Governments food-based standards for school lunches, which come into effect in September 2006. Initial Catering Services have also assured me that the standard menu will be adapted, by agreement with the head teacher, in order to meet schools specific requirements with regard to cultural diversity and special dietary requirements. Monitoring of the Merton Healthy School Menu We are working very closely with schools to monitor the new menu but we are particularly interested to hear from Governors who might visit school at lunchtime and observe the school meals service. Your comments and observation would be greatly appreciated. Introducing the Governments new food-based standards for school lunches There are tough new food-based standards for school lunches being introduced from September 2006, stipulating not less than two portions of fruit and vegetables per child per day; oily fish on a regular basis; easy access to fresh drinking water; and importantly, controlling children's choices to ensure that they cannot opt out of healthy food. Stringent nutrient-based standards, based on the Caroline Walker Trust guidelines, stipulating the essential nutrients, vitamins and minerals required for school meals in primary schools by no later than 2008 and secondary schools by no later than 2009. All schools should work towards serving hot meals, cooked on-site, from fresh and seasonal ingredients; with produce supplied by local farmers and suppliers where possible. Schools and caterers should train all catering staff and lunchtime supervisors to ensure they are able to support pupils in making healthy choices; and ensure that they are central to a 'whole school' approach on healthy eating. Schools should consider whole-school food policies that account for the impact of packed lunches and other food brought into school, with DfES consultation inviting views on advice to parents on healthy lunchboxes or even imposing restrictions on pupils leaving school at lunch time. Prioritisation of refurbishment or rebuilding of school kitchens under schools capital programmes including 'Building Schools for the Future'; and ensuring that current Private Finance Initiative (PFI) contracts do not impose barriers to the improvement of school food. Schools should audit their food service and curriculum and: -

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http://www.cwt.org.uk/

Develop a whole-school food and nutrition policy, to be made available to parents and carers. This should include teaching children practical cooking skills in the context of

healthy eating, and, through links with local producers, improved knowledge of growing and producing food. Schools should aim for complete take-up of free school meal entitlement; and

aim for a 10% increase in overall take-up within the three-year transition period.

Governors have a really important role to play by getting involved with school food. School governors, in discussion with head teachers, staff, pupils, caterers and parents can really make a difference. May I also commend some useful reference material: -

Food Policy in Schools- National Governors Council and the Food Standards Agency www.ngc.org.uk Food in School Toolkit – www.foodinschools.org School Food Trust – A guide to introducing the Governments new food-based

standards for school lunches. www.schoolfoodtrust.org.uk Health Education Trust and School Nutrition Actions Groups –

www.healthedtrust.com

Vivianne Buller School Meals Consultant

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http://www.ngc.org.uk/

http://www.foodinschools.org/

http://www.schoolfoodtrust.org.uk/

http://www.healthedtrust.com/

Schools Catering Contract - timetable to award tender

General timetable Start Finish 1. Place Advert in OJEU Fri 07/10/06 Fri 7/10/06

2. Period for Expresion of Interest Wed 10/10/06 Thu 30/11/06

3. Evaluated Interest (PQQs) Fri 1/12/06 Thu 07/12/06

4. Distribute Invitation to Tender Fri 08/12/06 Thu 01/02/07

5. Evaluate Tenders Fri 02/02/07 Fri 02/03/07

Three week contingency 6. Write report to Cabinet Mon 26/03/07 Mon 9/04/07

7. Cabinet meeting Mon 23/4/06 Mon 23/4/06

8. One week stand still for Call In Tue 24/04/07 Wed 02/05/07

9. Notice of Award Thu 03/05/07 Thu 03/05/07

10. Acatel Period Fri 04/05/07 Thu 17/05/07

11. Award Contract Fri 18/05/07 Fri 18/05/07

12. Post Contract Negotiation Mon 21/05/07 Fri 31/08/07

Consultation with schools Draft specification to schools for comment Mon 9/10/06 Thurs 2/11/06 School Meals Group agree final specification Thu 9/11/06 Thu 9/11/06 Final specification sent to Schools to enable their final Decision on opting into meals contract Wed 15/11/06 Mon 27/11/06

Latest update 5/10/06

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Documents

CABINET Agenda Item 7 School Meals Contract Tendering