The Felix Project Community Organisation application form

7. Service Level Agreement between recipient projects and The Felix Project

We will aim to deliver food donations to you to help you meet your charitable aims. We will agree appropriate dates and times with you for receiving the deliveries, trying where possible to accommodate the preferences you have indicated above. Where we do deliver food donations to you, you agree that we do so on the following mutual understanding:

1. You acknowledge that you are authorised by your organisation to sign this letter on its behalf.

2. You understand that the types and quantities of food donations available may vary on each delivery.

3. You acknowledge that the intended purpose of the food donation is for distribution in accordance with the charitable purpose and aims of your organisation and not for any other purpose. Under no circumstance should any individual, organisation or contractor involved in any capacity with your charity make any form of financial gain from the food donations we deliver.

4. You will cooperate with any reasonable requests and instructions we give to you in connection with the donations (including signing a receipt for any donations confirming the time and date you received them) and ensure there is someone at the delivery location at any agreed times to receive the donations.

5. Although we will check the food and drink donated to you is fit for human consumption before we deliver it, you acknowledge that the donated products are provided to you on an “as is” “as available” basis without warranty or condition of any kind (express or implied) unless and only then to the extent required by law. You should satisfy yourself that any donated products are still fit for human consumption before you use or provide them to any recipients and will take in to account any use by or best before dates on any packaging provided with the products or as advised to you by us.

6. You confirm that the information you have provided above relating to the food handling facilities at your site is accurate and that you will notify us at any time if such facilities and/or your ability to receive and handle our food donations change.

7. You acknowledge that some of the donated food may contain (or have been prepared in an environment which contains) allergens (including gluten, eggs, nuts and dairy). You will ensure to that you make any recipients of those donations aware that such products may contain such allergens.

8. You acknowledge that from the point you receive any food donations, they are your sole responsibility and you will comply with all applicable laws, including food safety legislation and all health and safety and hygiene rules and regulations applying to the preparation, storage, transportation, distribution and disposal of food products.

9. You will obtain and maintain all necessary insurance, licences and consents in order to be able to prepare, store, distribute, transport and dispose the products as envisaged by this letter.

10. You understand that you must ensure that all staff handling food donations are adequately trained and supervised. During food preparation there must be at least one person in a direct supervision role who has received formal food hygiene training, i.e. holds a Level 2 Certificate in Food Safety or equivalent.

11. You understand that your organisation must have policies in place which are adhered to relating to: pest control, hazard analysis, temperature control, cleaning schedules, training records and personal hygiene.

12. You agree that you will have effective procedures in place for the security, receipt and storage of food provided by us. We accept that some food which is excess to requirements may be given to individuals in need for their personal consumption/use. You understand that it is your responsibility to ensure that the recipient is aware of the terms of the donated food as outlined in this letter.

13. You understand that food donations from us must be securely stored at your organisation’s site and may not be stored at anyone’s home or in a food preparation area that other organisations or individuals may have access to without your agreement.

14. You understand that any donated food not used must be disposed of safely, after first removing wrappers and all other packaging identifying the manufacturer or supplier.

15. You must inform us immediately in the event that any food supplied by us is stolen from you so we may in turn inform the supplier. Follow-up confirmation must be made in writing and the incident must be reported to the police.

16. You confirm that your organisation is registered as a food business with the relevant council’s Environmental Health service. You agree to send a copy of any written report or order received from an Environmental Health Officer to us and we may share this information with our suppliers. You agree to keep us informed of any such reports or orders.

17. You agree to allow one of our staff members to make an initial inspection of your organisation’s food preparation areas before deliveries start, where possible, and to make return visits unannounced during the duration of the agreement. You agree to make any necessary changes to procedures as advised by our representative following any such inspection.

18. You agree to inform us if contact details change and to complete any monitoring and data collection as requested by us, and understand that failure to comply with these requirements will result in the termination of supply of products from us.

19. To the maximum extent permitted by law, we disclaim all responsibility and liability, whether based in contract, tort (including negligence), strict liability or otherwise, for any expenses, losses or damages suffered by any third party who receives the donated products from you. We and our suppliers will not under any circumstances be liable in connection with this letter for any indirect or consequential loss or damages nor any matter beyond our reasonable control. Nothing in this letter is intended to exclude or limit any liability that may not be excluded or limited by law.

This letter and any non-contractual terms arising out of or in connection with them shall be governed by, construed and take effect in accordance with English Law. The courts of England have exclusive jurisdiction to settle any dispute arising out of or in connection with these terms and the parties submit to the exclusive jurisdiction of the English courts.

We trust that the above is acceptable and very much look forward to working with you on this project.

Please confirm your agreement by signing the enclosed copy of this letter and sending it back to us. If you have any questions, please do not hesitate to get in touch.



  *This question is required.