Section one: Contracting authority
one.1) Name and addresses
The Corporate Officer of the House of Commons and the Corporate Office of the House of Lords
Parliament Square
LONDON
SW1A0AA
Contact
Tom Davis
Telephone
+44 2072190511
Country
United Kingdom
NUTS code
UKI32 - Westminster
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/parliamentuk/aspx/BuyerProfiles
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/parliamentuk/aspx/Tenders/Current
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/parliamentuk/aspx/Tenders/Current
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Catering EPOS and Stock Control solution
Reference number
PI1301641
two.1.2) Main CPV code
- 48110000 - Point of sale (POS) software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
The authority is looking to appoint a single contract through the Restricted procedure for a maximum contract term of 8 years (initially a 5-year term with three 12-month extensions). An invitation to tender (ITT) will be issued providing full details of the requirement. Suppliers are welcome to form groups or partnerships for this opportunity but one supplier must act as the lead bidder.
The solution, whether provided by a sole supplier or multiple suppliers in partnership with one acting as lead supplier, must allow for data to be shared between the stock inventory and ePOS elements.
The Houses of Parliament are responsible for operating a wide range of catering, refreshment and retail facilities to support Members, Peers, staff, contractors and visitors across 5 buildings within the Parliamentary Estate. The House of Commons and House of Lords are separate reporting entities and operate separate business functions to manage purchasing, receiving, food & beverage control, accounting and finance.
The Houses of Parliament currently operate 31 catering outlets on the Parliamentary Estate; there are 12 within the House of Lords and 19 within the House of Commons; The solution will operate across catering outlets in both House of Commons and House of Lords as well as the House of Lords gift shop.
two.1.5) Estimated total value
Value excluding VAT: £2,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48430000 - Inventory management software package
two.2.3) Place of performance
NUTS codes
- UKI32 - Westminster
two.2.4) Description of the procurement
The authority is looking to appoint a single contract through the Restricted procedure for a maximum contract term of 8 years (initially a 5-year term with three 12-month extensions). An invitation to tender (ITT) will be issued providing full details of the requirement. Suppliers are welcome to form groups or partnerships for this opportunity but one supplier must act as the lead bidder.
The solution, whether provided by a sole supplier or multiple suppliers in partnership with one acting as lead supplier, must allow for data to be shared between the stock inventory and ePOS elements.
The Houses of Parliament are responsible for operating a wide range of catering, refreshment and retail facilities to support Members, Peers, staff, contractors and visitors across 5 buildings within the Parliamentary Estate. The House of Commons and House of Lords are separate reporting entities and operate separate business functions to manage purchasing, receiving, food & beverage control, accounting and finance.
The Houses of Parliament currently operate 31 catering outlets on the Parliamentary Estate; there are 12 within the House of Lords and 19 within the House of Commons; The solution will operate across catering outlets in both House of Commons and House of Lords as well as the House of Lords gift shop.
Per annum, the outlets cumulatively generate over 2.5 million sales transactions across food, bar and gift shop services. During periods of high volume, total daily transactions may be up to 13,000 food sales, 2,000 retail (souvenir) sales and several hundred bar sales.
The procurement will be carried out on the Houses of Parliament's e-procurement portal: http://in-tendhost.co.uk/parliamentuk and any interested party should register on the portal now.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
This contract is subject to renewal
Yes
Description of renewals
3x12m extensions
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
19 February 2024
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
3 April 2024
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 12 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.2) Information about electronic workflows
Electronic invoicing will be accepted
six.3) Additional information
A previous tender opportunity was advertised in February 2023 but did not result in the award of a contract and the procurement was abandoned.
To improve access to this opportunity and make it easier for potential suppliers to tender we have:
-Carried out a market engagement (Request for Information) exercise to check our requirements are achievable.
-Reduced the number of requirements and questions to answer
-Reduced the number of mandatory or 'Pass/Fail' requirements
-Redesigned the evaluation criteria to focus on outcomes and objectives
-Reduced the minimum annual turnover from £1m to £500,000
six.4) Procedures for review
six.4.1) Review body
The High Court
London
Country
United Kingdom