WESTMINSTER CITY COUNCIL

PROVISION OF CATERING SERVICE FOR SCHOOLS

SPECIFICATION

September 2006

Unauthorised copying of this document is forbidden

CONTENTS

PAGE

1. Introduction 5

2. Aims and Objectives 5

3. Days of Service Provision 5

4. Nursery Schools and Classes 6

5. Primary and Special Schools and Pupil Referral Unit 7

6. Secondary Schools 7

7. Menus 8

National Nutritional Standards 8

Report of the School Meals Review Panel 8

General 8

Menu Content and Quality of Ingredients 9

8. Service Standards 12

9. Special Diets 12

10. Cultural and Religious Diets 13

11. Packed Lunches 13

12. Food Additives 14

13. GM Foods and Labelling 14

14. Reheated Food 14

15. Initiatives 14

16. Pupils Providing Their Own Food 15

17. Vending Machines 15

18. Ordering of Meals 15

19. Food Deliveries 16

20. School Meal Charges 16

21. Consultation 17

22. Dining arrangements 17

Setting Up and Clearing Away Furniture 17

Clearing of Tables 17

Meal Service Times 17

Sittings 17

23. Special Functions and Additional Services 18

24. Transported Meals 18

25. Cash Collection 20

Schools without Cash Cafeterias 20

Cash Cafeterias 20

26. Food Storage 20

27. Policy and Procedure in the Event of an Alleged or Suspected 20

Food Poisoning Incident or an Alleged Food Contamination

Incident

28. Premises 21

General 21

Energy and Water 21

Telephones 22

Security 22

Refuse Disposal 22

Cleaning 22

Pest Control 23

Lettings 23

29. Equipment 23

30. Contractor’s Office 24

31. Emergency Feeding and Business Continuity 24

Premises Emergency/Kitchen Closure 24

Civil Emergency 24

Business Continuity Plans 25

32. Health and Safety, Food Safety and Hygiene 25

Health and Safety : General 25

First Aid 26

Health and Safety Officer 26

Incident Reporting 26

Fire Precautions 27

Signage 27

Food Safety 27

Hygiene – General 28

Hygiene – Food Handlers 28

33. Environmental Health 28

34. Uniforms 29

35. Laundry and Protective Clothing 29

36. Environmental Strategy 29

37. Marketing and Publicity 30

38. Sponsorship 30

39. Customer Care 31

40. Racial Incidents 31

41. “Whistleblowing” 31

Appendices

Appendix 1 Schools included in the Contract Page 32

Appendix 2 Portion Sizes Page 33

1. Introduction

1.1 The City Council is committed to providing a high quality, nutritious catering service to schools that meets the local needs of schools and pupils. This Specification sets out the nature of the Services to be provided under the Provision of Catering Service for Schools contract. Where quality standards are set out, they are the minimum acceptable level to be achieved on a consistent basis.

1.2 The provision of the Service must demonstrate a best value approach and be flexible in its delivery and operation to ensure that the needs and ethos of individual schools are supported.

1.3 The City Council has delegated funding for school catering. Appendix 1 lists those schools who have opted into this centrally arranged contract to provide a catering service. Further details of these schools can be found in the Location profiles attached at Appendix 11.

2. Aims and objectives

2.1 The City Council considers that the need for nutritious school meals to improve the health and well-being of school aged children is essential. The school lunch is the main meal of the day for many children and provides an opportunity both to provide good food for young people and to encourage the development of good eating habits and other social skills. It should allow pupils to become acquainted with a wider range of foods and to practice food choices. The Service should be an integral part of the school day and all children should be able to take a nourishing meal in a pleasant, orderly environment.

2.2 All meals should be adequate in quantity and quality so as to be suitable as the main meal of the day and reflect National Nutritional Standards and good catering practice. Menus should be developed that are appetising, appealing to young people, meet the needs of pupils from ethnic minority communities and for vegetarians and make appropriate provision for pupils on special diets.

2.3 The Contractor’s arrangements for the Service shall incorporate due diligence in all aspects of purchasing policy, food delivery and storage, preparation and handling of food, health and safety, cleaning, care and operation of equipment and transport systems.

3. Days of Service provision

3.1 The Contractor shall provide the Service on every day on which a school is open for pupils to attend for teaching. All schools are normally open for teaching for 190 days a year. School term and holiday dates for the academic years 2006/07 and 2007/08 are attached at Appendix 3.

3.2 The Contractor shall make itself aware of the number of days on which the Service is required to be provided at each school

3.3 Catering requirements for In-Service Training (INSET) days during which time a school will be closed to children shall be determined by the school. The school shall be responsible for informing the Contractor that a training day will take place and, if appropriate, the need for any catering provision. The cost of such provision shall be negotiated and paid for separately by the school. The Contractor shall be aware that INSET days often differ between schools and that production kitchens may therefore need to be open for longer than the 190 days a year.

4. Nursery schools and classes

4.1 Children in nursery schools and nursery classes attached to infant and primary schools usually have a family service, where children dine in groups of 6 to 8 under the supervision of a nursery assistant or teacher. Nursery children dine:-

· in their own classrooms; or

· in a small dining area in the nursery; or

· in the main dining area of the school, (at a separate table to the rest of the school).

4.2 The dining area in the nursery class shall be prepared and cleared by nursery staff unless, in the case of nursery classes attached to infant and primary schools, nursery children dine in the main dining area in which case it shall be the responsibility of the Contractor.

4.3 The delivery and collection of containers is the responsibility of the Contractor. Food must be cooked, portioned and served in family services dishes, e.g. 1/4 or 1/3 sized tins, or in individual dishes. Vegetables shall be served separately in small serving dishes e.g. 1/4 or 1/3 sized tins. Salads shall usually be served in small bowls.

4.4 The serving of meals to nursery children is supervised by the nursery staff and unless the children dine in the main dining area of the school the Contractor shall not have direct contact with the children. The Contractor shall therefore regularly liaise with the headteacher of the school or person nominated by the headteacher to ensure that guidelines given for the portioning of food and storage of hot food are being followed.

4.5 Nursery children shall be provided with a two choice main menu consisting of two main protein courses (one meat or fish and one vegetarian), potatoes or rice or pasta, two vegetables, two puddings (hot or cold pudding and mixed fresh fruit pieces) and a minimum of two raw and cooked salads ( cooked salads shall be potato, rice, pasta or pulse based). In addition to the main meal, "nursery bites" e.g. carrot sticks, cucumber and celery fingers must be available after each meal.

4.6 When nursery staff take a meal a pre-order arrangement shall be made available so that a choice of meal can be offered. The distribution and display of the menu shall be at the discretion of the headteacher of the school.

5. Primary and special schools and pupil referral unit

5.1 Meals shall be served in primary and special schools in a cafeteria system. The menu shall consist of three main protein courses (two meat or two fish or one meat and one fish and one vegetarian), potatoes or rice or pasta, two vegetables, two puddings (hot or cold pudding and mixed fresh fruit pieces) and a minimum of four raw and cooked salads (e.g. potato, rice and pasta). The distribution and display of the menu shall be at the discretion of the headteacher of the school. The serving of “seconds” where food is left over at the end of the meals service period shall also be at the discretion of the headteacher of the school.

5.2 Service styles at each school shall meet the requirements of that school. Whilst certain schools may want a conventional plate service others may require the use of airline trays. Where a school has elected to use airline trays for its meals service both choices of main meal and dessert shall be served at the same time.

5.3 For the avoidance of doubt all details contained in paragraphs 5.1 and 5.2 apply to College Park Special School and Queen Elizabeth II Special School. Children of primary and secondary age attend these schools and therefore portion sizes (see Appendix 2) shall be required for their respective age groups.

5.4 Pupils at the Beechcroft House Pupil Referral Unit receive a choice of two main courses (one meat, one vegetarian) and two puddings, one of which is always fresh fruit. Children of secondary school age attend the referral unit and therefore portion sizes shall be appropriate to this age group. No kitchen staff are employed at the referral unit. Food transported from the production Kitchen is served by staff at the unit. Further information is included in the Location profile (Appendix 11).

6 Secondary Schools

6.1 Two secondary schools, Pimlico and St. George’s, have opted into this central catering contract. The Contractor shall be required to provide a variety of main meals and snacks in the Cash Cafeteria in line with the Caroline Walker Trust Guidelines and National Nutritional standards in force. At least two main course “meal of the day” choices, including a vegetarian alternative, that comply with National Nutritional standards shall be available each day. The “meal of the day” shall include vegetables and pudding and operate on a two weekly menu cycle. The “meal of the day” shall be available at the value of the free meal voucher.

6.2 A range of filled baguettes and rolls, jacket potatoes and a selection of salads, and fruit pieces shall also be served in accordance with the requirements of the school. Milk drinks, low sugar fruit juices and water shall be made available. Fizzy drinks or drinks with a high sugar content shall not be permitted. Cakes, pastries, biscuits, confectionery and crisps shall also not be permitted. Chips shall only be served once a week. Full details on the specific requirements of Pimlico School and St. George’s School including breakfast provision are set out in the Location profiles attached at Appendix 11

6.3 A copy of the present tariff operating in secondary schools is attached at Appendix 5. Contractors are invited to submit their own tariffs for the first year of the Contract and shall take account of the City Council’s policy of encouraging the uptake of healthier foods.

6.4 The value of the Free Meal Voucher is £1.55. No change shall be given for items with a value less than the free meal value. Food items exchanged for the price of a free meal shall be either the “meal of the day” or a substantial snack.

7. Menus

National Nutritional Standards

7.1 The Contractor shall meet the requirements of the National Nutritional Standards for School Lunches and any subsequent Legislation or guidelines. The Contractor shall also refer to and comply with the “Guidance for School Caterers on implementing National Nutritional Standards” and the “Healthy Living Blueprint for Schools” published by the DfES.

Report of the School Meals Review Panel

7.2 The Contractor shall apply the nutrient and food and drink standards set out in the report of the School Meals Review Panel “Turning the Tables: Transforming School Food” in the provision of school lunches and breakfast and mid morning break provision in secondary schools.

General

7.3 The Contractor shall provide the Authorised Officer with standard recipes including recipe preparation, cooking method and nutritional analysis of all menu items. The Contractor shall also advise, and signify by colour coding the menus, whether items on the menu are fresh, dry, tinned or frozen products. Locally sourced fresh ingredients, country of origin and food travel miles shall also be indicated.

7.4 Menus in primary, nursery and special schools shall be based on a four weekly cycle. A minimum of one new menu cycle shall be introduced each September. To encourage uptake and prevent menu fatigue, the menus should, however, be reviewed on a regular basis and unpopular choices changed. A copy of the 2005/06 core menu is attached at Appendix 4.

7.5 The Contractor shall be required to submit changes to the core menu and menu alternatives (see 7.6 below) together with the recipes and nutritional analysis for any new dishes to the Authorised Officer for approval by 31 May each year. The core menu shall be planned in partnership with the Authorised Officer and the City Council’s nominated dietician. At least once a year a public analyst shall carry out an actual nutritional analysis. The cost of this analysis shall be met by the City Council if the standards meet fully those set out in the report of the School Meals Review Panel “Turning the Tables: Transforming School Food”. If the standards are not met the cost of analysis shall be paid by the Contractor.

7.6 An alternative list of main course protein and pudding items shall be available for use as menu cycle replacements when it is considered more appropriate to meet the needs of an individual school. All alternative menu items shall be nutritionally analysed in advance to provide an equivalent nutritional alternative in accordance with National Nutritional standards and the nutrient and food and drink standards recommended in the report of the School Meals Review Panel. Alternative dishes shall be reviewed each Contract Year with the introduction of the new core menu.

7.7 Once a menu is agreed the Contractor shall only alter it in exceptional circumstances. Valid reasons would be, for example, product quality inadequacy, published food warning or short term inability of a supplier to supply. Any changes in the menu which are necessary because of exceptional circumstances shall be notified to the school and Authorised Officer by 10.00 a.m. on the day concerned. An explanation shall also be given for the change. The Contractor shall ensure that despite product changes the menu continues to meet minimum nutritional standards.

7.8 A full choice of menu shall be maintained throughout the Service. Presentation and service shall enhance the attractiveness of dishes.

Menu content and quality of ingredients

7.9 All raw materials and ingredients used in food production shall be of a high quality and in all respects safe, wholesome, suitable and acceptable to pupils.

7.10 The number of main course manufactured items on the four week cycle shall be restricted to no more than 10% of the total number of main course dishes. All manufactured items shall have a low fat, salt and sugar content in line with the Government’s minimum health specifications for manufactured foods.

7.11 No main course dish shall be repeated more than twice in the four week cycle.

7.12 A traditional Christmas lunch with appropriate vegetarian alternative shall be provided at the same price as the core menu. Individual schools may also request a food service which replaces one of the menu choices on certain other religious / cultural feast days. These shall be provided at the same price as the core menu.

7.13 Appropriate savoury sauces and / or accompaniments shall be served with the main courses. This is particularly important when the meal consists of mainly 'dry' items. The serving of tomato ketchup shall not be permitted.

7.14 A minimum of one roast dish shall be on each weekly menu cycle.

7.15 Beef shall not be on the menu unless a school requests it and the Authorised Officer is advised prior to menu introduction.

7.16 Pork dishes shall not be included on the menu.

7.17 Main course Halal meat (lamb and poultry) dishes shall be available on the menu for those schools who have requested a Halal alternative dish. See Location profiles attached at Appendix 11.

7.18 Sausages and any other manufactured items shall have a minimum protein content and maximum fat, sugar and salt content as specified by the Food Standards Agency. Fish fingers shall consist of 100% whole white fish and not minced fish.

7.19 Canned meats shall not be used in made up hot dishes.

7.20 All poultry shall be of Grade “A” quality standard.

7.21 The use of mechanically recovered meat in main course protein items shall not be permitted.

7.22 The use of dried meats shall not be permitted.

7.23 Breaded reformed items shall not be permitted.

7.24 Chips shall not appear on the menu more than once a week. Chips should be thick, straight cut and be cooked in hot unsaturated, vegetable oil or oven baked.

7.25 Potato products shall not contain any added fats with the exception of chipped potatoes,

7.26 Fresh ware potatoes shall be used in all potato dishes or dishes where potatoes are part of the recipe. Dried potato shall not be permitted except at re-generation kitchens or in the event of an emergency .

7.27 Pizza toppings shall be made using fresh ingredients. The Contractor shall be permitted to use pre-prepared pizza bases.

7.28 At least 10 different carbohydrate and 10 different vegetable types shall be available over the four week cycle.

7.29 All vegetables, fruit and salads shall be of Class 1 standard.

7.30 The addition of salt to cooking or cooked dishes shall not be permitted. Sodium rich items such as stock, bouillon, soy sauce shall not be permitted.

7.31 The Contractor shall also not use bicarbonate of soda in the cooking process for vegetables.

7.32 Baked beans, as a vegetable option, shall not be on the menu more than once per week. Baked beans shall be of the reduced sugar and salt type and meet the requirements of the Food Standards Agency specification. Spaghetti hoops in tomato sauce shall not be permitted on the menu.

7.33 A variety of raw and cooked salads (e.g. potato, rice and pasta) shall be served daily. Most primary schools have self service salad carts or self service salad bars. At least one salad shall be rice, pasta, potato or pulse based. A salad can either be a single salad vegetable e.g. sliced cucumber or a made up salad e.g. coleslaw. Only one salad a day shall be dressed with low fat salad cream or mayonnaise. Subject to the preferences and views of individual schools at least ten different salads shall be available over the four week menu cycle.

7.34 Fresh fruit pieces shall contain no less than five types of fruit.

7.35 Any tinned fruit shall be in a fruit juice, not syrup.

7.36 Puddings shall wherever possible have a fruit component.

7.37 All home-made flour dishes shall contain at least 25% wholemeal flour (with the exception of puff pastry and choux pastry).

7.38 All eggs shall be of Lion Quality “Class A”.

7.39 Low fat vegetarian cheese shall be used.

7.40 Semi skimmed milk shall be used in all recipes. Drinking milk shall also be semi skimmed unless full fat milk is requested for children in nursery schools and nursery classes.

7.41 Good quality, low fat, brand name margarine, suitable for all cultures, shall be used for all home made pastry and sponge dishes.

7.42 A variety of crusty, sliced bread including wholemeal with low fat vegetable spread shall be served daily.

7.43 Packet mixes for sponges and biscuits shall not be permitted.

7.44 Sugar shall not be added to cooked puddings for presentation purposes.

7.45 No nuts or nut derivatives shall be used.

7.46 Fresh, drinking water shall be available for all children having a meal including those children who have brought their own packed lunch.

7.47 The Contractor shall be encouraged to source fresh produce locally wherever possible e.g. Halal meat from the Harrow Road, horticultural produce from New Covent Garden. As a minimum standard 10% of fresh ingredients shall be sourced locally.

8. Service standards

8.1 The Contractor shall:

· ensure food for selection is displayed in a hygienic manner and conforms to standard temperature requirements;

· keep to a minimum the amount of time between cooking and serving food. Wherever possible, freshly cooked items shall be available throughout the meals service period by means of batch cooking;

· heat the hot cupboards and service containers to such temperature as will ensure a minimum food temperature of 63^oC is maintained. Soups, sauces and vegetables shall be stirred occasionally to ensure that there are no hot or cold spots;

· ensure that a full choice of puddings and main course items is maintained throughout the meals service period;

· ensure that food is presented in an appetising manner and healthy options displayed prominently;

· ensure that there is sufficient clean and appropriate cutlery, crockery and trays available throughout the meals service period and the meal is served at the stated time.

8.2 The Contractor shall ensure that its Staff are aware of the correct portion sizes. Portion sizes shall be provided in accordance with the standards set out in Appendix 2 and shall not be altered without prior approval of the Authorised Officer.

9. Special diets

9.1 Schools shall inform the Contractor when a special diet is required and the Contractor shall keep records of the school, total number and types of special diets provided. The Contractor shall make provision as soon as practically possible following a school’s instruction and authorisation to provide special dietary needs to an individual pupil.

9.2 Requests for special diets shall be accompanied by a copy of the diet sheet and / or covering letter from a doctor or dietitian. Examples of special diets which shall be provided include diabetic (Types I and I), weight reducing, lipid lowering, high energy, texture modified, gluten free, egg free, dairy free, wheat free and other allergy.

9.3 The Contractor shall be responsible for ensuring that appropriate food in the correct quantities is made available on a daily basis. The food provided shall be based on the planned menu for non-medical diets and consist of components of that menu suitably modified where necessary to comply with the special dietary requirements. Special diets shall also be provided in the vegetarian menu category.

9.4 The Contractor shall ensure that appropriate guidance on the suitability of foods in accordance with the diet is available to the kitchen staff. The Contractor shall not have the responsibility for administering medical diets to specific pupils.

10. Cultural and religious diets

10.1 Wherever practical midday meals shall reflect the cultural and religious needs of pupils at each school. The Contractor shall liaise with the headteacher on the range of cultural and religious needs and local menu variations shall reflect this. The Location profiles attached at Appendix 11 indicate where a Halal menu or a Halal alternative choice has been requested. The Authorised Officer shall be informed of any school wishing to introduce a Halal alternative dish prior to menu introduction. The Contractor shall not introduce a Halal alternative dish without the prior agreement of the Authorised Officer. In Westminster schools Halal meat is prepared, cooked and served alongside other foods under local agreements.

10.2 The Contractor shall ensure that its Staff, in particular those Staff in supervisory positions, have an understanding of religious food requirements.

10.3 The Contractor shall ensure that meat prepared in order to meet cultural and religious needs of pupils shall only be served in schools that have requested such provision unless the prior agreement of the Authorised Officer has been obtained.

11. Packed lunches

11.1 The Contractor may be requested to provide packed lunches for numbers of children on school outings. The packed lunch shall be freshly made on the day required and shall meet National Nutritional Standards.

11.2 A packed lunch for primary schools is defined as:

· 1 round of sandwiches or alternative (a choice suitable for vegetarians and non-vegetarians) with a minimum of 42g of protein filling.

· A medley of raw vegetables (crudities) with a minimum weight of 28g

· 1 small piece of cake or a homemade biscuit

· ½ piece of fruit

· 1 x 85ml (minimum) fruit juice drink or 1x 189ml milk carton

11.3 Provision of a packed lunch shall be regarded as a substitution of the two course midday meal and the Contractor shall be paid the set meal unit price.

11.4 A minimum of 48 hours notice of the requirement for a packed lunch service shall be given to the Contractor by the school.

12. Food additives

12.1 The Contractor shall ensure that food products only contain additives that are essential to the stability and preservation of a product. Agents that unnecessarily enhance the colour and / or flavour of products are not acceptable. The serving of food containing mono sodium glutomate or similar (related) hydrolysed flavouring salts is not permitted.

12.2 Products containing saccharine shall not be not permitted. Products containing aspartame such as low sugar baked beans or to sweeten puddings may be permitted.

13. GM foods and food labelling

13.1 The Contractor shall ensure that it does not knowingly use food or food products which contain genetically modified ingredients.

13.2 The Contractor shall adhere to current EU and UK food labelling recommendations and regulations and any subsequent changes.

14. Reheated food

14.1 The Contractor shall not 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 on Chilled and Frozen Foods 1989. All hot food that has not been sold during the meals service period and is not a portion controlled pre wrapped item must be destroyed at the end of the meals service period.

15. Initiatives

15.1 The Contractor shall be expected to work with the City Council and its partners on existing and future school meal initiatives. Examples of current initiatives are:

Healthy Schools

Healthy eating campaigns and training

Tackling Obesity

Annual School Meals Roadshow

Food tastings for parents

The Government fruit scheme

Breakfast clubs/extended day

Craft training summer school

Westminster City Council school meals website

16. Pupils providing their own food

16.1 Schools are responsible for making facilities available for children to eat meals and other refreshments brought to school by them and eaten during the midday meals service period.

16.2 The Contractor shall make available cutlery, jugs of fresh drinking water and beakers (table equipment is provided by the City Council). Where the packed lunch is eaten in the dining room the Contractor is responsible for cleaning the tables, chairs and dining area after use.

17. Vending machines

17.1 The Contractor shall not install vending machines on school premises without the approval of the school and the Authorised Officer.

17.2 All items for sale in vending machines shall encourage a healthier life style and conform with the recommended standards for “confectionery and savoury snacks” and “drinks” as set out the report of the School Meals Review Panel “Turning the Tables: Transforming School Food “. All items of sale, selling prices and profit share shall be agreed with the school and Authorised officer before vending is introduced.

18. Ordering of meals

18.1 Nursery schools, primary schools, special schools and the pupil referral unit shall advise the Contractor by 10.00 a.m. each day of the number of meals to be produced for the lunchtime service.

18.2 The late receipt of meal numbers shall not be a reason for the late start of the Service, with the exception of special dietary meals.

18.3 The late receipt of meal numbers may result in alternative meal choices without penalty to the Contractor. Any change of menu shall be immediately reported to the school.

18.4 The Contractor shall each week agree with primary, special and nursery schools and the pupil referral unit the number of meals served by signing off the City Council’s Form BGC4.

18.5 The Contractor shall use its commercial skills to forecast secondary school daily meal numbers. Only consumed free meals will be paid for by the City Council having been reconciled with free meal vouchers.

18.6 The Contractor shall be advised by the school of any school activities which will affect the number of meals served. This shall be advised during the week prior to the activity.

18.7 The Contractor shall ensure that sufficient food is available at each Location to provide the meal stated on the menu and also that an emergency reserve of food sufficient for at least two days supply is available to cater for unexpected additional numbers or in emergencies such as fuel or water supply failures or adverse weather conditions.

19. Food Deliveries

19.1 Food deliveries shall be made on days and between the hours when the Contractor’s Staff are on duty. The Contractor shall be responsible for arranging acceptable delivery times with its suppliers. In arranging food deliveries the Contractor shall be mindful that the use of “long life” produce or produce which has received “long life” treatment is discouraged and that fridges and freezers shall not be overloaded.

19.2 The Contractor shall give due regard to the fact that deliveries are to be made to Locations where children are present.

19.3 The Contractor shall put in place procedures for ensuring that the engines of delivery vehicles are switched off when stationary on school premises for longer than two minutes.

20. School Meal Charges

20.1 The current charges for a school meal in nursery, primary and special schools are set out below:

Primary aged pupils	Secondary aged pupils in special schools and pupil referral unit	Adults (staff duty)	Other adult meals
£1.50	£1.55	£2.00	£2.35 inc VAT

20.2 The City Council usually reviews meal charges in June each year for implementation in September.

20.3 Staff duty meals may be provided for those staff on duty in the dining areas. Individual schools shall be invoiced directly by the Contractor for staff duty meals.

20.4 The secondary school tariff shall be reviewed each September in accordance with the Conditions of Contract.

21. Consultation

21.1 It is important that children and young people are able to voice their feelings, good and bad, about the Service to the Contractor. The Contractor shall carry out consultation with pupils on an annual basis to ascertain their views and needs. Headteachers will be encouraged to be fully supportive of such surveys. All survey material shall be agreed with the Authorised Officer in advance.

21.2 The Contractor shall also be expected to be involved in local school councils or school nutrition action groups where these exist.

22. Dining arrangements

Setting up and clearing away furniture

22.1 In multi-purpose dining halls, where furniture cannot be permanently set up, the Contractor shall be responsible for setting up and clearing away furniture used at mid-day. The movement of furniture shall take place at a time which does not interfere with school activities, usually immediately before and after the lunchtime meals service.

Clearing of tables

22.2 Children and adults shall be responsible for the clearing of their plates, trays, beakers, and cutlery to a designated place. The Contractor shall be responsible for clearing away from the designated place.

22.3 The Contractor shall be responsible for clearing any food debris which falls on to the floor around the service counters and spot mopping any food spillages in the dining area.

Meals service times

22.4 Service times vary between schools. The Contractor shall provide the meals service at the times specified in the Location profiles (Appendix 11). Service times may be altered by a school at its discretion but reasonable notice shall be given to the Contractor of any proposed change.

22.5 The Contractor shall respond to any unforeseen delays in meals service in a flexible and co-operative manner to ensure that all pupils are adequately catered for.

Sittings

22.6 The number of sittings in each school is set out in the Location profiles (Appendix 11). Where there is more than one sitting, the school shall decide how the sittings are designated.

22.7 The Contractor shall ensure that sufficient Staff are available to serve the pupils and adults in the most efficient manner throughout the service period.

23. Special functions and additional services

23.1 Schools shall be entitled to request additional catering, if desired, to be provided on special occasions e.g. parents evenings and governors' meetings etc, which are held in conjunction with school activities. All special functions shall be priced individually and agreed in advance with the school or event sponsor.

23.2 Schools may also request additional services such as a breakfast service or tea service.

23.3 The cost of a special function or an additional service shall be met in full by the school.

24. Transported meals

24.1 It is the City Council's policy to provide Kitchens in as many schools as practicable and to provide service and wash up facilities in schools or dining accommodation where Kitchens are impracticable.

24.2 A meal which is transported to a Remote Dining Centre shall be of the same type and quality of food service and meal provision as stated in the Specification and offered at schools with a Kitchen. A full choice of meal shall be maintained throughout the Service.

24.3 The Contractor shall comply with all Legislation relating to the transport of prepared hot and cold food. All food served shall meet legal temperature requirements.

24.4 Meals shall be prepared and transported as near as possible to the time they are required to be served in order to maintain quality. Meals shall arrive no earlier than 20 minutes before service. The City Council shall only pay for the number of meals ordered and authorised by the Remote Dining Centre.

24.5 Staff employed to provide the transport service shall, at all times, demonstrate appropriate attitudes and behaviour towards pupils and adults at the schools. The Contractor shall ensure that the greatest care is taken in loading and unloading meals.

24.6 The Contractor shall be responsible for the provision and maintenance of vehicles used for the transportation of meals. All vehicles shall be properly Road Fund licensed and insured, in good order and kept clean and disinfected and not cause a risk of contamination. The Authorised Officer shall have the right to inspect any vehicle used by the Contractor or its sub-contractors. The vehicles shall not be used to transport anything other than food where this may result in contamination.

24.7 Details of existing transport arrangements are set out below. The City Council shall nominate which Kitchens are used for the production of meals to Remote Dining Centres.

Production Site	Dining Centre	Comments
Pimlico	Churchill Gardens	Ground floor
St. George’s RC	College Park	Ground floor
St. George’s RC	Beechcroft Pupil Referral Unit	Ground Floor
Westminster Cathedral	St Barnabas	Ground floor
St Gabriel’s	Tachbrook Nursery	Ground floor
Millbank	St Matthew’s	Ground floor
Millbank	St Saviour’s	Ground floor
Paddington Green	Our Lady of Dolours	First floor
George Eliot	Christchurch Bentinck	First floor
Wilberforce	St Luke’s	Ground floor
Wilberforce	St Peters Chippenham Mews	Ground floor
St. Edwards	St Vincent’s	First floor
St Mary’s	St James and St Michael’s	Basement

24.8 The City Council shall provide sufficient insulated containers (Reiber boxes) suitable for the transportation of meals and to maintain required temperatures and food quality. The Contractor shall be responsible for the repair and replacement of damaged and broken containers although the containers (and any replacements) shall remain the property of the City Council.

24.9 The containers shall be wiped with an anti-bacterial spray before packing. Great care shall be taken when preparing and packing food into service tins to minimise the possibility of spillage during transit.

24.10 The Contractor shall ensure that a sufficient reserve of food is kept at each Remote Dining Centre in the event of a shortage of food e.g. due to accidental loss or rise in numbers, so that a meal is available at lunchtime for every child and adult as required. In addition, the Contractor shall ensure that sufficient food to provide a complete meal for all pupils is held at Remote Dining Centres as an emergency measure. All stocks of emergency food shall be replaced and dated on a termly basis.

24.11 School meals delivery vehicles are regarded by Transport for London (TfL) as “Borough Operational Vehicles” under the Congestion Charging Scheme and qualify for a 100% discount, subject to registering with TfL through the “Selected Partner” scheme. Further information on the “Selected Partner” scheme shall be provided to the Contractor.

25. Cash Collection

Schools without Cash Cafeterias

25.1 It is the responsibility of each school to collect cash from pupils or parents and paying adults and to notify the Contractor of the required number of meals.

25.2 Some non-Cash Cafeteria schools may, however, wish the Contractor to collect the cash .The Contractor shall submit proposals for cash collection in such circumstances and complete the Pricing Schedule in their Tender. The cost of a cash collection service shall be met by the school and the system for payment to the Contractor shall be agreed between the school and the Contractor.

Cash Cafeterias

25.3 The Contractor shall be responsible at schools (Pimlico) where meals are served at a Cash Cafeteria for the collection of cash in respect of all items served plus VAT (where appropriate) and the Contractor shall deliver in sealed bags, on the same day on which the cash is collected, in accordance with a procedure to be approved by the City Council, all such cash received to a person at each such school (as notified to the Contractor by the City Council) for banking by the City Council. A record of daily takings shall be maintained and submitted to the City Council on a monthly basis in accordance with the Conditions of Contract. These must be separated into breakfasts, mid-morning breaks, lunchtimes and special functions. A record for free meals must be maintained. The Contractor shall provide a float for each Cash Cafeteria and shall be responsible for its security. Only consumed free meals shall be paid for by the City council having been reconciled with the free meal vouchers.

26. Food storage

26.1 All items of food shall be used before the best before date or recommended shelf life. At no time shall the food content from a blown, badly dented, seam damaged, holed or rusty tin be served. The use of a stock pot or other slow prolonged cooking method to produce stock for use in soups and sauces shall not be permitted.

27. Policy and procedure in the event of an alleged or suspected food poisoning incident or an alleged food contamination incident

27.1 In the event of an alleged or suspected food poisoning incident the Contractor shall ensure that a report is presented to the Authorised Officer containing the following information:

· Detailed composition of the meal

· Food sample availability

· Remainder of same batch of foodstuffs (or the packaging)

· Number of alleged/suspected victims

· Date and time of meal eaten

· Date ingredients delivered and name of supplier (including addresses and depot telephone numbers)

· Methods of storage

· Time and method of preparation and cooking

· Storage after cooking

· Who ate the meal

· Precise symptoms of illness, the time of the first sign of illness, whether the victims have consulted their G.P. and, if so, whether faecal samples have been submitted for examination

27.2 The Contractor shall co-operate fully with the Authorised Officer or Environmental Health Officer of the City Council in the event of an investigation into an alleged or suspected food poisoning incident or where it is alleged that food has been contaminated prior to serving i.e. foreign bodies or particles found in the food.

28. Premises

General

28.1 During the Contract Period the Contractor shall be permitted to use the Kitchen premises in connection with the provision of the Services free of charge.

28.2 The Contractor shall ensure that its Staff complies with the smoking policy of each Location.

Energy and Water

28.3 The Contractor shall have due regard to energy conservation and exercise energy management control in the course of its operations.

28.4 The Contractor shall ensure that the free use of water is treated responsibly e.g. that taps are not left on allowing water to run to waste or that leaking taps are reported immediately for repair.

28.5 The Contractor shall include in the Response Document what measures it intends to introduce to limit its use of kitchen gas, electricity, water and all services at each school.

28.6 In the event of any disruption to the supplies of utilities it may be necessary for the Contractor to use disposable crockery and cutlery equipment. This shall only be acceptable in emergencies and agreed with the Authorised Officer prior to use. The cost of supplying the disposable equipment shall be met by the City Council.

Telephones

28.7 Each Kitchen is fitted with its own independent telephone with its own telephone line, which shall be for the Contractor’s use only. The Contractor shall pay directly to the supplier for the use of the telephone. The cost of any charge for taking over existing telephone lines shall be met by the Contractor.

Security

28.8 The headteacher shall have overall responsibility for the security of the school. The Contractor shall be responsible for securing the Kitchen at each school and all equipment in the Kitchen and Remote Dining Centre at the end of the normal working day. The Contractor shall ensure, in particular, that Kitchens are properly locked, windows tightly secured and all lighting switched off.

28.9 The Contractor shall hold access keys when required to do so in respect of the Locations. The Contractor shall provide to the school and Authorised Officer a list of names of those members of the Contractor’s Staff who are designated key holders. The school shall be informed of any changes in key holding personnel. The cost of lost and replacement keys shall be met by the Contractor.

28.10 The City Council shall not accept responsibility for any valuables or money belonging to the Contractor or its Staff which have been brought onto or left on school premises.

Refuse disposal

28.11 The Contractor shall deposit all kitchen refuse in the appropriate storage receptacle prior to collection by the school’s refuse contractor. Heavy duty plastic sacks required for the removal of all waste from the school shall be provided by the Contractor. The cost of refuse collection shall be met by the school.

28.12 The Contractor shall ensure that waste is disposed of safely and not in such a way that it may cause a health and safety risk to third parties using the area. It shall be the Contractor's responsibility to keep food prepared and stored within the premises, free from vermin.

28.13 Waste cooking oil or excess oil from cooked foods shall not be discharged into the drainage system. Disposal shall be in accordance with Legislation.

Cleaning

28.14 The Contractor shall maintain the Kitchen and Dining Centre at each Location in a clean and hygienic condition including deep and high level (i.e. wall areas above two metres in height, ventilation canopies and ceiling surfaces) cleaning. This shall include (without limitation) full and thorough cleaning of all Kitchen equipment, dining furniture, crockery and cutlery, glassware, floors, surfaces and utensils. The Contractor shall submit a sample planned cleaning schedule outlining the frequencies and methods to be used as part of the Response Document.

28.15 Cleaning materials shall be stored and used with due regard to the Control of Substances Hazardous to Health (COSHH) Regulations. Cleaning materials shall be bought in concentrated form for dilution on site where this is the safest and most environmentally preferable option. The Contractor shall give due regard to the environmental impact of the cleaning materials used e.g. avoiding products containing ozone depleting substances and products containing HFCs and other gaseous and non gaseous substances with a high global warming potential and wherever possible using substances with biodegradeable ingredients in preference to chemical cleaners and chlorine based bleach.

Pest Control

28.16 The Contractor shall notify promptly the school of any infestation in all areas where the Service is performed. The Contractor shall record in writing all such notifications made to the school and co-operate fully with the pest control personnel during treatment.

Lettings

28.17 It is at the discretion of the headteacher to authorise the use and occupation of educational premises outside standard hours of instruction. In the first instance the option to provide catering services, when the Kitchen premises are let, shall be offered to the Contractor.

28.18 In situations where the school wishes to use the catering facilities or the use of catering facilities is granted to an outside agency or person, an employee of the Contractor familiar with the Kitchen shall attend in an advisory capacity. In the case of external lettings Staff costs and any other costs reasonably incurred, as a result of this, can be added to the hire charge and the Contractor re-imbursed via the school.

29. Equipment

29.1 The Contractor shall refer to the Conditions of Contract regarding the use and responsibilities for equipment. Details of the Light Equipment and Heavy Equipment for each school can be found in Appendix 12 and Appendix 13.

29.2 The City Council has a separate contract for the corrective and planned preventative maintenance of heavy equipment. All heavy equipment faults shall be reported immediately to the Authorised Officer. The Contractor shall inform the Authorised Officer if the City Council's maintenance contractor does not visit within 24 hours of the fault being reported, if a visit has been made but the repair has not been completed and further work is required, or if the fault is not corrected within five working days. The Contractor shall check that all repair work has been carried out satisfactorily before signing the worksheet. All copies of signed maintenance contractor worksheets shall be sent to the Authorised Officer immediately.

29.3 The Contractor shall inform the Authorised Officer when planned preventative maintenance visits have taken place. In the event that the Contractor's Staff have to leave the school before a known visit of the maintenance contractor arrangements shall be made with the school to ensure access. In these circumstances the maintenance contractor shall revisit the school the following working day to arrange for the work to be signed off.

29.4 In the event of breakdown of any equipment, the Contractor shall, subject to the prior approval of the Authorised Officer, take all reasonable steps to provide the Service (submitting alternative menus if necessary). Any claim for additional costs incurred by the Contractor in taking such steps shall be submitted in writing within 48 hours for consideration by the Authorised Officer.

30. Contractor’s office

30.1 The Contractor shall note that City Council premises are not available for use as their administration office.

30.2 Suitable accommodation shall be found by the Contractor to ensure daily supervision of the Contract.

31. Emergency feeding and business continuity

Premises emergency /kitchen closure

31.1 It is the policy of the City Council to close Kitchens and Remote Dining Centres which could cause injury or hazard to customers or staff or when equipment or services are unusable. Kitchens may also be closed in site emergencies or when school circumstances affect the Kitchen premises e.g. if the school is used as a Polling Station. Wherever possible the City Council shall inform the Contractor within 24 hours of any closures. The Kitchen shall remain closed for the minimum period of time. Whenever practicable an alternative service shall be provided

Civil Emergency

31.2 During local emergencies many schools will be used for emergency feeding. The Contractor shall be required to participate in any emergency procedures In accordance with the City Council’s Emergency Plan. Copies of the Emergency Plan are available from the City Council’s Emergency Planning Officer. The following six sites have been nominated to hold (and have access to) emergency stocks capable of providing 2000 meals each:

George Eliot

Wilberforce

Millbank

Pimlico

Gateway

Hallfield

31.3 The Contractor shall be required to supply and maintain names and telephone numbers of key supervisory Staff, key food suppliers and the keyholder for each of the six sites identified in 31.2 to enable 365/366 day, 24 hour access.

31.4 Although peace time emergencies are rare, the feeding of evacuated people is of prime importance and hot meals and beverages shall be provided wherever required. 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. The Contractor shall be required to make arrangements to provide 24 hour cover on request, in the event of such an emergency. This may not always lead to the provision of a meal being necessary.

31.5 The Contractor shall 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 shall be to feed the City Council's staff involved, in addition to any evacuees.

31.6 It shall be the responsibility of the Contractor to make its Staff fully aware of the commitment under the requirement of Civil Contingencies Act 2004. Any additional costs incurred by the Contractor and approved by the Authorised Officer in respect of emergency feeding shall be reimbursed.

Business continuity plans

31.7 Under the Civil Contingencies Act 2004 the City Council is also obliged to ensure that its services and therefore its contractors who are delivering services on its behalf, are able to operate effectively at all times in a way that meets the needs of Westminster residents and addresses the needs of the workforce in the event of a major civil incident. The Contractor shall ensure that plans and procedures are in place to enable the continued operation of the Service during any form of major civil disruption.

32. Health and safety, food safety and hygiene

Health and safety: General

32.1 The Contractor shall at all times provide the Service in a continuously efficient, effective and safe manner and one that is not, nor is likely to be, injurious to the health and safety of any person or persons, or detrimental to the environment or the substance of any property at or comprising all or part of any Location and one which in all respects is to the entire satisfaction of the City Council and the individual Location.

32.2 The Contractor shall without prejudice to the performance of the Services and to the satisfaction of the City Council and the Location adopt safe methods of work in accordance with the Health and Safety at Work etc Act 1974 and other relevant Acts, Regulations, Codes of Practice and Guidance Notes for the safe provision of the Service.

32.3 The Contractor shall observe and abide by all Legislation relating to the provision of the Services.

32.4 The Contractor shall review its Health and Safety policy and safe working practices as often as may be necessary in the light of changing Legislation, new Codes of Practice or Guidance Notes and shall notify the City Council of any revisions.

First aid

32.5 The Contractor shall comply with the Health and Safety (First Aid) Regulations 1981. The Contractor shall provide a fully stocked first aid box at each Location and replenish stocks as and when necessary.

Health and Safety Officer

32.6 The Contractor shall permit the City Council’s Health and Safety Officer, or any other appropriate person, to enter upon any Location at any time during working hours for the purposes of carrying out health and safety inspections. During the inspections the Health and Safety Officer, or his authorised representative, shall inform the Contractor verbally and subsequently in writing of any method of operation or other matter which, in the opinion of the Safety Officer, falls below the requirements of the City Council’s Health and Safety Policy and Codes of Practice or any other statutory requirement. The matter shall be reported to the Authorised Officer and should remedial action be required, to the Health and Safety Inspectorate and / or the City Council’s Environmental Health Officer.

Incident reporting

32.7 The Contractor shall have in place a reporting system and policy for injuries, diseases and dangerous occurrences to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). The Contractor shall immediately report to the Authorised Officer any serious accidents, incidents or near misses that take place in those parts of any of the Locations where the Service is performed. The Contractor shall also report without delay any other occurrences, situations or circumstances it observes within the Locations which the Contractor reasonably considers likely to be a health and safety risk. (See also Section 41 on the reporting of Racist Incidents).

Fire Precautions

32.8 With respect to fire procedures, the Contractor shall ensure that:

· all Staff are given appropriate training in fire procedures for individual sites and that they participate in site fire drills in co-ordination with the rest of the school

· each Kitchen has the correct fire extinguishing equipment, i.e. a fire blanket and one to three dry powder or carbon dioxide extinguishers, according to the size and layout of the Kitchen. This equipment shall be supplied and replenished by the school

· the Authorised Officer is informed if the fire extinguishers within the Kitchen have not been checked annually

· fire fighting equipment is not unnecessarily interfered with or misused by its Staff

· a copy of a Fire Action Notice is displayed

· any problems in connection with fire precaution e.g. difficulty in opening fire door are reported immediately to the school and the City Council’s Health and Safety Officer

32.9 The Contractor shall ensure that waste fats and oils are not allowed to build up in any part of the Kitchen, especially around any equipment that is likely to prove a risk in terms of starting a fire, i.e. fryers and cooking stoves. All Staff using pieces of equipment that could prove to be a fire hazard shall be trained and informed of the correct usage of the equipment in relation to its being a fire hazard. All entrances, exits, stairways, passageways and fire exits shall be kept free from obstructions at all times.

Signage

32.9 The Contractor shall ensure that the relevant Health and Safety and Hygiene signs are correctly displayed and that Staff comply with these signs.

Food safety

32.10 The Contractor shall establish and implement risk based food safety management procedures based on Hazard Analysis and Critical Control Points (HACCP) procedures. The Contractor shall ensure that food is presented and served at the appropriate temperatures for safety and eating quality. Temperatures shall be monitored at appropriate times. The Contractor shall provide and maintain accurate electronic probe thermometers for this purpose. All probes shall be calibrated on an annual basis and records kept in writing for inspection.

32.11 The Contractor shall:

· comply with all legislation and regulations including the Food Safety Act 1990, Food Premises (Registration) Regulations 1991, Food Safety (General Food Hygiene) Regulations 1995 and Food Safety (Temperature Control) Regulations 1995;

· use due diligence in the procurement, storage, preparation and usage of all food materials;

· have in place appropriate operational policies, procedures and practices to ensure food safety standards are maintained at all times;

· maintain systems for ensuring food is handled, stored, prepared and cooked appropriately and provide daily evidence of food temperature control at the key points of delivery (see 32.10);

· ensure that fridges and freezers are checked for correct operation a minimum of once a day during the working week and temperatures recorded. Any problems with fridge or freezer temperatures shall be reported immediately to the Authorised Officer.

Hygiene - General

32.12 The Contractor shall comply with all Food Hygiene legislation and submit a copy of their food hygiene policy.

Hygiene – Food handlers

32.13 The Contractor shall ensure that all persons employed by them, within and around areas designated for the preparation and service of food, are in good health and have a high standard of oral hygiene and general personal hygiene. Staff engaged in the handling of food, who become aware that he/she is suffering from, a carrier of, or in contact with other people suffering from a Notifiable Illness shall inform the Contractor immediately. A Notifiable Illness is as defined by a Working Group of Food Industry Medical Officers, assisted by the Department of Health Public Health Laboratory Service and Employment Medical Advisory Service of the Health and Safety Executive. The Contractor upon receiving any such notice, shall inform the City Council's Environmental Health Service and the Authorised Officer. It shall be the responsibility of the Contractor to take any further actions as may be necessary to meet and fulfil any legal requirements imposed as a result of such notification. The Contractor shall also keep the City Council's Authorised Officer informed of any such further action.

33. Environmental Health

33.1 The Contractor shall permit access without notice at any reasonable time to Environmental Health Officers authorised by the City Council for the purposes of enforcing the Food Safety Act 1990 and any subsequent food safety Legislation. All records pertinent to the hygiene management of the operation shall be made available to the Environmental Health Officer upon request.

33.2 The Contractor shall deliver to the Authorised Officer within two working days any Environmental Health Report relevant to the Service, Staff, schools and equipment or other activities in relation to this Contract, together with observations and a statement of the steps taken or proposed to be taken in order to comply with any requirements specified in such a report.

33.3 The Contractor shall notify the Authorised Officer immediately following service of any legal notices including Improvement, Prohibition or Emergency Prohibition Notices.

33.4 The Authorised Officer shall deliver to the Contractor similarly any such report received.

34. Uniforms

34.1 The Contractor shall ensure that all Staff employed by the Contractor are properly and presentably dressed in appropriate work wear (see also Section 35).

34.2 The uniform shall be such that Staff can be identified as providers of the Service.

34.3 All Staff employed by the Contractor, either permanent or temporary shall wear the approved uniform at all times while involved in the provision of the Service, including production of meals and serving to Customers.

35. Laundry and protective clothing

35.1 The Contractor shall be responsible for any laundry services required, and for the daily washing of all cloths needed in the provision of the Service.

35.2 The Contractor shall ensure that:

· food handlers are supplied with protective clothing and that it is clean when worn

· workwear clothing is not worn by Staff outside the place of work;

· all Staff wear protective headgear with long hair tied back;

· those not normally employed in the direct delivery of the Services, wear protective clothing whilst in the Kitchen area;

· footwear worn by all Staff in carrying out the Services protects their feet completely and is safe and comfortable with sensible heels and non-slip soles. Footwear shall be of a leather or plastic material, i.e. impervious to liquid;

· protective clothing is worn by Staff at all times whilst carrying out the work for which the items are provided.

36. Environmental Strategy

36.1 The Contractor shall comply with the City Council’s Environment Policy (attached at Appendix 6). The Contractor shall include in the Tender Response Document an outline of the mechanisms and systems for ensuring that processes in place are sustainable and designed to reduce any environmental impact. The Contractor shall within the first Contract Year produce an environmental audit of the Service and put forward options on how environmental performance could be improved.

37. Marketing and publicity

37.1 The Contractor shall make the best use of its resources to market the Services effectively. The Contractor shall inform the City Council of its intended marketing arrangements by means of the marketing strategy included in the Tender Response document and thereafter in the Annual Operational Plan.

37.2 Any marketing strategy, displays, information or promotional material shall require the prior approval of the Authorised Officer and the school and shall be appropriate to the needs of the Location. The Contractor shall be responsible for any costs arising from the marketing strategy.

37.3 All services provided by the Contractor on behalf of the City Council shall be delivered using the Council's corporate identity. At the outset of the contract the City Council shall approve templates for any marketing materials required for the operation of the contract to ensure its identity is represented appropriately. All materials shall use the Westminster logo as the primary logo. The Contractor's logo shall only be used in exceptional circumstances and with the express permission of the City Council’s communications team. The inclusion of the following words on publicity material in an appropriate place (to be agreed by the City Council) may be considered: 'School Meals service provided by xxxx'.

37.4 The City Council and the Contractor shall share the cost of producing the annual menu leaflet for parents on a 50:50 basis

37.5 The Contractor shall provide each Location with a copy of the menu cycle for display purposes.

37.6 The Contractor shall promote healthy eating to pupils e.g. through encouraging and supporting children in the uptake of fruit and vegetables and healthier options, presenting healthier choices imaginatively, the provision of simple food labelling e.g. low fat, high protein, low salt etc The Contractor shall be required to display prominently and attractively in secondary school cash cafeterias a full list of items, with the “meal of the day” and other special dishes updated daily. All prices shall be clearly shown.

38. Sponsorship

38.1 Any sponsorship arrangements sought by the Contractor shall meet with standards of public decency and good taste and shall not seek to promote food and drinks that do not fit into a Location’s whole-school food and nutrition policies. The City Council reserves the right to approve any sponsorship arrangement.

39. Customer Care

39.1 The Contractor shall ensure that all pupils and staff are served promptly, effectively and courteously at all times. The Contractor shall make every effort to meet customers' needs and to take account of personal and special circumstances. The Contractor shall provide customer care training to ensure that Staff understand the importance of talking with pupils and encouraging them to eat well and to make healthy choices.

39.2 The Contractor shall submit a complaints procedure as part of the Tender Response document. The Contractor shall deal with any comments or complaints received (whether received orally or in writing, and whether from parents, headteachers or others) in a prompt, reasonable, courteous and efficient manner. The Contractor shall provide a monthly return to the Authorised Officer of all complaints received. Any serious complaints shall be reported immediately. Unresolved complaints received or referred to the City Council may be investigated by the Authorised Officer. A copy of the complaints procedure shall be given to each school.

40. Racial Incidents

40.1 The City Council has a racist incident reporting policy and procedure which the Contractor shall use for all racially motivated incidents:

· Where an employee of the Contractor has received racial abuse (verbal, physical or non-verbal) from a Service user or vice versa or

· Where an employee of the Contractor receives racial abuse from an individual directly employed by the City Council or vice versa.

40.2 All racially motivated incidents shall also be recorded at monitoring meetings.

41. “Whistleblowing”

41.1 Local authority officers are under a duty, so far as they reasonably can, to ensure that the local authority complies with the law and does not act unlawfully. This may require the disclosure of the misconduct or suspected misconduct of Members or other officers of which they become aware. In such circumstances an officer has a duty to “speak up” or to “Whistleblow” and to do what else can reasonably be done to protect the authority and the public from such misconduct and any consequences it may have had or had. The City Council has a Whistleblowing policy which the Contractor’s Staff can also use to report any concerns they may have to the City Council if they feel unable to raise the issue within their own management structure or feel that it has not been dealt with properly. The Contractor shall ensure that its Staff are aware of the existence of this policy.

	Nursery / Primary Aged Pupils g	Secondary Aged Pupils g
RED MEAT & POULTRY (IN ROAST DINNERS) & VEGETARIAN EQUIVALENTS	56	70
BURGERS – 80% protein	56	70
SAUSAGES / SAUSAGE PRODUCTS 70% net protein (poultry and vegetarian sausages)	84 (Two)	112 (Three)
RED MEAT, POULTRY & FISH IN COMPOSITE DISHES (* weight of poultry/fish can be reduced by up to 14g if adding in an alternative protein item e.g. pulses)	56*	70 *
FISH FINGERS	75 (Three)	100 (Four)
WHITE FISH PORTIONS	70	84
OILY FISH PORTIONS	56	70
CHEESE	42	56
PULSES (Cooked weight)	84	112
POTATOES (Cooked Weight) Mashed, boiled, croquettes, jacket Chips, roast, wedges Jacket	98 84 170 (Half)	126 112 340 (One)
PASTA, RICE, COUSCOUS, GRAIN (Cooked Weight)	98	126
BREADS Sliced medium Rolls Baguette	70 70 70	84 84 84
PIZZA	98	126
VEGETABLES Peas, green beans, sweetcorn, carrots, mixed vegetables, cauliflower, broccoli, swede, turnip Cabbage, spinach, spring greens and other leafy vegetables	70 56	84 70
BAKED BEANS	56	70
TINNED TOMATOES	70	84
SALAD VEGETABLE ITEMS	56	70
COLESLAW	56	70
FRUIT Apple, pear, banana, nectarine, peach Soft fruit e.g. plums, strawberries Stewed fruit e.g. apple, rhubarb, gooseberry Fresh fruit salad (80% minimum weight from fruit) Dried fruit	70 (one fruit) 56 70 84 42	84 (one fruit) 70 84 98 56
DESSERTS Sponge cake (½ standard sugar content) Fruit pie, tart , crumble (25% wholemeal flour & ½ standard sugar content) [Fruit Filling] Custard / Sweet sauce (½ standard sugar content) Milk pudding (½ standard sugar content) Yoghurt (low fat) Jelly (sugar free)	56 56 200 ml 112 125 (one pot) 84	70 70 200 ml 140 125 (one pot) 98