Section one: Contracting authority
one.1) Name and addresses
Glasgow City Council
40 John Street
Glasgow
G2 1DU
Contact
Caroline Dougan
caroline.dougan@glasgow.gov.uk
Telephone
+44 1412876845
Country
United Kingdom
NUTS code
UKM82 - Glasgow City
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00196
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publictendersscotland.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of Supply (leasing), Delivery, Installation inclusive of maintenance, annual Pressure Systems Safety Regulation (PSSR) 2000, Ad-hoc Repairs of Hot Beverage Machines and Hot Beverage Consumables
Reference number
GCC006372CPU
two.1.2) Main CPV code
- 15860000 - Coffee, tea and related products
two.1.3) Type of contract
Supplies
two.1.4) Short description
The objective of this procurement exercise is to appoint a Supplier to provide the Provision of Supply (leasing), Delivery, Installation inclusive of maintenance, annual Pressure Systems Safety Regulation (PSSR) 2000, Ad-hoc Repairs-Service of Hot Beverage Machines and Hot Beverage Consumables
This will include the supply, delivery, installation and ongoing maintenance, regulated annual checks, ad hoc service-repairs and hot beverage consumables.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 03131100 - Coffee beans
two.2.3) Place of performance
NUTS codes
- UKM82 - Glasgow City
Main site or place of performance
Glasgow area
two.2.4) Description of the procurement
The objective of this procurement exercise is to appoint a Supplier to provide the Provision of Supply (leasing), Delivery, Installation inclusive of maintenance, annual Pressure Systems Safety Regulation (PSSR) 2000, Ad-hoc Repairs-Service of Hot Beverage Machines and Hot Beverage Consumables.
This will include the supply, delivery, installation and ongoing maintenance, regulated annual checks, ad hoc service-repairs and hot beverage consumables of the following elements-
Lease of Hot Beverage Machines and supply of associated products
Barista Espresso machines
Automatic Grinder and knock out drawer
Bean to Cup automated with milk fridge machine
Short term hire of event equipment including Bean to Cup automated machines for major events- hospitality
Soluble Hot Beverage machines
The successful Supplier must also provide-
Arrangement for annual PSSR regulatory checks
Supply and delivery of hot beverage consumables
Maintenance- Ad-hoc repairs
The lease of the hot beverage machines will include arrangement for installation, maintenance, annual regulatory PSSR checks and repairs.
The hot beverage machine for installation will be supplied by the successful Supplier and will be required to be installed into the named premises within the Glasgow area. The council will not lease the machines directly with any 3rd party, the lease contract with be directly with the successful Supplier.
For the avoidance of doubt, the successful supplier can utilise a 3rd party for leasing, but the contract will be with the Council and the successful Supplier. The successful supplier will manage the entire process of leasing directly with the council.
two.2.5) Award criteria
Quality criterion - Name: Service Delivery -Cafe and Venues / Weighting: 10
Quality criterion - Name: Service Delivery - Secondary Schools / Weighting: 10
Quality criterion - Name: Service Delivery - Roles and Responsibilities / Weighting: 16
Quality criterion - Name: Maintenance and Annual PSSR / Weighting: 5
Quality criterion - Name: Sustainability / Weighting: 9
Quality criterion - Name: Fair Work First / Weighting: 5
Quality criterion - Name: Training / Weighting: 5
Price - Weighting: 40
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
63
This contract is subject to renewal
Yes
Description of renewals
12 months prior to the expiry date, the council may consider commencing a new tender process.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.12) Information about electronic catalogues
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
List and brief description of selection criteria
Bidders must comply with the undernoted financial requirements in order to participate in the tendering process-
There is a minimum financial requirement that affects trading performance, and balance sheet strength.
Financial requirements for trading performance and balance sheet strength should be calculated on latest filed accounts with Companies
House.
Trading Performance
An overall positive outcome on EBITDA earnings over a 3 year period
Exceptional items can be excluded from the calculation.
The above would be expressed in the ratio EBITDA-Turnover
Balance Sheet strength
Net worth of the organisation must be positive at the time of evaluation and organisation must not be subject to an insolvency process.
Intangibles can be included for purposes of the Total Assets figure.
The above would be expressed in the ratio Total Assets-Total Liabilities
If an applicant is only required to file abbreviated accounts with Companies House, then in the event of the company being successful in the procurement process, full set of accounts will be required for the last 2 individual years filed in order for the 3 year profitability requirement to be verified.
An applicant should have no outstanding issues, with regard to statutory filing requirements with Companies House.
Applicants who have been trading for less than the 3 years noted above must provide
evidence that they are complying with the above minimum financial requirements for the period in which they have been trading.
Applicants who do not comply with the above financial requirements but are part of a Group, can provide a Parent Guarantee (in the Council style) if the Parent company satisfies the financial requirements stipulated above.
Glasgow City Council reserves the right, at its own discretion, to seek such other information from the Bidder in accordance with Regulations 61(7) or Regulation 61 (8) of the Public Contracts (Scotland) Regulations 2015 to prove the Bidder's economic and financial standing.
Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations, and have available their two (2) most recent sets of annual audited accounts including profit and loss information.
Any Bidder that fails to achieve or exceed the criteria as stated above will be excluded at this stage.
Minimum level(s) of standards required:
Minimum level(s) of standards possibly required
Glasgow City Council’s Insurance Requirements are-
Bidder shall take out and maintain, throughout the period of the contract, Employer’s Liability insurance to the value of at least TEN MILLION POUNDS STERLING (10,000,000) in respect of any one claim and unlimited in the period.
Bidder shall take out and maintain, throughout the period of the contract, Public Liability insurance to the value of at least TEN MILLION POUNDS STERLING (10,000,000) in respect of any one claim and unlimited in the period.
Bidder shall take out and maintain, throughout the period of the contract, Products Liability insurance to the value of at least TEN MILLION POUNDS STERLING (10,000,000) in respect of any one claim and unlimited in the period.
Motor Insurance – Bidder shall take out and maintain throughout the period of their services, at least statutory Motor insurance cover as per the Road Traffic Act 1988.
Indemnities, Insurance and Fraud - The Supplier’s maximum liability under this contract is TEN MILLION POUNDS STERLING (10,000,000).
The above insurances shall be with an insurance company registered with Financial Conduct Authority (FCA) in the UK, or equivalent body for EU member states by the council and any organisation shall not sub-let or sub-contract any part of the commission unless the sub-contractor is similarly insured, unless the council agrees otherwise. It is the express responsibility of the lead organisation to ensure this is the case.Should the Bidder not have the specified insurances at the time of tendering then, the Bidder must certify in their response to this ITT that the specified insurance will be obtained.
three.1.3) Technical and professional ability
List and brief description of selection criteria
List and brief description of selection criteria:
Please refer to Document One - Invitation to Tender within the Attachment area of the portal within PCST for further details.
Technical & Professional Ability
Bidders are required to provide evidence of having the necessary capacity and capability to deliver the requirement.
Bidders are required to respond to question 4C.1.2 within the qualification submission of the tender.
Please provide 2 relevant examples of supplies and or services carried out during the last five years as specified in the Contract Notice and Document One ITT-
Example 1 50 percent
Example 2 50 percent
Total Section 100 percent
Bidders must score a minimum threshold of 60 percent out of 100 percent in total for these example questions.
Any Bidder who fails to achieve the minimum points score for any question will be disqualified.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As referred to in Document One - Invitation to Tender and Document Two -Terms and Conditions
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open 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
26 May 2025
Local time
12:00pm
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: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
26 May 2025
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Estimated timing for further notices to be published:
March 2029
six.2) Information about electronic workflows
Electronic ordering will be used
six.3) Additional information
Economic operators may be excluded from this competition if they are in any situations referred to in regulation 58 of the Public Contracts
(Scotland) Regulations 2015.
For SPD Questions 4D.1, 4D1.1, 4D1.2, 4D2, 4D2.1 and 4D2.2; Bidders should hold the relevant certificates for Quality Assurance
Schemes and Environmental Management Standards . If Bidders do not hold the relevant certificates, they will be required to respond to
supporting questions.
Bidders must complete Document Eight – Health and Safety Questionnaire and submit it with the tender submission (Only bidders who
pass the health and safety aspect shall be considered.
Freedom of Information Act
Information on the FOI Act is contained in Appendix A of the ITT.
Applicants must note the implications of this legislation and ensure that any information they wish the council to consider withholding is specifically indicated on the FOI certificate (NB the council does not bind itself to withhold this information).
Tenderers Amendments
Bidders must enter any clause, condition, amendment to specification or any other qualification they may wish to make conditional to this
offer.
Prompt Payment
The successful Supplier shall, as a condition of being awarded the tender, be required to demonstrate to the council's satisfaction that all funds due to the tenderer's permitted sub-contractors in respect of these works are paid timeously and that as a minimum invoices rendered by subcontractors shall (unless formally disputed by the tenderer) be paid within 30 days of receipt. The successful tenderer shall also impose this condition on its sub-contractors in respect of payments due to any sub-sub-contractors, if any.
Non Collusion
Bidders will be required to complete the Non Collusion certificate.
Insurance Mandate
All successful suppliers will be required to sign an Insurance Mandate, contained in the buyers attachments area within the PCS Tender portal authorising the Council to request copies of insurance documents from the supplier’s insurance provider. If the mandate is not signed and returned the Council reserves the right to request copies of insurance certificates from bidders at any point during the contract period.
Terms and Conditions are located within the attachments area within the PCS Tender portal and are reference Document Two.
Additional information pertaining to this contract notice is contained in the Invitation to Tender Document One.
Bidders must ensure they read all the attachments available in the attachment area in line with this contract notice.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 58762. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Minimum Community Benefit Points (CBP) Required = 420
The outcomes may be chosen from any of the Themes available on the Menu.
Community benefit points will be triggered once the spend reaches 50,000 (GBP).
(SC Ref:794475)
six.4) Procedures for review
six.4.1) Review body
Glasgow Sheriff Court and Justice of the Peace Court
PO Box 23 1 Carlton Place
Glasgow
G5 9DA
Country
United Kingdom
Internet address
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Precise information on deadline(s) for review procedures:
Glasgow City Council must, by notice in writing as soon as possible after the decision has been made, inform all tenderers and candidates concerned of its decision to award the contract. The Council must allow a period of at least the relevant standstill period (where the notice is sent by facsimile or electronic means the period is 10 days ending at midnight at the end of the 10th day after that on which the last notice is sent, when sent by other means the period is 15 days) to elapse between the date of despatch of the notice referred to in Regulation 86 of The Public Contract (Scotland) Regulations 2015 (“the Regulations”). The Council is obliged to comply with the Regulations and any eligible economic operator can bring an action in the Sheriff Court or the Court of Session where as a consequence of a breach by the Council, suffers or risks suffering loss or damage. The bringing of court proceedings during the standstill period means that the Council must not enter into the contract unless the proceedings are determined, discontinued or disposed of;
or the court, by interim order, brings to an end the prohibition. The bringing of court proceedings after the standstill period has elapsed and the remedies that are available to the courts are detailed in the Regulations. Economic Operators can write to the Council seeking further clarification on the notice, to which the Council must respond within 15 days. Economic Operators should be mindful to seek their own independent legal advice when they consider appropriate to do so.