Soft Drinks Tender

Soft Drinks Tender

Caerphilly and Merthyr County Borough Council’s are seeking suitable providers to supply Soft Drinks and Confectionery to their respective Authorities.

UK-Ystrad Mynach: soft drinks

2012/S 149-248977

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Caerphilly County Borough Council
Ty Penallta, Tredomen Business Park, Hengoed
For the attention of: Derek Morris
CF82 7PG Ystrad Mynach
Telephone: +44 1443863195
Fax: +44 1443863167

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Supply and Delivery of Soft Drinks & Confectionery.
II.1.2)Type of contract and location of works, place of delivery or of performance


II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 6
Duration of the framework agreement

Duration in years: 4

II.1.5)Short description of the contract or purchase(s)

Caerphilly and Merthyr County Borough Council’s are seeking suitable providers to supply Soft Drinks and Confectionery to their respective Authorities. This will include soft drinks (including waters and juices) into nominated wholesalers, and/or the supply and distribution of soft drinks (including waters and juices), crisps, snacks & confectionery to sites within both Authorities.
Full details of the products, along with the estimates of usage are included within the tender document.
Community Benefits apply to this contract, Further details: The document will also include information regarding Community Benefits which will be evaluated as a non core criteria for information only.
II.1.6)Common procurement vocabulary (CPV)

15982000, 15842000, 15321000, 15981000, 15312300, 15894400, 15312400

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The framework arrangement will be for an initial period of 3 years, with an option to extend for up to a further period of 12 months.
The arrangement will be evaluated based on the most economically advantageous tender response and the criteria stated within the tender documents.
Tenderers are able to bid for one or more of the schedules/lots available as detailed within the tender document.
As part of the process, the tender will be undertaken utilising Caerphilly CBC’s Proactis Plaza e-tendering system. Therefore, companies are invited to follow the following directions to register on the system:
1. Log in to the Proactis Plaza E-Sourcing Portal at

2. Click the ‘Register Now’ button at the bottom of the window
3. Enter your correct Organisation Name, Details and Primary Contact Details. The system will auto generate the Organisation ID and User Name for you.
4. Please make a note of the Organisation ID and User Name, then click ‘Register’.
5. You will then receive an email from the system asking you to ‘Click here to activate your account’. This takes you to Enter Organisation Details.
6. Please enter the information requested, click ‘Next’ and follow the instructions ensuring that you enter all applicable details.
7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice.
8. Accept the Terms and Conditions and then click ‘Next’. This takes you in to the Welcome window.
9. In the ‘Welcome’ window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.
10. Now click ‘Done’ and you will enter the Supplier Home page.
11. At this point please contact the officer stated above in the Contact Point section and the officer will arrange for you to gain access to the tender documentation.
12. Once you have recieved confirmation that you are able to access the documentation log into and follow the following process

13. Once you have logged on you will enter the Supplier Home page.
14. On the left of the screen click ‘Opportunities’.
15. Click the ‘Requests from Buyers’ command. This will take you to the list of current opportunities available to you.
16. Click the Project ID that relates to this notice, this will take you into the Tender Request.
17. Note the closing date for completion of the relevant project. Please review the ‘Items’ tab and the Documents tab as there will be information relating to the project held here.
18. You can now either ‘Create a Response’ to, or ‘Decline’ this opportunity.
Tenderers shall express an interest in tendering for this arrangement by contacting the above stated Officer. The closing date for companies to submit tenders for this arrangement is 12:00:00 Noon on Monday 17.9.2012. Please note expressions received following this time and date will not be accepted.

II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 1.11.2012. Completion 31.10.2015

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions:
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: (a) is bankrupt or is being wound up, whose affairs are being administered by the courts, who has entered into an arrangement with creditors or who is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding-up or administration by the courts or for an arrangement with creditors or is the subject of any other similar proceeding under national laws or regulations;
(c) has been convicted of an offence concerning his professional conduct by a judgement which has the force of res judicata;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under the provisions of the Directive on the criteria for qualitative selection.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) bank statement and/or evidence of professional risk indemnity insurance;
(b) balance sheets or extracts of balance sheets;
(c) statement of turnover for a maximum of the last three years.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) a list of principal deliveries effected or services provided in the last 3 years and evidence of delivery;
(c) an indication of technicians or technical bodies involved;
(d) a description of technical facilities and measures used to ensure quality;
(e) educational and professional qualifications of the supplier and staff responsible for performing the contract;
(f) where appropriate, an indication of the environmental management measures that would be applied when performing the contract;
(g) a statement of average annual manpower and number of staff in the last 3 years;
(i) details of any intended sub-contracting arrangements;
(j) where appropriate, samples, descriptions and photographs of products and quality assurance certificates.
Minimum level(s) of standards possibly required:
All tenderers must have and be able to supply their documented food safety management system (HACCP), and if accepted will be subject to an independant third party food safety audit.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

17.9.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

Buy4Wales Reference Number: 31072.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:1.8.2012