Section one: Contracting authority
one.1) Name and addresses
University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
Contact
James Clarke
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
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
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
University Sports Clothing
Reference number
EC1036
two.1.2) Main CPV code
- 18000000 - Clothing, footwear, luggage articles and accessories
two.1.3) Type of contract
Supplies
two.1.4) Short description
The University of Edinburgh will very shortly be going out to tender for the supply of sports clothing. A supplier will be required to provide high quality corporate clothing for University of Edinburgh Sport over the next six years (3 year initial term with the option to extend for an additional 3 years). Clothing requirements include leisure wear (staff uniform), team wear, fan wear, and high performance wear. This requirement will encompass the supply of high-quality garments, which are durable, functional, stylish, fitted and affordable. Male and female “cuts” are expected within the overall context of quality performance and design.
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)
- 18412000 - Sportswear
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
The University of Edinburgh has a requirement to establish contracting arrangements for the Supply of Clothing for The University of Edinburgh Sport.
It is proposed this procurement will be conducted through the use of the Open Procedure. The evaluation process shall be as follows.
The SPD (Scotland) will include a series of Minimum Standards in relation to mandatory and discretionary criteria which govern the public sector and this specific requirement. These are pass/fail requirements and failure to provide adequate evidence on request of how these requirements shall be met will result in automatic exclusion from the Tendering process. Each Bidder passing the Minimum Standards will then be subject to a technical and commercial evaluation.
The Technical section is allocated a total weighting of 80 percent. The technical evaluation shall be split into two stages: "Stage 1 - Written Responses" (60% weighting) and "Stage 2 - Sample Products" (20% weighting). Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions. For example if a question is weighted 10 percent and the submission scores 3 points out of 4 for that question then the score achieved will be 7.5 percent out of a possible 10 percent. Bidders will be required to achieve a minimum score of 50% (30% once weightings are applied) or more for their Written Responses. Each supplier achieving a score greater or equal to 50% will only then progress through to the commercial evaluation.
Commercial (Price) shall be allocated a total weighting of 20 percent. 15% is allocated to a basket of goods approach. The basket of goods is split into four lots: 1. University of Edinburgh Sport Leisure Wear (staff uniform) attributed a sub-weighting of 5%; 2. University of Edinburgh Sport Team Wear (student athlete) attributed a sub-weighting of 5%; 3. University of Edinburgh Fan Wear (supporters retail range) attributed a sub-weighting of 2.5%; 4. University of Edinburgh High Performance Wear (elite / pro athlete) attributed a sub-weighting of 2.5%. The remaining 5% is allocated to example sports club ‘team wear’ purchases. These examples are for: 1. Rugby, Hockey, Football; and 2. Cricket, Golf. The weighting has been split equally at 2.5% per range of sports club team wear examples. The Bidder with the lowest total cost of all the items within the specific lot/example will receive full marks for that lot/example and other bids will be allocated a score pro-rata. Bidder’s scores for the four lots and two sports club kit examples will be added together to determine their total price score out of 20.
Sample Products shall be allocated a total weighting of 20 percent. Following evaluation of written responses, the technical scores from the written responses (allocated 60%) will be calculated and combined with the Commercial scores (allocated 20%) to calculate the total scores for stage 1. Only the top scoring Bidders (i.e. those who are arithmetically capable of winning the tender), up to a maximum of the top 4 scoring Bidders, will be invited to participate in Stage 2 - Sample Products.
Both Technical and Commercial scores will be added together at the end of the evaluation process to calculate the most economically advantageous tender.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 80
Price - Weighting: 20
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
72
This contract is subject to renewal
Yes
Description of renewals
The initial contract period is 3 years with one option to extend for a further 3 years (3 + 3).
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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
SPD 4B.1.1 - Bidders will be required to have a “general” yearly turnover threshold value of 2,000,000 GBP for the last three years prior to the date of proposed contract award.
SPD 4B.5.1 - It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
Note: There is no requirement for separate product liability insurance as the monetary value detailed against public liability insurance is inclusive of both types of insurance. Employer’s (Compulsory) Liability Insurance = 5 million GBP; Public Liability Insurance = 5 million GBP; and Professional Indemnity Insurance = 2 million GBP.
SPD 4B.6 - Statement 1: Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company Guarantee prior to commencement of any subsequently awarded contract. Statement 2: Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations. Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information, and the following ratios: Current Ratio, Quick Ratio, Debtors Turnover Ratio, Return on Assets, Working Capital, Debt to Equity Ratio, and Gross Profit Ratio. A review of your ratios and audited accounts may be undertaken. In some cases, this review may lead to an additional request for further financial information to help clarify any potential issues raised. This information may be used to assess financial sustainability.
three.1.3) Technical and professional ability
List and brief description of selection criteria
SPD 4D.1 - 1st Statement: Quality Management and Health and Safety Procedures. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with ISO 9001 (or equivalent).
SPD 4D.1 - 2nd Statement: Quality Management and Health and Safety Procedures. The bidder must hold a UKAS (or equivalent), accredited independent third-party certificate of compliance in accordance with ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
SPD 4D.1.1 - Statement 1: If the bidder does not hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with ISO 9001 (or equivalent), The bidder must have the following:
Equivalent, documented policy and procedures regarding quality management, endorsed by the Chief Executive Officer, or equivalent. These must include the following documented items relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above — a policy with set responsibilities, review and improvement procedures, quality management and performance process, workforce training, skills and information process, monitoring arrangements, bidder quality management arrangements, and a process for managing complaints.
SPD 4D.1.1 - Statement 2: If the bidder does not hold a UKAS (or equivalent), accredited independent third-party certificate of compliance in accordance with ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum, then the bidder must have the following:
Equivalent, regularly reviewed and documented policy and procedures for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. These must include the following documented processes and arrangements relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above –ensuring H&S effectiveness, obtaining H&S advice and assistance, training, skills and information for bidder workforce, workforce H&S qualifications, checking and reviewing H&S performance, involving workforce in planning and implementation, recording accidents/incidents and follow-up actions, ensuring bidder’s suppliers apply H&S appropriate measures, risk assessment, and coordinating with bidder’s suppliers. Note - Organisations with fewer than five employees are not required by law to have a documented policy statement.
SPD 4D.2 Statement: Environmental Management Systems. The Bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate.
SPD 4D.2.1 Statement: If the bidder does not hold UKAS (or equivalent) accredited independent third-party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate, then the bidder must have the following:
Equivalent, regularly reviewed documented policy and procedures regarding environmental management, authorised by the Chief Executive, or equivalent.
These must include the following documented processes and arrangements relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above – ensuring effectiveness of measures and reducing impacts, workforce training and skills, checking and reviewing, dealing with waste, and ensuring any suppliers the bidders engage apply appropriate environmental protection measures.
Minimum level(s) of standards possibly required
1. The scope of the delivery of the first batch of goods are required to be undertaken and completed by the appointed supplier no later than the 14th August 2025. Bidders must confirm that they are able to comply with this delivery date.
2. Bidders are to confirm that they are able to provide an Account Manager to the UoE account who has the ability to travel to Edinburgh at least once every eight weeks.
3. Bidders are to confirm that they are able to provide an electronic management system.
4. A requirement of this contract is that all products supplied meet the mandatory level of the Government Buying Standard (GBS) for textiles (see https://www.gov.uk/government/collections/sustainable-procurement-the-government-buying-standards-gbs). This must include current compliance with all Mandatory and Award Criteria, plus a commitment to achieve full compliance with GBS Best Practice Criteria within the contract lifetime. Bidders must be able to provide documentation or verification of compliance prior to award.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As detailed within the Invitation to Tender documents within "Schedule 3 - Statement of Requirements" and "Schedule 10 -Contract Monitoring & Management".
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
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.2.1) Previous publication concerning this procedure
Notice number: 2024/S 000-027205
four.2.2) Time limit for receipt of tenders or requests to participate
Date
23 December 2024
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
23 December 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 57365. 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:
Refer to ITT documentation for information on Community Benefit Requirements.
(SC Ref:783985)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court & Justice of the Peace Court
Edinburgh Sheriff Court, 27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom