The impacts associated with what we grow, how we transport it and how we dispose of it need to be taken into account when making a purchasing decision, writes Keith Hinchcliffe, food trading manager at NHS Supply Chain

As the largest supplier of hospital food in England and operated by DHL, NHS Supply Chain is always on a mission to improve choice and reduce the costs of produce. But now, in the tougher economic climate, there is a renewed effort to ensure that suppliers’ sustainable practices can also demonstrate the highest ethical standards.
    
Whilst we welcome the ideals of this, the delivery route is far more complicated than most people imagine.
    
As a responsible supplier of around 60 per cent of hospital food, NHS Supply Chain is a strong supporter of sustainable practices. People who want to supply food to the NHS need to do more than talk a good story. They need to demonstrate that whether they are individuals, small or medium sized enterprises or multi corporations they meet our principles.

Responsible purchasing
Sustainable food considers the impact that our food choices have on the environment, the seasonal nature of fresh produce, the methods used by farmers to grow food and how they sell to public services impacts upon both local and global economies.  
    
The impacts associated with what we grow, how we transport it and how we dispose of it need to be taken into account when making a purchasing decision. Sustainable food also considers the impact of what we eat – looking at whether the food is healthy, fresh and nutritious and contributing to the government’s overall objective of achieving a better quality of life.
    
Last year we had a major drive to underpin all our food contracts with the Ethical Trading Initiative (ETI) to ensure ethical and safe farming practices, and that suppliers are continually developing its practices to encompass sustainability. ETI is a ground-breaking alliance of companies, trade unions and voluntary organisations working in partnership to improve the working lives of people across the globe that make or grow consumer goods.
    
This means that our suppliers need to show a commitment to reduce food miles, carbon reduction and unnecessary packaging; ensure safer farming practices – including pesticide use – animal welfare and fish sourcing; and provide fresh seasonal produce, where possible, with an optimum shelf life.

Tendering process
Although hospitals can chose their own products, it is very important that we can reassure those who do use NHS Supply Chain that we can offer them a complete and reliable service in meeting their varying needs.
    
That is why in 2010, NHS Supply Chain introduced a new tendering process. These stringent updated measures also scored potential suppliers on their sustainable credentials – with greener companies getting higher marks.
    
We naturally need to ensure our work is cutting edge and meets the government’s latest standards. Our process reflects The Department of Health (DH) Healthier Food Mark Scheme, but the Department for Environment, Food and Rural Affairs (DEFRA) Public Sector Food Procurement Initiative (PSFPI), also independently show that we are supporting British business as they supply around 70 per cent of food products.
    
We also need to work closely with the Hospital Catering Association (HCA) and catering managers across the NHS to make sure we are able to supply what items they need and in a manageable format.
    
In simple terms, you would expect that all our eggs meet minimum European standards, but we need to make sure they are locally sourced where possible, use minimum packaging that protects them during transportation and have shelf lives that are marked to ensure they can be used while they are fresh.
    
This is just one example where we take the role of the shopper as we would expect the same standards and quality as discerning people make when they are shopping for their own food.

Fair opportunities
All NHS Supply Chain food contracts are tendered following an open procedure which gives all operators a fair and equal chance of gaining work. Our feedback has been very encouraging with small and medium sized firms positively displaying good management standards across their business and winning more work.
    
To ensure the order process is as smooth as possible, NHS Supply Chain has set up a dedicated area on their website for catering, www.supplychain.nhs.uk/catering. Catering managers can browse the full product range and search by postcode for local suppliers that deliver to their trust and find useful information such as seasonal availability of fresh produce, along with how to run mini competitions.

New contracts
In November we launched a new meat and poultry contract that will have a strong local supplier base; milk, cream, bread and morning goods was launched in September and fresh and prepared fruit, vegetables and eggs commenced in August. All have an increased supplier base offering a wider local choice – milk and bread alone by 158 per cent.
    
But that is not the end of the matter. NHS Supply Chain works with the contractors for continuous improvement across technical, food safety and due diligence areas and the shared support has reaped good rewards.
    
To supplement these vital aspects of any Trust’s food purchasing requirements, NHS Supply Chain use independent auditors STS to check that all food products supplied via our framework agreements are delivered by accredited suppliers. This provides peace of mind to Trust Supplies and Catering Managers alike, especially when they are ordering high risk products such as meat and poultry.
    
For all the suppliers for the meat and poultry contract, there is an additionally early unannounced audit. This covers production and processing of the meat – from receipt as a carcass through to consumption – with final visits undertaken to check the final product received at hospital sites as agreed by the selected catering department.
    
Sustainability matters to all of us and by implementing strong ethical standards across all food contracts and encouraging local suppliers and SMEs to bid for contracts, our pioneering approach is leading the way within the public sector.

Ambient goods
Unprecedented global price increases of up to 70 per cent on key commodities like wheat, orange juice and coffee has put an additional strain on already limited budgets. And with rapid price changes there can be an almost endless circle of having to re-tender and receiving bigger bills than expected.
    
NHS Supply Chain’s senior ambient food buyer, Jill Massey, is very clear about the importance of this business: “Sustainable and ethical sourcing of ambient goods brings with it a different set of challenges to the fresh produce sector. Much of the raw ingredients such as coffee, tea and juices are not available locally and therefore require a different approach to sourcing.
    
“Recognised accreditation such as Fairtrade and Rainforest Alliance offer assurance that goods and services have been produced to ensure sustainable benefits socially, economically and environmentally. That said, with the ever growing demand for accredited goods, manufacturers are beginning to feel the limitations with regard to consistent availability of sufficient raw materials. Working with key suppliers to provide forecasts and potential range developments, will help NHS Supply Chain keep goods available and at the same time encourage developing and new products in the pipeline.  
    
“In addition, NHS Supply Chain works with suppliers to ensure products which are not accredited are sourced with the same high standard and corporate responsibility.
    
“Where products are sourced and provided from the UK, NHSSC are working with a number of small to medium enterprises to develop ranges and specifications to meet the requirements of NHS Caterers.  It is these relationships which will provide the opportunity for NHS Supply Chain to develop the Choice for Catering range which is due to be launched to the market towards the end of 2011. This will involve an end to end sourcing strategy working with key suppliers to ensure not only quality representing value for money but also long term opportunities for local and global ethical sourcing.”

For more information:
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Web: www.supplychain.nhs.uk

NHS Supply Chain undertake the following:

•    Liaise directly with the customer base via customer groups to ensure our frameworks meet their needs

•    Professionally tender framework agreements through the OJEU process which incorporate sustainability requirements and targets and optimum consumption of local seasonal produce

•    Constantly review frameworks to investigate cost reduction opportunities

•    Ensure audits are undertaken to provide a due diligence defence  

•    Maximise savings for the customer base.