Catering Services and

Food Procurement Toolkit

www.defra.gov.uk/farm/policy/sustain/procurement/toolkit

TEMPLATE
Invitation to Tender (ITT):
Evaluation Model v.2.0

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[Insert Authority Logo]

INVITATION TO TENDER EVALUATION PACK

[Title]
[Project Reference]
[Date]
Issued by: [Insert Name of Authority]

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CONTENTS
A. INTRODUCTION
B. SUPPLIER QUESTIONNAIRE WITH MARKING CRITERIA
C. SUPPLIER QUESTIONNAIRE SCORING MATRIX (Excel spreadsheet)

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A. INTRODUCTION

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A. INTRODUCTION
1.1

BACKGROUND

This document is the Evaluation Model for the Invitation to Tender (ITT) issued to
suppliers identified by the bidders conference who are interested in providing
Staff Restaurant Services at four Department for Environment, Food and Rural
Affairs (DEFRA) sites.
This procurement is by competitive tendering procedures. The deadline for
receipt of ITT proposals (Date).
The ITT was issued to X bidders as follows:

The following suppliers have declined the invitation:

???????????

The evaluation team, see 1.4 of this section below, will be issued with a copy of
the evaluation model containing a scoring sheet for each supplier on (Date). If
there are any queries or questions regarding this model, please contact (the
facilitator) on:
Direct Line: ???????????????
Email: ?????????????????????

1.2

CONTRACT AWARD CRITERIA

The evaluation model included in this pack is based on a standard format

recommended by Procurement and Contracts Division (PCD). It is the aim to
select the Most Economically Advantageous Tender (MEAT).
1.3 EVALUATION PROCESS
The ITT evaluation process comprises two main stages as follows :
1.3.1 Technical/Quality evaluation

Suppliers will be scored and short listed for interview in accordance with the
ITT. The members of the tender panel, identified in 1.4 below, will each score
the technical/quality aspect of the bids submitted. Each member of the tender
panel must submit their individual scores to (Name, time and date). Failure to
provide the scores could result in the cancellation of the evaluation meeting.
The tender panel will meet to discuss their individual scores and arrive at a
consensus team score after the evaluation meetings on (Date).

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A second stage of the technical/quality evaluation may be required and would

involve Supplier interviews/tastings with the top three bidders. These would
be held, if required, after the evaluation panel have selected the three highest
scoring candidates, that have passed the minimum threshold. The locations
will be advised at a later date by the selected interviewees. The tasting panel
shall be formed from the evaluation panel in 1.4 below. All members of the
panel must be present at all interviews/tastings. Up to six questions, plus
supplementary questions, specific to the activity will be asked at the
Interview/tasting stage. Comments must be recorded and agreed by all panel
members.
The information received through the interviews/tastings will be used to
increase/decrease the scores of the tenderers based on the evaluation panels
confidence the contractor can successfully fulfil the requirements of the
specification.

All individual panel scores and comments will be recorded on an excel

spreadsheet.

The result of the pricing analysis will only be revealed once the
technical/quality and interview/tasting analysis has been agreed by the
valuation panel.

References - a minimum of three acceptable references are required for a

pass and may be taken up.

If the final scores identify a difference of 1% or less then the evaluation panel,
at their discretion, can select the least expensive offer.

1.3.1.1 Weightings
To ensure the relative importance of the categories of services are correctly
reflected in the overall scores, a weighting system has been applied to each part,
as detailed in Section C of this document. The tender will be evaluated using the
self/spreadsheet evaluation, questionnaire and price submissions.
Self/spreadsheet Evaluation
Questionnaire (Technical)
Price Evaluation
References

40%
40%
20%
Pass/Fail

Each question will be weighted dependent on its importance in the overall

evaluation of the technical/quality evaluation. There are three ranges as follows:
10 Minor Importance
20 Average Importance
30 Major Importance
A supplier must achieve at least a 50% threshold level of the total available
combined score for the Self/spreadsheet Evaluation and Questionnaire
(Technical), i.e. the Authoritys minimum requirements, to be considered in the

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top 3, as a consequence their bids will be assessed financially. Suppliers who fail
the Threshold level are eliminated from price calculations with the mean
calculated from remaining suppliers.

1.3.1.2 Scoring
Supplier Questionnaire Marking Guidance Notes

Submissions must be in numeric order to match Supplier Questionnaire.

Publicity brochures should not be accepted as providing answers to
questions.
Marking criteria is shown in red italics of Section B of this pack.
All questions should be answered, reference to earlier answers has been
discouraged.
Mark the submission only, avoid being influenced by reputation.
Aim to mark at extremes where possible i.e.: avoid abundance of average
marks.
Continually review marks after initial assessment.
Provide comments on the scoring sheets where appropriate and raise at Final
Review Meeting.
All comments recorded on the scoring sheets will be permanently filed.
Markers should not attempt to multiply or extend their scoring, this will be
done at the review meeting by the final evaluation panel.
The evaluation criteria should not be shared with the supply base.

Each evaluator must independently read and assess the information provided.
Responses to each question must be scored as follows:
Score 0
Score 1
Score 2
Score 3
Score 4

Complete failure to grasp/reflect the core issue

Reflects limited understanding misses some aspects
Reflects adequate understanding of all issues and aspects
Good understanding and interpretation of requirements
Excellent understanding and interpretation. Innovative and proactive
with sound strategy

1.3.2 Pricing Analysis

The Authoritys in-house accountant, will analyse all financial responses submitted
for Section 4, Section C and of Section 7 Annex A (of the ITT) and produce a
report detailing the assessment and create a spreadsheet summarising the costs.
The Treasury Model for scoring a price bid is normally adopted, however with
Catering Contracts it might be more appropriate to modify the model to account for
their areas of difference with standard costed agreements. Further advice will be
sort from the Authoritys in-house accounting department.

PRICE EVALUATION
The price element of the tender will be scored as follows :

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1) Calculate the mean price of the tendering suppliers.

Eg Sum of Three Year Prices
Nr of Three Year Prices
2) Calculate the % difference between the actual price and mean.
Eg

Three Year Price Mean Price

Mean Price

x 100

3) The mean is given the value of 50.

a) One point is deducted from the score of each tenderer for each percentage point above the
mean.
b) One point is added to the score of each tender for each percentage point below the mean.
Eg

% Difference x 1 (Round to nearest whole number) + Mean Value (50)

4) Multiply price score by the agreed weighting for price.

Eg

Points Score

25%

1.4 Tender Panel

The tender panel comprises of the following individuals:

???? ????? (Division, Facilitator) (Usually the person responsible for the tender process
????? ??? (Division, scorer) (Usually from the Department managing the contract)
?? ???? (Division, scorer) (Usually from the Department managing the contract)
????? ???? (Division, scorer) (Usually from the Department managing the contract)
???? ???? (User Rep) (Can be the site(s)union representative(s) )

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C. SUPPLIER QUESTIONNAIRE
WITH MARKING CRITERIA

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ITT TENDER QUESTIONNAIRE

The evaluation of the ITT Questionnaire will be the basis for selecting the short list of potential
contractors if this is required [to be interviewed]. Each question is allocated points based on
its relevance for this Contract. Each respondent should submit all the information requested
in the order presented. Failure to do so may result in their total score failing to reach the
initial threshold and therefore subsequent elimination.
All information supplied will be treated as Strictly Private and Confidential. The information
will be reviewed by the Evaluation Panel only and will not be divulged to other parties during
the de-briefing stage, or at any other time.

SECTION 4: SUPPLIER SPECIFICATION

PROJECT REF:

Please provide details of your organisations Employers and Public Liability Insurance;
Professional Indemnity Insurance cover and Professional Indemnity Insurance cover for
sub-contractors. This general section will be assessed, it will not be weighted and scored.
Each certificate must contain the following:
Name and, Address of Contractor, Name of Insurance co, validity period / expiry date, and the
liability levels.
SECTION A: CONTACT INFORMATION

PASS

FAIL

SECTION B: INSURANCE

PASS

FAIL

INFORMATION

SECTION C: Service Delivery

1. UNDERSTANDING
Please demonstrate clearly your understanding of The Provision of Staff Restaurant Services at the
site(s) as detailed in Section 3 and how that relates to the delivery of Government policy in general and of
the Public Sector Food Procurement policy in particular, and more specifically demonstrate that you have
a clear understanding of the work required for which you are bidding. i.e. What do you see that you are
being asked to do?
The tenderer must demonstrate that they have understood the objectives of the PSFPI in the
promotion of:
The five key objectives
1. Raise production and process standards
2. Increase tenders from small and local producers
3. Increase consumption of healthy and nutritious food and promote food hygiene
4. Reduce adverse environmental impacts of production and supply
5. Increase capacity of small and local suppliers to meet demand

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2. SUITABILITY
Please explain why you believe your organisation or consortium is suitable for undertaking the work. (NB:
A simple Because we are good answer will not suffice), also please describe how you would ensure that
key dates or deliverables will be met and indicate whether (in your opinion) the timescales can be
achieved.
The tenderer should give a background of experience they have in similar environments
and how they intend to meet the objectives of mobilisation. The mobilisation should be detailed
and achievable, taking account of issues surrounding the recruitment and transferring of staff
(TUPE)
3. FOOD ASSURANCE SCHEMES
Please provide an outline proposal of how you would increase the provision of food products that are
accredited by a UK or equivalent assurance scheme and/ or support schemes such as Fair Trade.
The tenderer needs show that they understand the need to utilise ingredients which are
from recognised assurance schemes and there plan of increasing usage. A list of current
schemes alone will not give a high mark. However, mention of such schemes as the Red Tractor
or Soil Association in the correct context should attract a higher mark.
4. SUPPORTING THE LOCAL ECONOMY
It is the aim of the Authority to promote the use of locally grown produce including organic products.
Please advise how you propose to implement a process of local sourcing using SMEs.
There should be clear evidence of implementing processes which will encourage localproducers
and SMEs in general to be part of the supply chain in providing the services to Defra.
5. HEALTHY EATING
It is a requirement of this agreement to provide and promote Healthy eating. Please describe how you
would propose to assist the Authority in promoting and encouraging their staff to select a healthier diet
and the consumption of food which benefits health. We expect use of organically grown produce to
feature in your answer.
Clear reference shall be made to what methods shall be used to promote the healthy eating
culture to develop at the catering facilities. Higher marks should be allocated where processes for
highlighting healthy eating aspects are apparent such as traffic light, 5-a-day, drink 2 litres a-day
etc. Aggressive innovative promotional/advertising programmes will also attract higher marks.
6. SUPPORTING A SUSTAINABLE ENVIRONMENT
Please outline your mechanisms for ensuring that the processes in place are sustainable and designed to
reduce any environmental impact. Please concentrate your response on methods employed to minimise
wastage and reduce energy consumption (e.g. minimising the number of deliveries of goods to the staff
restaurant).
Clear reference how they will implement processes to improve the sustainable issues
such reusable packaging, the use of environmentally friendly cleaning materials, collection of
waste materials/packaging etc.

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7. WORKING RELATIONSHIPS
Please outline how your organisation ensures that their staff and suppliers are satisfied with their working
relationship and environment. Please detail the mechanisms in place to resolve difficulties/ issues that
arise
There is a need to document how the tenderer keeps their staff informed of current
issues. If there is a process which encourages staff participation within the operation
this should attract a higher mark

8. PAYMENT
What methods of payment can you devise to speed up the process of paying for refreshments?
Defra wishes to simplify and streamline payment methods. A clear indication giving examples
that the tenderer has methods and ideas currently in process of simpler payment methods
i.e. acceptance of purchasing card to pay for hospitality, non cash customer systems, etc
9. REFERENCES
Please provide details of 3 catering facilities that are currently managed by your organisation and whose
requirements are similar to those required under this tender.
The caterer shall have supplied three references. No marks will be allocated.

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D. SUPPLIER QUESTIONNAIRE SCORING MATRIX

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SECTION C - SCORING MATRIX

SUPPLIER :

EVALUATOR:

Date: ______________
PASS
PART A: ORGANISATION INFORMATION
(check that this section has been completed)
PART B: MANDATORY INFORMATION
REQUIREMENTS
(check that documents requested have been supplied)
PART C: FINANCIAL INFORMATION
(to be completed by PCD)
OVERALL PASS/FAIL

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COMMENTS

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Question
Weighting

1. UNDERSTANDING

2. SUITABILITY

30

10

3. FOOD ASSURANCE
SCHEMES

20

4. SUPPORTING THE
LOCAL ECONOMY

20

5. HEALTHY EATING

30

6. SUPORTING THE
ENVIRONMENT

20

7. WORKING
ENVIRONMENT

10

8. PAYMENT

10

9. REFERENCES
(enter Yes if included)

N/A

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Score

Comments

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