Statutory shellfish E.coli monitoring service for Shetland and Orkney

Purpose of this engagement:

Cefas is undertaking market engagement to inform a future procurement for delivery of statutory microbiological monitoring services on behalf of Food Standards Scotland (FSS). This notice is not a call for competition or a commitment to procure. Its purpose is to help potential suppliers understand the anticipated requirement, test the deliverability of the proposed service model and provide an opportunity to raise technical, logistical, commercial and implementation questions before any formal procurement is launched.

Background

FSS operates an official control programme to monitor faecal contamination in live bivalve molluscs and support the classification of shellfish harvesting areas, for which Cefas coordinates aspects of programme delivery. The anticipated contract will principally cover existing classified production areas and new areas seeking classification in Shetland and Orkney. Current planning assumptions indicate approximately 52 shellfish samples per month, or 624 per year, but volumes and locations may change in response to regulatory requirements, classification decisions, incidents, seasonal activity or changes in the monitoring plan. The geographical scope of the work may be expanded to other Scottish areas.

Market feedback sought:

Cefas will hold two online market-engagement sessions for potential applicants. During each session, Cefas will provide an overview of the service, including the logistics, sample-management, analytical and reporting requirements, and will respond to comments and questions raised by suppliers. The sessions are intended to help suppliers understand the proposed requirement and identify any practical issues, risks or points requiring clarification before a formal procurement is launched. The sessions will also provide Cefas with an opportunity to review any potential changes required to the scope of the work or intended contractual details. The sessions will take place on 15/10/26 at 15:00 and 19/10/26 at 10:00 via MS Teams. Interested organisations should register on Eventbrite at https://www.eventbrite.co.uk/e/cefas-market-engagement-statutory-shellfish-ecoli-monitoring-service-tickets-2002621752571 no later than 2 days prior to the events. Organisations may submit questions in advance to [contact details removed] Participation in either session will not confer any advantage in a subsequent procurement, and non-participation will not prevent an organisation from taking part in any future competition. A summary of the questions and responses will be made available as part of the procurement process.

Details of service required:

The requirement is for an integrated end-to-end service including laboratory analysis, as well as coordinating the logistics needed to move samples from remote island locations to its laboratory in a condition and timeframe suitable for official control testing. Sample collection itself will be undertaken under separate arrangements, but the supplier must work closely with sampling contractors and any FSS-approved industry collectors.

• Logistics and sample management: establish reliable delivery arrangements from Shetland and Orkney; pay transport costs; provide and replenish approved packing and transport equipment; coordinate with sample collectors; monitor weekly schedules; support correct packaging and documentation; receive samples Monday to Friday, including early or late deliveries where necessary; and maintain contingency arrangements for disruption. Samples must reach the laboratory in time for analysis to begin within 48 hours of collection and sample temperature must remain within 1-10°C before start of analysis.
• Laboratory analysis: receive, identify, assess and log samples; check submission information and resolve discrepancies; reject unsuitable samples in accordance with agreed criteria; analyse all programme samples using one approved UK National Reference Laboratory method for enumeration of Escherichia coli in bivalve molluscan shellfish—either the 5-tube, 4-dilution MPN method derived from ISO 16649-3 or the colony count method based on ISO 16649-2; and meet the required turnaround times.
• Reporting and coordination: upload results, rejections and associated information to the FSS Shellfish Monitoring & Classification system (Shellfish Monitoring and Classification Scotland - Dashboard using agreed templates; support urgent follow-up and resampling; provide monthly and quarterly performance information; maintain records and audit trails; and work with Cefas, FSS and sample collectors to resolve operational issues and improve delivery.

Indicative supplier requirements:

• Designation, or the ability to obtain designation during mobilisation, as an official laboratory by FSS.
• ISO/IEC 17025 accreditation for the relevant shellfish matrix and selected analytical method, maintained throughout delivery, with satisfactory method validation, quality assurance and proficiency-testing performance.
• Access to an appropriately appointed Food Examiner, supported by trained, competent and authorised analytical staff who are free from conflict.
• Sufficient routine capacity, operational resilience and contingency provision to maintain the service and respond to incidents or temporary additional demand.
• Ability to mobilise logistics, laboratory, data-reporting and governance arrangements during an anticipated two-month transition period and to be fully operational from 1 April 2027.
• Ability to deliver the requirement without subcontracting (other than for sample transport logistics).

Indicative pricing requirements:

• A fixed unit charge per results reported
• A fixed unit charge per sample transported from Shetland
• A fixed unit charge per sample transported from Orkney

Invoicing will be monthly in arrears.

Indicative contract duration:

One year with the option to extend for a further 2 periods of 1x 36 months and then 1x 24 months (subject to agreement with FSS).