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Welsh Procurement Initiative Sustainable Public Sector Procurement
Food for Thought -A new approach to public sector food procurement
Case Studies
April 2005
“Starting to Live Differently”
WELSH LOCAL GOVERNMENT PROCUREMENT SUPPORT UNIT
UNED CYMORTH CAFFAEL LLYWODRAETH LEOL CYMRU 20312 WPI Case Study 15/4/05 7:49 am Page 2
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ISBN: 0 7504 3788 X © Crown copyright 2004 20312 WPI Case Study 15/4/05 7:49 am Page 3
Foreword
The public sector in Wales spends £60 million supply chains. In the long term, helping to per year on food procurement, of which promote healthy eating will contribute not only nearly £20 million is on fresh food. While to the improved well-being of individuals, but the achievement of value for money remains also to reducing the burden of ill health to Wales paramount it is essential that we also find as a community and economy. ways to harness the potential of food procurement to support the development of For these reasons Welsh Assembly Government a sustainable and successful Wales. has made school meals one of the top 10 target areas in its Sustainable Development Plan The question of how to better engage with launched in December 2004. The ‘Food and local SME food providers to deliver nutritious, Fitness Task Group on Children and Young sustainable, value for money services, in full People’ has produced a five year action plan compliance with relevant EU rules for which aims to improve nutrition and levels of procurement can seem complex but is physical activity. Tackling nutrition and local achievable. supply together produces so many wider benefits, as shown in these case studies. In 2003 the Welsh Procurement Initiative established an SME Development Pathfinder I would like to congratulate all the organisations project, and formed a Food Group consisting involved – Rhondda Cynon Taf, Caerphilly, of catering and procurement managers in the Carmarthenshire, Swansea, Pembrokeshire and public sector. As well as identifying suitable Monthmouthshire Councils, along with Welsh areas for collaboration in food procurement, Health Supplies and many of our NHS Trusts, the this group has started to break down the University of Wales Institute Cardiff and barriers which have traditionally faced SMEs. members of the Higher Education Purchasing Consortium Wales on their work in taking a In July 2004 I launched ‘Food for Thought’ fresh approach to food procurement. Through the Welsh Procurement Initiative’s guidance their unflinching commitment to sustainable on re-thinking public sector food principles, their willingness to commit time to procurement. At that time I hoped that finding ways for food to be sourced from local organisations across Wales would take the farms, producers and SMEs, and their desire for opportunity to do things differently. the public to enjoy fresh, healthy, local produce, they have proved that it can be done. Working I am now delighted to publish this set of case with the whole supply chain has transformed the studies, compiled by the Welsh Procurement way food is procured. Initiative, which contains many examples of organisations in Wales taking the lead to seek It is very encouraging to see real-life examples of better quality food through the development how such creative and innovative thinking can of local supply chains. Excellent work is being reap real rewards and now the seeds have been carried out across Wales to apply this best planted, hopefully this approach will grow and practice and I hope that this publication will improve year on year. It can be done, it is being encourage many other organisations to done and I hope that over time this approach re-think their approach to food. will simply become the way that we buy food in Wales. In getting food procurement right, we have the opportunity to provide healthy and nutritious food to the people of Wales – of which children and pensioners are among the more vulnerable groups – while also engaging with our rural economy, and reducing the impact of excessive Carwyn Jones AM transportation - encouraging local suppliers Minister for Environment, to become part of new, more sustainable Countryside and Planning
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Welsh Procurement Initiative
Making it Count Over the past two years, WPI has succeeded in bringing together and establishing an SME In 2002 Welsh Assembly Government Food Development Group made up of established the Welsh Procurement Initiative catering and procurement managers from (WPI), a group of procurement professionals across Wales, to re-think how procurement is tasked with improving public procurement carried out. At the same time the Welsh across Local Government, the NHS, Higher Development Agency and the Agri-Food and Further Education and the Assembly Partnership are helping suppliers to move into Sponsored Public Bodies. The WPI’s role is to this important market sector. bring the different sectors together, to realise Through the SME Food Development Group over £90 million of value for money savings the WPI has produced its’ guidance while at the same time gaining benefits document ‘Food for Thought – A new for Wales from how the procurement is approach to public sector food procurement’ carried out. launched in July 2004. This comprehensive Priority was given to the need to build guide lays out organisational changes needed stronger links between public procurement to support change in food procurement and and the SME sector, and in February 2003, advises what is possible at each stage of the a WPI SME Food Pathfinder project was procurement process. Members of the Food launched. The WPI is now actively Group have since piloted different aspects of working to remove barriers between public the guidance, using the network to share sector food procurement and the Welsh ideas. supply base. This book of case studies summarises their innovative approaches and real-life experiences. It clearly demonstrates that where a group of people are determined to make a difference then change will happen. Clear themes emerging from the studies are the importance of a cross-functional team working in partnership with the supply base, being flexible and sharing ideas.
Why there was a need to change the way we buy Changing public food procurement has a positive and wide-reaching impact on many important and interdependent areas of Wales’ development. Addressing the issues delivers true value for money – the optimum combination of whole-life cost and quality to meet users’ requirements. Evidence has show that:
● Buying locally means public money is re-invested. The stronger the local supply chain back to food reared or grown locally, the greater this is multiplied through the local, and in Wales predominently rural, economy.
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● A reduction in food ‘travelled miles’ in turn ● Improve the food and drink consumed reduces emissions and the impact of during the school day associated carbon dioxide releases on ● Provide high quality PE, health-related climate change. Currently food accounts exercise and practical cookery skills for around 30% of lorries on the UK’s roads and its transport creates 3.5 million ● Provide an environment that will tonnes of CO2 every year. Animal welfare is encourage children and young people also improved. to access opportunities for physical ● Fresh food is more likely to be local. Fresh activity and healthier food ingredients (or unprocessed frozen foods) ● Develop skills to enable are generally more nutritious than children and young people to processed food which is often high in fat, take part in physical activity sugar and salt, with unhealthy additives. and prepare healthier foods Menus that reflect seasonality can more ● easily be created from fresh local Develop and deliver training ingredients. on food and fitness for those working with children and young people ● Ensure that actions are evidence-based, or innovative with evaluation, and that findings are shared. ● School children are particularly important as improved diet influences longer-term eating patterns, as well as improving concentration. The involvement of parents and children in school menus helps to take the message home. In a National Opinion Poll survey in September 2004, 81% of the 1057 adults surveyed agreed or slightly agreed that "there should be health limits on the amount of salt, sugar and fat content in school meals" and 70% either agreed or slightly agreed that "there should be some organic food/and or locally produced food included in school meals". Improved quality of food in schools can lead to increased uptake ● More nutritious food helps long-term which in turn would reduce per health, and reduces health care costs. Over head administrative costs. For all one-third of fatal heart disease is caused by these reasons Welsh Assembly poor diet and over one quarter of fatal Government has made school meals cancers. Diet has also been linked to one of the top 10 target areas of improved recovery rates. Obesity has the Sustainable Development Action tripled in the UK in the last 20 years and by Plan launched in December 2004. 2020 it is expected that one third of adults and one fifth of children will be classified as The SME Food Development Pathfinder obese. The Welsh Assembly Government has shown that it is possible to deliver has set up a Food and Fitness Task Group these real benefits, demonstrated by this on Children and Young People which has group of case studies. As these pilots proposed a five-year action plan with expand and are shared across all the recommendations in the following key areas: public sector we hope they will become the usual way of doing business and the ● Extend the Welsh Network of Healthy greater benefits will be realised for us all. School Schemes (WNHSS)
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Overcoming Barriers The SME Food Pathfinder project had a number of hurdles to overcome. For too long the public sector focus on food had been to reduce cost so budgets for ingredients are low, and catering equipment infrastructure and skills have been reduced. The supply base tends to see retail and hospitality as more attractive sectors of the market, and many suppliers are not in a position to deliver consistently.
European Union procurement regulations, and the fragmentation across both the public sector and the supply base in Wales has created a situation of fairly complex tendering procedures For more information contact: amidst quite limited communication. Despite having a large expenditure of £60 million per Alison Standfast year, the demand is fragmented into the need Head of Programme: Best Practice for quite small volumes to be delivered to over Welsh Procurement Initiative 5,000 outlets within short delivery windows. [email protected]
Many of the issues still exist, however, as these Christopher Chapman cases prove, with organised commitment these Programme Manager barriers can successfully be overcome. Welsh Local Government Procurement Support Unit [email protected]
“Over the past two years, WPI has succeeded in “It’s been invaluable to have a channel where bringing together and ideas and results can be discussed and guidance establishing an SME Food sought. In order for these pilots to work, it’s necessary to promote more collaborative Development Group made approaches to learning on a wider scale so we up of catering and can get to the position where all our materials are sourced in the most beneficial way for the procurement managers from NHS and the community at large. Encouraging the involvement of business and public sector across Wales, to re-think professionals at every stage of the process is the how procurement is only way forward.” carried out.” June Scott, contracts manager at Welsh Health Supplies and member of the SME Food Development Group run by the Welsh Procurement Initiative.
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Pembrokeshire County Council Putting some thought into food
Pembrokeshire County Council has applied new thinking to its food contracts, running a ● An increase in the amount of fresh produce programme of supplier education included in school meals in parallel with a healthy schools ● Greater involvement for parents, children initiative to enable fresh, and staff in menu development nutritious, locally produced food to ● A predicted increase in uptake be part of its school meals. Background Keen to encourage local SMEs to tender for its contracts, Pembrokeshire County Council (PCC) Features of the Pilot recognised that suppliers and producers would ● Collaboration between Pembrokeshire benefit by being more fully informed about the County Council procurement, catering Council’s own requirements and also the EU and economic development officers, public procurement tender processes. Welsh Development Agency, WPI, Pembrokeshire Coast National Park and local producers and distributors ● Supplier Development Day followed by Tendering Workshops well in advance of tender activity ● Identification and examination of perceived and actual barriers ● A years detailed study with two primary schools to increase the amount of fresh, local and seasonal produce used in school meals ● Involvement of school children, parents, teachers, caterers, procurement officers and suppliers The Council also sought to boost the amount of working together fresh, locally produced food provided within its school meals. As a member of the WPI SME Resulting Benefits Food Development Group, PCC was keen to encourage more local suppliers to be part of the ● 24 SMEs attending the Supplier move towards improved nutrition. The Council Development Day, and 10 the detailed therefore initiated a programme targeting both tendering workshops schools and suppliers to underpin the changes it ● Greater number of requests for tender was seeking. documents from local suppliers ● Significantly increased volume of tenders submitted from local suppliers, particularly for the supply of Meat, Frozen Food, and Groceries and Provisions, many tendering for the first time
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Description Waste, additional staff hours and food costs were continually monitored, together with any PCC, in conjunction with the WDA, devised a change in the uptake of school meals. Two two-part Supplier Development programme, similar schools were identified as benchmarks, which commenced in May 2004. especially for the monitoring of waste. Tasting sessions were held and the views of the children, At the same time a 12-month project was set up the catering staff, teaching staff and the parents in October 2004, in two junior schools, Tenby were included in the development of the project. and Bro Ingli, Newport. This aims to:
● Encourage local firms to supply produce to schools, stimulating the County’s economy Lessons Learned ● Highlight agri-food opportunities in the ● It is important to plan supplier County development activity and menu changes ● Use more fresh, seasonal, and local produce well in advance of contract re-tendering. in school lunches ● Seasonal menus need to be developed ● Find out exactly what foods children like - which reflect an understanding of the and don’t like – eating supply base, what is on offer and when it is available. ● Consult with parents to hear their views ● ● Increase the uptake of school meals. The catering staff and the constraints under which many school cooks operate must be taken into account when making changes.
Outcome ● It is necessary to develop changes to the The Supplier Development programme was very menus slowly, involving the children in successful with representatives from 24 local tasting sessions so that they recognise SMEs attending a workshop in May 2004 where new foods when they are incorporated Council procurement, catering and economic into the menu, and let them know that development officers gave an outline on how their views do count. the Council manages its food procurement for primary and secondary schools. Information supplied included: volumes involved; the tendering process and specifications and quality control. 10 SMEs signed up for a follow up workshop run by the WDA which examined tendering documentation in detail and advised on what was expected at each stage.
Existing menus were examined to identify where local and fresh produce could be used, where it hadn’t already been introduced, and the menus were amended to include ideas for incorporating additional fresh produce. For example by finely chopping vegetables and ‘hiding’ them in pies and bolognaise sauces. Emphasis was placed on seasonal vegetables, many of which are grown and readily available within the County. Producers and suppliers were approached with the brief to supply local produce where available, and of the required quality and, as a result, there has been a marked increase in the amount of locally sourced food to date.
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Future Developments Supplier’s Story PCC is currently out to tender for its food , who has been working requirements. Early indications are that the with local suppliers, Pembrokeshire County Supplier Development programme has resulted Council and the WDA on this pilot, has already in a significantly higher volume of quality witnessed the benefits of the supplier education tenders from local suppliers, many of whom initiative saying that more SMEs in the area are have never tendered before. In particular a now submitting tenders for Council contracts. good response has been received for the meat, groceries and provisions and frozen David Edwards, Director of DWE food categories. Consulting says: "Before this Initiative, many SMEs in the area weren't aware or The project will be evaluated at the end of 2005, didn't feel comfortable with the tendering with the results used to inform the Authority’s process for public contracts. Now, out future food procurement strategy, taking into of the 12 SMEs that attended the account issues such as wastage, increased workshop 10 have submitted tenders uptake of school meals and time and for Pembrokeshire's procurement cost restrictions. food contracts."
The WDA is rolling out a programme of Supplier Development workshops using PCC sessions as a model.
“Before this Initiative, many SMEs in the area weren't aware or didn't feel comfortable with the tendering process for public contracts. Now, out of the 12 SMEs that attended the workshop 10 have submitted tenders for Pembrokeshire's procurement food contracts.”
Contact
Elizabeth Callard, Sustainable Schools Food Procurement Project Officer Email: [email protected]
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Welsh Health Supplies | NHS Welsh beef pilot
Welsh Health Supplies has set up a new supply chain model for NHS Trusts in North Wales piloting a Background more collaborative and sustainable Welsh Health Supplies (WHS) is the central contracting and materials management provider approach to meat procurement, for the NHS, negotiating co-ordinated contracts initially by sourcing local Welsh valued in excess of £130m per annum for a range of commodities from pharmaceuticals to beef to hospitals in the region. fuel oils, medical products to foodstuffs. More than £17million per year is spent on food provisions within the Welsh Health Service and meat supplies alone account for approximately Features of the Pilot £1million of this total. As a key area in terms of ● Open dialogue - all parties involved at spend and quality, the supply of meat was identified as an area where a significant all stages of development of new supply contribution towards sustainable development chain could be made. ● Collaboration – WHS, NHS Trusts, abbetoir, processors, distributors and The supply of a consistently high quality of meat Hybu Cig Cymru all working together to the NHS has always been a key objective for towards one common goal WHS and in conjunction with catering colleagues from Trusts across the principality this has been ● Flexibility - willingness to adapt to new achieved. However, guaranteeing the supply of working practices Welsh meat was difficult, potentially impacting ● Supply chain development – improved on pricing and stability of the finished product. communication and continuous progress It was decided a new approach to sourcing beef for NHS Trusts in Wales would be a key ● Relationship development – flexibility, enabler in guaranteeing a consistent supply of trust, and supplier education Welsh products.
Resulting Benefits Description ● Consistent quality products provided WHS identified an opportunity to remodel its meat with full traceability supply chain to secure a regular and local source, ● Hospital food continuing to provide which conformed to EU procurement rules, and healthy diet, which improves recovery not only met the NHS’ quality standards in food rates and influences long-term health production and preparation, but was contained within the negotiated price and also supported the ● Expenditure re-invested in local farming NHS’ sustainable development agenda. communities – creating a multiplier effect throughout the chain It is the first time that WHS has brought together the total supply chain in the meat sector to ensure ● NHS shown to respond to, and address a more collaborative approach to food supply, local concerns preparation and consumption. ● Better animal welfare and reduced emissions through reduced travelled miles ● Model for future
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“This is very good news for the local industry but it is also highly significant for Wales that such a substantial buyer has recognised the merits of buying locally all year round.”
Outcome WHS worked with the contracted supplier in Lessons Learned North Wales, Hybu Cig Cymru, the Meat Promotion Wales agency, a local processing ● Engaging with all parties in the supply plant, and catering managers from each of chain ensures open communication the local NHS Trusts to pilot a scheme to channels exist. secure Welsh beef that has been reared and slaughtered within the region for supply ● Agreement of overall objectives with all direct to local hospitals. parties at the outset ensures everyone remains focussed on the end goal. The Welsh Beef pilot is being run with Conwy & Denbighshire NHS Trust, North ● A willingness to work together and be West Wales NHS Trust and North East Wales open minded must exist if new NHS Trust. approaches and working practices are to be developed. By successfully opening channels of communication between WHS and local producers and suppliers the pilot is increasing the availability and affordability of Welsh beef products in catering outlets Supplier’s Story across the healthcare sector. Furthermore, it is raising awareness among the local business community of the public procurement contracting process, and the “This is very good news for the local industry but importance of a reliable and consistent it is also highly significant for Wales that such a quality of supply. substantial buyer has recognised the merits of buying locally all year round. HCC has been Sharing of good practice has been key to robustly fighting the corner of local red meat the success of the pilot so far. WHS has purchasing and we have seen a number of public developed close working relationships with procurers respond favourably in recent months," Hybu Cig Cymru on quality assessment and said Mr. Howells. “This new initiative will ensure control of producers and suppliers, the patients and visitors to the area’s hospitals are Welsh Procurement Initiative for guidance served with local, quality Welsh Beef. on best practice and NHS catering managers to promote local meat procurement , who has been working with wherever possible. Welsh Health Supplies and Hybu Cig Cymru on this pilot, are already reporting increased sales of 50 per cent as a result of the ‘Welsh Farm Future Developments Assured’ brand. The Company is benefiting If the pilot proves successful, WHS plan to hugely from the support received in marketing discuss rolling out the model with Trusts their product and boost in sales to the wider across South Wales thus securing a foodservice market. Paul Williams, Quality consistent supply of Welsh sourced beef Assurance Manager of Hughes Meats says: across the entire principality; other cuts of "We are now able to promote Farm Assured meat such as lamb can then be considered. WHS Welsh Beef more effectively than ever before as will then review how the supply chain model we are provided with point of sale material, could be incorporated into other areas. logos and marketing tools for assistance."
Contact
June Scott, Contracts Manager, Welsh Health Supplies Email: [email protected]
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Higher Education Purchasing Consortium Wales (HEPCW) | Welsh produce pilot
HEPCW, the virtual consortium of 10 of the 12 Welsh Universities has established a flexible distribution Background arrangement that allows Welsh The 10 Universities within HEPCW spend in excess of £7 million on food each year, most of produce to be offered at all which is sold on to students, who come from all Universities across South Wales. over the world to learn and to sample life in Wales. Food is sold in a retail environment and HEPCW regularly reviews new must therefore be attractive and competitive, products and facilitates arrangements however within this framework HEPCW has between its’ distributors and small used their influence to successfully encourage local produce and healthy eating. local suppliers. Description HEPCW is a virtual consortium of 10 Universities which has agreed to procure certain goods and Features of Case Study services collaboratively. The HEPCW Food group ● Flexible distribution route for smaller therefore let contracts on behalf of all member suppliers Universities. ● Use of developing relationship with The HEPCW Food Group has established a locally based distributor process where part of their regular meetings are put aside to give distributors or suppliers the ● Regular opportunities for new supplier chance to show-case new products or services. or product promotion This has proved invaluable in promoting supplier development and allowing HEPCW to identify Resulting Benefits new opportunities. One example was a local ● In excess of 20 Welsh branded products SME who offered a ‘bake on site’ canteen now offered to students, together with implant. After presentation to the group their a growing emphasis on locally produced service was piloted and has subsequently been fresh produce, with resulting increase in adopted by most of the HEPCW members. In Welsh produce sales one refectory the service offered an increased daily revenue of over £800, benefiting both ● Smaller local suppliers able to access parties, as well as the students involved. student market, and develop brand recognition Over the last two years HEPCW has been increasingly keen to enable students to purchase ● Positive impact on development of Welsh produce. Following the tendering and Welsh food culture appointment of distributors for its chilled, frozen ● Distribution barrier to smaller suppliers and ambient goods contracts, HEPCW produced removed a list of Welsh products that it wanted to offer students as an option. ● Universities able to engage with local community, and re-invest some of its expenditure ● More diverse range of food offered for sale, including Fair Trade and strong Welsh branded options ● Distributors developing commercial agreements with smaller 3rd tier suppliers
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“At first we focused on supplying retail outlets not realising the vast opportunities open to us within the public sector.”
At that time, national distributors appeared Future Developments unwilling or unable to source and develop a new range of smaller suppliers. HEPCW therefore HEPCW will continue to promote Welsh produce established a parallel contract with a local within its Universities and provide distributor to provide for their needs. It also opportunities for good local products to facilitated discussions between a number of enter its supply chains. smaller manufacturers and the local distributor. This approach was extended where the existing Supplier’s Story confectionery distributor agreed to stock two product ranges, juices and smoothies, and locally Pembrokeshire based Trioni Ltd has produced crisps identified by HEPCW and successfully been distributing its products to produced by small local suppliers. secondary schools and the higher and further education sectors since August 2003 and is continually making more connections Outcome throughout the public sector, including Students have responded well to the option of opportunities to supply its product to local Welsh produce, and a number of products have hospitals. Laurence Harris, one of three now become well-established brands in Welsh partners in Trioni, believes that if he had Universities. Within this growth is a marked known then what he knows now, more preference for Welsh branded spring water, and public sector organisations would be HEPCW intends to stipulate Welsh spring water now benefiting from its organic milk in a forthcoming vending tender. ‘Daioni’ product.
A recent St. David’s Day promotion was run by a Laurence says: “At first we focused on number of the HEPCW members in conjunction supplying retail outlets not realising the vast with the local distributor. It featured Welsh opportunities open to us within the public produce such as sausages, bacon, cawl, cheese sector.” as well as Welsh branded products, and was Castell Howell Foods, who has been considered very successful in both sales and working with HEPCW on this pilot to product awareness. distribute Welsh products across South Wales, has already witnessed the benefits and are reporting increased sales as a result Lessons Learned of this Initiative. Edward Morgan, Category Manager of ● A willingness to be open minded must Castell Howell Foods says: "Universities exist if new approaches and practices are work on a very tight budget so their to be developed. purchasing needs to make commercial sense. ● Removal of barriers and direct access to Through this initiative we have been able to SMEs encourages participation. offer students high quality Welsh products, and the feedback we've received so far has ● Identifying new opportunities for product been very positive. Catering Managers seem promotion guarantees continued to be very happy, with many placing repeat consumer interest. orders."
Contact
Peter Standfast, Head of Procurement UWIC and Secretary to HEPCW Food Group Email: [email protected]
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Caerphilly County Borough Council Farmers pilot
Caerphilly Council Borough Council has set up a Farmers pilot to allow three local farmers to ● Hands-on learning experience more provide a small proportion of the valuable for farmers than written guidance, enabling farmers to supply the public sector Council’s requirement for meat on market on a small scale, trial basis before a trial basis. The Farmers are making any permanent commitment or investment therefore gaining real experience ● Farmers able to provide examples of real of fulfilling Council catering experience on tenders contracts, and will be in a realistic ● Farmers improving labeling, proving helpful position to tender directly when in other markets contracts are being renewed. ● Council is reducing wastage, encouraging meat producer to use whole animal ● Wider potential supply base for future Case Study Features tenders ● Flexibility of Council procurement ● Improved understanding of local supply procedures chains ● Early supplier assessment for Farmers - ● Meeting Council’s quality requirements puts pilots selected on merit farmers in a better position to supply other ● Partnership working with local supply market sectors base - catering outlets, farmers, ● Local supply chains stronger as a result of butchers, an abattoir and a local meat working on this pilot together producer ● Model developed which can be extended ● Farmers given practical experience first, to other farmers, and to other products and later supplemented by training on services tendering ● Product development – different animal cuts identified Resulting Benefits ● Council able to engage with local community, and re-invest some of its expenditure ● Council able to meet parents and schools demand for local produce ● Customer response to organic meat assessed as part of the pilot
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Background Outcome Caerphilly County Borough Council (CCBC) has In November 2004 supply started to civic sites increasingly sought to provide healthier more and Meals-on-Wheels. In March 2005 selected nutritious school meals and the Council’s schools are set to join the pilot. Prices have been approach is featured in the agreed, and with the roll-out to schools, the www.myschoollunch.co.uk website. The Council Council will be able to make use of the whole encourages healthy eating and likes to make animal, including the often difficult to sell eating meals an enjoyable and valuable forequarters, and thereby reduce wastage from experience. It does not use meat products unused cuts. that contain MRM (mechanically retrieved meat) or allow potentially harmful additives in food. It does not knowingly use food containing GM (Genetically Modified) ingredients and takes care to limit the amount of salt used in cooking and bought-in foods. Wherever possible food is oven cooked to reduce the fat content, and recipes have been modified to reduce sugar and fat and increase fibre. It encourages eating ‘5 a day’ fruit and vegetables. Food is bought locally wherever possible.
In collaboration with its neighbouring Local Authorities, CCBC spends around £500,000 each year on fresh meat. Along with many other councils in Wales, Caerphilly faced the dilemma of how to meet a growing parental demand for local produce in schools, while complying with EU directives for equal treatment of all suppliers. Discussions with local farmers showed they lacked experience in supplying the public sector. Without In addition to the Council building up a wider intervention of some kind they were potential supply base, the pilot made the local therefore unlikely to win tenders, particularly supply chain stronger, as farmers buying as previous experience is part of the animals to rear were encouraged to source pre-qualification scoring assessment. While locally, and the meat producer also increased its going through the supplier approval and local sourcing. The farmers involved also tender process would help to educate local improved their labelling which will help them in farmers, their likely lack of success would other markets. not encourage them to keep trying. The results from the Meals-on-Wheels pilot have been very positive. Despite none of the farmers Description having supplied the public sector before, CCBC’s CCBC decided to do something different requirements have been fully met, and the that would address these issues quality of meat has been described as excellent. simultaneously. The Procurement Distribution has been managed effectively, with department obtained approval to depart a weekly delivery direct from farmers/butchers from its standing orders to carry out a involved. The Council is confident that the specific pilot, allowing a number of local school pilot will be equally successful. farmers to supply a small proportion of the Councils food contract for a limited period. Three farmers, including one Organic farm, and associated butchers were selected following a full audit of quality and trading standards, and through this all meats – chicken, beef, lamb and turkey - were covered.
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Supplier’s Story Lessons Learned Morgan Thomas Farming and Family Butchers, who has been working to supply meat to ● Experience leads to increased Caerphilly CBC on this pilot are already seeing confidence among all parties. the benefits of the Farmers initiative, having ● Direct access to information and been able to increase weekly and annual turnover, effectively utilise the labour force and key contacts is vital to success. maintain cash flow. ● Close liaison and open channels of Morgan Thomas, Owner says: "The pilot has communication encourages guaranteed a market for our produce, thus participation. enabling us to plan exactly how much and which ● Early agreement of objectives and stock will be needed. The Council Catering senior level buy-in ensure support contract has not only opened up the public during entire process. sector market to local farmers, but is also helping us to win back trade after losing out to the big ● Flexibility and willingness to adopt supermarkets." new working practices encourages innovation in approach. Penrhiw Farm, a supplier to CCBC of organic Welsh lamb as part of the Farmers pilot, is pleased to see their product increasingly being consumed locally as a result of the initiative.
John Thomas, Partner of Penrhiw Farm says: "If this initiative wasn't in place we would Future Developments probably be looking to sell more of our product CCBC will continue to evaluate this pilot. onto wholesalers, who would then ship it further Towards the end of the pilot, farmers will be afield, thus incurring additional food miles. It has given guidance on how to tender. The also given us the confidence to now expand the opportunity to be involved in similar pilots beef side of our business. Knowing there is a will be extended to more suppliers, both in market in the public sector, we also hope to be food and possibly in other sectors. able to offer organic Welsh beef in due course."
The work on food complements CCBC’s wider commitment to developing SMEs. During 2004 the procurement department appointed an SME Development Officer and “The pilot has guaranteed a has run a series of successful breakfast seminars for SMEs in the area. Grouped by market for our produce, thus industry sector, these have provided a means of communication not available before, and enabling us to plan exactly given suppliers direct guidance on what how much and which stock CCBC is looking for. CCBC has also involved other sectors in this work and meets regularly will be needed.” with the local NHS Trusts, Universities, colleges and public bodies based in the locality.
Contact
Kath Webb, SME Development Officer, Procurement Department Email: [email protected]
Marcia Lewis, Catering Manager Email: [email protected]
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Carmarthenshire County Council A local food strategy for nutritious school meals
Carmarthenshire County Council introduced a Schools Meals Nutrition Strategy supported by a ● Involvement of pupils and parents – 500 Local Sustainable Food Strategy pupils attended Food and Fitness Fayre and were consulted on healthy food choices setting out the Councils ambition ● Linkages with school curriculum through to serve fresh local food wherever teaching nutrition in the classroom using possible as part of a healthy eating positive and practical examples initiative. This, together with a running program of meeting local Resulting Benefits ● businesses, is an attempt to Widest possible benefit from where money is spent and on what it is spent identify and develop local ● Nutritious meals provided using quality suppliers of quality food products ingredients – since launch expenditure on at an affordable price. fresh meat has increased by over 75% and fruit & vegetables by 3% ● High uptake (60-80%) of school meals Features of the Pilot maintained, with improved behaviour ● Strong and clear links to patterns after lunch period Carmarthenshire’s Community and ● Vast reduction in food additive content of Corporate Strategies 2004 - 2020 school meals ● Multi Agency/Departmental Partnership ● Development of positive relationships with ● Adopts ‘Food for Thought’ as the reliable suppliers guiding principal for food procurement ● Environment and natural resources ● Commitment to adopt SME focused protected and waste avoided procurement ● Encouragement of local supply chains, ● Commits to sustainable approach allowing better commercial business planning for SMEs ● Links to European Partner, and cross ● Supply base knowledge improved, and sector supply chain development good practice shared in UK and Europe opportunities identified ● Improved perception of school meals due ● Multi layer supplier development to good communication with parents and ● Introduction of healthier products and children improved catering practices including ● Council reputation enhanced by positive greater use of fresh ingredients in food publicity and awards including Ms Glenys production. Rees, School Cook at Brynsaron School, ● All primary schools given new, healthy, winning the Local Authority Caterers single choice nutritionally planned ‘Wales Chef of the Year’ 2004-05, and the menus, using fresh locally sourced foods Council being awarded a Community Nutrition Award from the Food Standards ● Comprehensive staff training programme Agency for combating obesity implemented and 300 staff trained ● Food traditionally cooked, with all processed food taken off school menus
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Background This sought to build on the work already underway by the Council in engaging and Research undertaken by the Caroline Walker informing the local supply base of the Trust has found that for some pupils the school refocusing of direction for the procurement of meal is the main meal of the day. In food products. Carmarthenshire 58.1% of residents are overweight and/or obese, this is 2.3% greater than in Dyfed Powys and Wales as a whole. The Carmarthenshire Local Sustainable Almost one in 10 secondary school children have Food Strategy set out the following nothing to eat for breakfast and one in six do principles: not have a cooked meal at home in the evening. ● Some children do not consume the right amount Adopt ’Food for Thought as the guiding of vitamins and essential minerals, with pupils in principal for the procurement of food in secondary schools being particularly vulnerable Carmarthenshire to low intakes of calcium, iron, zinc and folate. ● Provide nutritious meals and promote Some pupils experience difficulties in making health and well being whilst using quality informed meal choices. Carmarthenshire, ingredients in line with the through its Community Strategy, is committed to Carmarthenshire Nutrition Strategy “tackling the causes of ill health by looking at health in the round”. With the Council ● Develop positive relationships with all producing some 22,000 school meals each day suppliers for 150 schools, the Council sees the provision of quality and nutritious school meals as a ● Look after the environment and natural central plank in improving general health. The resources whilst minimising waste current focus on the quality of school meals and the funds available for food product ● Achieve continuous improvement in the procurement has put the spotlight firmly on the catering service across all levels work being undertaken in this area. ● Adopt ethical procurement policies in food procurement including organic and fair Description trade produce where appropriate The Carmarthenshire School Meals Nutrition ● Exclude genetically modified food and Strategy was launched in April 2004. Amongst its objectives it sought to continue to promote ingredients from food supplied by the the increased uptake of healthy school meals Authority’s suppliers amongst school aged children; to raise ● Package all food contracts to ensure no awareness of healthy eating guidelines amongst discrimination against small and/or new pupils, parents, teachers, governors and catering business staff; to influence policy makers and service providers; and to promote healthy eating as the norm within the school environment. In order to promote the trading opportunity to In consultation with parents and children, new small business, the Council set about engaging menus were produced. These provided business in the following ways: traditionally cooked food, with reduced additives, salt and sugar. Single choice was ● A series of Procurement Surgeries that introduced in primary schools. Healthy vending sought to engage small and predominantly and milk bars were piloted in secondary schools, local businesses at a location and time along with a healthy ‘Meal Deal’ option. A convenient to them was established and comprehensive staff training programme was both existing and potential suppliers of also carried out. food and other products were invited to attend. The School Meals Nutrition Strategy was ● supported by the Local Sustainable Food In order to properly evaluate and apply the Strategy launched in November 2004. feedback from Businesses attending the Procurement Surgeries, Legal Issues Group and Contract Improvement Group were set up to remove artificial barriers to SME trade with the Council.
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Outcome to identify new market opportunities (the School Meals Service for example buys 40 tons of Since the launch of the new school menus the cheese a year) and using new contract clauses to use of fresh quality ingredients in school meals identify specific money to be put aside by has increased, with a 75% increased expenditure suppliers to facilitate better staff training on fresh meat and a 3% increase on fruit and opportunities. Discussions are taking place with vegetables. Milk consumption has doubled with other recipients of EU aid in the locality to make the introduction of Milk Bars. The the connections and maximise the benefit traditionally cooked menus have reduced opportunities. One such link is with the Organics additives, salt, sugar and fat. Uptake of Centre Wales with whom the Council is school meals has remained high, and investigating the opportunity to link farm visits improved behaviour and concentration has to producers and to links with the National been reported. Staff have received Curriculum. comprehensive training, and one School Cook won the Local Authority Caterers ‘Wales Chef of the Year’ award. The council itself was recently awarded a Community Lessons Learned Nutrition Award from the Food Standards Agency for combating obesity. ● Benefits of linking with wider health and education policies encourages greater To date, 16 procurement Surgeries have adoption. been held at nine locations across the County and 214 businesses have met ● Opportunity for procurement managers procurement staff to discuss trading and consumers to meet face to face with opportunities. Many of these businesses suppliers creates a greater awareness and have gone on to speak to specialist officers support for the Initiative, and better within the departments regarding particular ‘buy in’. opportunities. ● Recognition of the early results has led to In November 2004 a ‘Food and Fitness Day’ additional funding and wider support. was held that made the connection between healthy eating and sensible exercise. The event, held at a local leisure centre, brought existing and potential suppliers to meet with catering and procurement staff to discuss trading and collaborative trading opportunities. 500 pupils from local schools attended the event making the link between the school curriculum and healthy eating. A wide range of suppliers exhibited at the event and local school children relished the prospect of free samples of tasty nutritious food including home-cooked lamb meatballs, fresh milk and fresh chopped fruit.
The Authority has been successful in obtaining EU Interreg 3a funding to work with Waterford Council in Ireland and a private sector environmental consultancy (William Battle Associates of Swansea) to develop a sustainable supply chain model. Based on attempting to identify sectors where modifications to the Council’s contract packaging and documentation can create improvements and greater opportunities in the supply base, these might include working with smaller suppliers
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“Carmarthenshire County Council is very open to expanding its use of fresh produce and encourages us to work closely with local suppliers.”
Future Developments For the future, the Council would like to see further development of the partnership approach to Health and Well Being and discussions are underway to bring together a number of public sector organisations in South West Wales to host a joint ’Public Sector Procurement Opportunities Surgery‘ aimed at allowing small business access to a large number of procurement staff from across a range of service providers in one place at one time.
Carmarthenshire also plans to develop a page within the ‘My School Lunch’ Supplier’s Story interactive web-site which will ultimately Fred Ley & Sons has been successfully working link into the curriculum. The successful with Camarthenshire County Council, providing ‘Meal Deals’ will be rolled out to all fresh fruit and vegetables for its School Meals secondary schools in September 2005, and initiative. Carmarthenshire will continue to delivery its healthy eating strategy. Martin Ley, Director of Fred Ley & Sons says: “Carmarthenshire County Council is very open to expanding its use of fresh produce and encourages us to work closely with local suppliers. The initiative has helped us develop other business and enabled us to buy better and in bigger volumes, thus securing a better deal.”
Contact:
Elin Cullin, Head of Catering Carmarthenshire Council Email: [email protected]
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Monmouthshire County Council Fresh food schools pilot
Monmouthsire County Council is setting up a Fresh food pilot in six schools, which will run Resulting Benefits between 2005-2007 and will ● Full buy-in to change from all the sectors change menus, cooking processes involved in school meal provision and maximise use of fresh food. ● Council able to engage with local The aim is to allow the schools to community, and re-invest some of its expenditure play a real role in addressing diet ● Council able to meet parents’ and schools’ and obesity issues while linking demand for local produce directly into their local economy. A ● Investment in cooking facilities allows collaborative project involving schools to continue to develop scope partners across the region, it will ● Removes distribution barriers to smaller mean investing in some capital local suppliers by using existing networks equipment and developing a ● Puts smaller local suppliers in a stronger relationship with the existing position to win direct contracts later distributors to bring in local ● Allows smaller local suppliers to gain direct experience of supplying schools on a small- produce. scale before making any investment commitments ● Features of the Pilot Wider potential supply base for Council and new markets for local producers ● ‘Whole organisation’ approach to ● Improved understanding of local supply change chains at all levels ● Addressing infrastructure to remove ● Reduced ‘food miles’ and fewer negative barriers environmental impacts ● Recognised role for schools in tackling ● Children eating fresher food and more fruit obesity and diet issues, combining eating experience with education and vegetables - and provided with including farm visits and fun activities to information on nutrition and food origins – promote healthy eating positive influence on diet and health later in life and therefore should lead to savings in ● Partnership working with catering cost of health care service providers, procurement, existing ● Kitchen staff developing new skills and distributors, schools, parent-governors, and economic development sector confidence ● ● Development of existing supply network Improved uptake of school meals reduces administrative costs per meal, allowing ● Emphasis on local fruit and vegetables, more to be spent on ingredients and improved nutrition ● Model for wider use across the area
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Background A significant aspect will be the timing of the project elements so that the five project streams Monmouthsire County Council (MCC) use the will run in tandem. Therefore influence on the services of Gwent Central Supplies to procure supply chain is backed by a change in demand food for its schools and social care facilities. through menu revision and through investment These contracts are with distributors who in equipment and training. purchase food from the most cost effective source. Fruit and vegetables are usually supplied from wholesale markets and may come from any Outcome location. The project objectives will be to:
There has been a growing interest within ● Provide locally sourced nutritious food to Monmouthshire both at Council level and from Primary school children in six schools individual parents for improved nutrition and ● more local sourcing of school meals. The Wye Develop MCC’s food supply chain by Valley Area of Outstanding Natural Beauty making the procurement process accessible (AONB) organised a ‘Better School Meals’ to small and local businesses conference in Sept 2003. In August 2004 a ● Encourage healthier eating for and among young people's questionnaire of 1587 young school children people aged 11 – 18 showed that nearly half wanted healthier foods in schools. ● Increase the use of high quality, fresh, unprocessed ingredients Coordinated by the Wye Valley AONB and ● Chaired by Assembly Member for the region Support education on the origins of food, (and previous Liberal Minister for Rural Affairs) a its production and preparation project board was formed to develop a pilot of ● Generate appreciation and respect for the local fresh food in six schools, - Cross Ash, Deri value and qualities of food View, Llandogo, Overmonnow, Shirenewton and Trellech – with a mix of rural and town settings. ● Support local producers in developing their businesses to produce for the needs of Description Monmouthshire schools ● Realise long term efficiency gains in the Following the agreement of a business case and procurement process project plan, the project is setting out to tackle five key areas in parallel – changing menus; ● Establish links to other groups in developing supply networks; investing in neighbouring areas, to share information catering facilities; educating canteen staff to and best practice. promote healthy eating; and involving teachers, governors and children, to change attitudes, address food and nutrition in the curriculum and take the lessons home.
In terms of the supply chain, an important element is fresh fruit and vegetables. Procurement representatives from both MCC and Central Supplies considered the need to set up a separate supply chain. However after discussing the project with the existing fruit and vegetable distributor, they found the supplier happy to change its buying practices and source local produce for the contract. The project is now looking at developing a new meat contract and giving openings to local farmers.
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Success will be measured through the following goals:
Goal Target • Increased uptake of school meals • 10% increase on existing 57-66% uptake • Improved education • 1,000 children to be better educated on food and experience a changed school diet • Increased use of fresh, seasonal, • Attain Soil Association’s Food for Life targets over unprocessed and organic produce 5 years i.e. 50% of meal ingredients from the local region 75% of ingredients to be unprocessed 30% of food to be organic (subject to local availability) • Improved nutritional content • Attain Caroline Walker Trust quantified guidelines • Improved local supply • Increase number of local farmers able to make use of the new outlet for their produce
Future Developments Also, the pupils will hopefully benefit from improved health, form good eating habits and a It is early days in the delivery of the project, taste for local produce. By involving teachers however indications are good, with strong and parents in the pilot we can make sure the parental support. Although the project is a healthy eating messages really hits home.” pilot, the benefits of the changes will continue beyond the initial period.
New menus are expected to be launched in “We have found the public September 2005, evaluated over the sector a very worthwhile following two years. Following this, MCC anticipate that the project will be scaled up area to be working in, and across the county. are always looking for more Supplier’s Story opportunities for public Wye Valley Area of Outstanding Natural sector contracts.” Beauty is working with local suppliers, procurement professionals and MCC on this Wholesaler Redbridge has been supplying fresh pilot and expects to see not only benefits to fruit and vegetables over the past four years the area's health but also a boost to the through successfully working with public sector local economy, as small suppliers get a organisations in South Wales. chance to tender for parts of school catering contracts and find new markets. Nigel Price, Development Manager of Redbridge says: “We are excited to work with Speaking on behalf of the local supplier Monmouthshire County Council on this initiative base, Catherine Fookes, Development and are working hard to identify local suppliers. Officer of Wye Valley AONB, explains: We have found the public sector a very "Monmouthshire stands to gain from the worthwhile area to be working in, and are results from this pilot. Local suppliers will be always looking for more opportunities for public able to supply their fresh produce to a large sector contracts. We hope that by getting fresh youth audience, thus expanding their client base. produce into the schools, it will build a future for the fruit trade as children will develop a taste for fruit early on.”
Contact
Catherine Fookes, Development Officer, Wye Valley Area of Outstanding Natural Beauty (AONB) Email: [email protected]
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City and County of Swansea Local supply chain pilot
City and County of Swansea’s Catering section has a track record of actively sourcing and developing Background The Council’s procurement and catering local suppliers. Distribution departments work closely together to provide suppliers are asked to regularly trial value for money, quality food services. Swansea’s new local or more nutritious School Meals Service spends £1.7million per year on food. The Authority’s Corporate Contracts products and report on progress. Section also undertakes food procurement on behalf of Neath Port Talbot Council. As a member of the WPI SME Food Development Pathfinder, Swansea support the WPI ‘Food for Features of the Pilot Thought’ guidance and have many examples of ● Partnership working – with appointed working with existing distributors to develop distributors new products and sources. Swansea’s Catering Manager is continually reviewing menus to ● Flexible menu development to allow introduce healthier and more nutritious meals regular trial of new products into schools; this provides additional ● Effective use of contract management opportunities to benefit from the existing and supplier development processes approach to the supply base. Resulting Benefits Description ● Able to support Councils Economic City and Council of Swansea now requires all Development agenda and see appointed distributors to report monthly on expenditure re-invested in the local where all products are sourced from. Contract economy management meetings are used to discuss ● opportunities to address gaps in the supply base, Establishes links between smaller and ways to improve the nutritional quality. suppliers and distributors which provides Distributors accompany the Catering Manager to much wider business opportunities for exhibitions, and on supplier visits to identify both parties possible new sources, and later on any supplier ● Removes barrier of distribution for visits to agree product trials. The Catering smaller suppliers Manager makes any necessary revisions to the menus to enable the entry of new products. ● Allows smaller suppliers to try supplying the public sector market on a small scale before investing heavily in market development ● Council able to react quickly to new opportunities ● Requirement to report monthly on product sourcing has made distributor very active in identifying new local or more nutritious products for the Council to review ● Council’s control of supply chain has allowed the introduction of Fair Trade Bananas on a trial basis. ● Fully traceable and transparent supply chain
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Outcome Future Developments The process can be time consuming and requires City and Council of Swansea plans to maintain on-going commitment from both the Catering this approach. It is currently considering trialing Manager and the distributors. Sometimes it is other new local products such as a Welsh lamb not successful, as shown with the example of a shank product, and a ‘healthier’ pastie. ‘chilled chip’ product from a new supplier in the Neath Valley, which failed due to inconsistent When the Council tenders for its distribution potato quality. However, the many successes contracts in the future it will be looking for have out-weighed this. suppliers who are willing to actively source, trial and develop new products. Its recent tender for A bacon, egg and ham supplier in Swansea the out-sourced hospitality service contract was able to develop its business through its required all suppliers bidding to submit sample work for the Council, and a local fresh fruit Welsh based menus to demonstrate their ability squash product has been a successful to react to this increasing requirement from the replacement to fizzy drinks in a number of Council’s external customers. schools. Fair Trade bananas are currently being trialed. Supplier’s Story Trevor Haines has been working with Swansea “Initiatives like this are Council for a number of years to provide fresh produce and welcomes the stability public sector important to local suppliers as contracts bring to business. it does allow for a degree of Peter Lloyd-Jenkins, Transport Manager of Trevor Haines says: “The nature of our business planning.” as suppliers of fresh produce, means we have to buy fruit and vegetables daily or weekly as the trade requires and not on the long term. Initiatives like this are important to local suppliers as it does allow for a degree of planning. For Lessons Learned example, if we need to upgrade our transport then we are able to do so as our contract with ● Willingness of Council and suppliers the Council is for two years.” to trial alternative methods.
● Trust and openness between Council and distribution network to ensure the best possible outcome.
● Readiness to accept possible failure and adapt accordingly to deliver on objectives.
Contacts
Bet Jenkins, Catering Manager, City and County of Swansea Email: [email protected]
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HEPCW | Supplier development pilot
HEPCW member institutions work closely with their key suppliers to ● HEPCW business important to smaller improve supplier performance and suppliers – ensuring service commitment help suppliers develop better products and services. Small local Background suppliers nurtured by HEPCW have The Higher Education Purchasing Consortium Wales (HEPCW) represents the 10 Universities in gone on to grow their business and Mid and South Wales; Aberystwyth, Gregynog, win a greater number of public Lampeter, Trinity Carmarthen, Swansea Institute, sector contracts. Swansea, UWIC, Cardiff, Glamorgan and Newport. The Consortium members spend in excess of £7 million on food each year. The majority of food is sold in student refectories which compete with local shops and restaurants Feature of the Pilot for student business. Therefore the HEPCW ● Supplier development made a part of members must offer products of the right price supplier performance monitoring and quality. HEPCW is keen to involve local suppliers where possible, and commits time to ● Open dialogue with existing suppliers working with suppliers to help improve products and potential new suppliers and services. ● Flexibility to trial new products and services during development stage Descripton ● Smaller local suppliers encouraged to Over the past two years, HEPCW institutions develop better, healthier and more have offered an increasing amount of Welsh commercially attractive products produce to their students. As part of this development, HEPCW has been increasingly ● Product promotion and canteen involved in sourcing new products, and in demonstrations used to influence working with existing suppliers to develop better, students towards better nutrition often healthier, product ranges. ● Whole organisation approach with beneficial links between certain Suppliers are regularly invited to showcase Universities’ academic work on food products to the HEPCW food group meetings. industry research, advice and design These opportunities are provided to both existing services and HEPCW procurement and prospective suppliers – some of the major activities suppliers even use the HEPCW demonstrations to trial development products, an example being Resulting Benefits reduced salt burgers and sausages. ● HEPCW members are able to engage HEPCW’s search for more healthier options which are suitable for their market has also led with the local community, and re-invest to joint work on new product ranges. After some of its expenditure souring a potential new supplier, UWIC, ● Suppliers develop products and services Newport, Cardiff and Glamorgan Universities that entirely reflect HEPCW’s needs, and worked with the SME to develop a range of over trial new developments 20 ‘healthy options’ and vegetarian sandwiches, together with bespoke labelling and market ● Suppliers able to make suggestions branding, to ensure that students had options to which improve overall quality of select more nutritious products. As some of the HEPCW’s service to students, and HEPCW members also make their own filled rolls student satisfaction and baguettes, Cardiff University have been ● Improved student nutrition linked to working with HEPCW’s contracted sandwich improved concentration and filling manufacturer on developing its product performance 26 20312 WPI Case Study 15/4/05 7:49 am Page 27
“In a recent tender to provide food for school children, we were able to present a trendier, more appealing and healthier product range as a result of our work with HEPCW.”
portfolio to meet HEPCW’s requirements. Lessons Learned Swansea University has worked with a local bakery to develop a ‘University French ● Demonstrating openess to new ideas, and Stick’, with a longer fresh life period. talking to suppliers allows them to innovate and provide better quality UWIC and Glamorgan Universities host products, and often healthier options. regular supplier workshops covering topics such as storage, handling, preparation and ● Collaboration across public sector recipe development opportunities. These organisations makes it easier for suppliers workshops are attended by most of the to engage, and for good ideas to be Universities’ catering staff, and provide them shared. with a better understanding of the products they use and sell to students. ● Smaller local suppliers are often more willing to be flexible and develop their Aberystwyth University has teamed up with products. a number of other public organisations in the west Ceredigion area to provide development opportunities to suppliers in their local region, particularly fresh produce. Future Developments UWIC’s ‘Design Wales’ service, funded by HEPCW continues to work closely with its Welsh Assembly Government to provide suppliers to improve product quality and to advice to SMEs on all aspects of brand ensure that students are both provided with development work with a number of greater quality choice and encouraged to choose suppliers in the food sector, some of whom healthier options. are also in dialogue with the HEPCW members, including a sandwich manufacturer and a Welsh chocolate Supplier’s Story manufacturer. Other suppliers have TVS Catering Ltd is already witnessing the benefited from advice, guidance and benefits of the initiative, having been able to training offered by UWIC’s Food Industry gain access to a new market in the student Centre. population and identify new opportunities to extend their product range with a line of cost Most of HEPCW’s larger suppliers have effective and nutritious products. dedicated marketing and promotion budgets, and the Universities are working Deborah Wortelhock, Director of TVS Catering with the suppliers to ensure that where Ltd says: “In a recent tender to provide food for possible these marketing budgets are used school children, we were able to present a to influence students towards better more trendier, more appealing and healthier product healthy life-styles. Examples have included range as a result of our work with HEPCW. On canteen cooking demonstrations, which the back of popular shows like Jamie Oliver, the have combined with promotion of sauces government is looking for healthier alternatives and home cooking products and illustrations and our new line reflects this change in thinking. of how students may prepare economic and We’ve even developed a vegetarian range of healthy meals in their residences. sandwiches based on students’ preferences, which has proved popular with our other customers.”
Contact
Peter Standfast, Head of Procurement UWIC and Secretary to HEPCW Food Group Email: [email protected]
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Rhondda Cynon Taf Council Lamb for lunch school meal pilot
Rhondda Cynon Taf Council has set up a complete local supply chain to deliver better quality ● Better animal welfare and reduced meals, using locally reared lamb emissions through fewer travelled miles into schools and meal services in a ● Positive influence on food culture through educational links way that is both cost effective and ● sustainable. Model for future Background Features of the Pilot Rhondda Cynon Taf Catering Direct, part of Rhondda Cynon Taf Council (RCTC) provide ● Partnership working – within the 5 million meals per year for schools and social Council and with suppliers services, and have an annual expenditure on ● Supply Chain development – planning, food of £3.3 million. RCTC carry out certainty, efficiency gains procurement in collaboration with three other Councils and are the lead on the meat contract, ● Product Development – animal, cuts, worth £500,000 per annum. RCTC’s Community menus Plan had recognised the benefits of buying ● Open Book approach locally where this could offer value for money. ● Relationship development – As a member of the WPI’s SME Food flexibility, trust Development Pathfinder, RCTC was keen to develop real change in its food procurement. Resulting Benefits Taking a cross-functional approach, procurement, catering, and Trading Standards ● Expenditure re-invested in the local officers met to look at what could be done economy – multiplier effect throughout differently. Lambing is the main farming activity the chain in the RCT area, and communication had been ● Suppliers able to invest through strengthened through the establishment of a local Butchers Forum the previous year, improved certainty of sale providing a sound basis to take this specific pilot ● Better use of the current supply chain forward. ● Savings taken out of supply chain making it more efficient and cost Description effective For the first time the Team reviewed their entire ● Improved taste – three dishes put supply chain. They found that their locally based forward for Taste of Wales awards; supplier only used local lamb in season, with the greater uptake in schools expected on bulk being sourced from New Zealand. The the basis of the quality of the product Team therefore called a meeting with all the relevant parties to understand the issues. This ● Improved nutritional value – 15 per cent included the National Farmers Union, the increase in protein per portion against Farmers Union of Wales, local farmers, Caroline Walker standard of 12 per cent butcher/cutter, the abattoir, and the existing ● Full traceability of meat – locally based food processor. Cost, capacity and reducing health risks seasonality were acting as barriers to an effective local supply chain, however by working together, ● Reduced wastage of meat through through the existing contract, the group found different cuts all these barriers could be overcome. ● Council shown to respond to and address local concerns
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RCTC agreed to buy 1800 lambs per year. The The products, produced through the new supply guaranteed volumes meant the cost of risk could chain have been provided in Community meals be taken out, and the abattoir could develop the since October 2004. On 1 November 2004 the required capacity. RCTC existing menus only products were introduced into 159 primary used prime cuts. By developing new cuts, and schools and 17 secondary schools. Staff new uses for all the lamb meat, wastage could identified an issue with young children not being be reduced. This required a heavier lamb of able to recognise the meat dishes, therefore, 40lb. RCTC’s existing food producer had time has been spent by staff to introduce the recently developed its freezing capacity, new products to the children. RCTC is now which meant that lamb products could be working with the supply chain on developing frozen and made available all season. educational programmes for school children.
Outcome The Group agreed to make the changes and Lessons Learned work on an open book basis. Shepherd’s ● pies, Lamb Bolognaise and Lamb and Leek It has been proved possible to work in curries were developed, all of which partnership with local suppliers, producers exceeded the Caroline Walker nutritional and food developers, albeit in this pilot at standard guidelines. RCT Catering Direct an increased cost. However the found that the goodwill generated, meant experience has been of value to all parties. products could be changed at short notice. ● A reduction in the cost of a meal is For example, a too finely minced lamb was altered within days of its public trial, unlikely due to the nature of the product allowing 4,000 people to give good and source. More funds would need to be feedback on the new products. made available to allow Local Authority Caterers to continue to purchase local Costs and margins were agreed in August lamb. and production began. Although basic meal ● costs are higher than the alternative The model can be applied to other food processed food product, RCTC considered products, which may not carry a cost that the wider benefits outweighed the premium. increased costs.
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“We’ve had good feedback from consumers, with many saying there’s a full turnout when a roast dinner with Welsh lamb is on the menu!”
Future Developments Supplier’s Story RCTC plans to sustain the initiative. When Baraka Foods, who has been working with local tendering food contracts in the future it will suppliers and RCTC on this pilot are already now be looking for suppliers who are seeing the benefits of the Lamb for Lunch prepared to get involved in product and initiative, having been able to assess current supply chain development, and recognise product offerings and identify new opportunities the benefits of partnership working. to extend their product range.
Charles Newham, Managing Director of Baraka Foods says: "Through the pilot we have seen positive effects on our new product development process and we expect to see more business as a result of the project. As soon as we became aware of the sustainable development programme we started looking into new products using local Welsh meat and have since developed a Lamb and Leek Curry, a Lamb Bolognaise, a Lamb Shepherds Pie. Since the original pilot we have worked hard to identify new suppliers of other meats and ingredients and are pleased to announce that we are now able to offer both Chicken and Beef products."
Tudor Meats, who has been working to provide Welsh Lamb to RCT, has already seen an increase in sales and high expectations for new business in the future.
William Tudor, Director of Tudor Meats says: "The initiative is solidly building and growing in awareness and interest and other local authorities and farmers are closely watching its progress and resulting benefits. We’ve had good feedback from consumers, with many saying there’s a full turnout when a roast dinner with Welsh lamb is on the menu!”
Contact
Anne Bull, Head of Catering Direct, Rhondda Cynon Taf Council Email: [email protected]
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