Supply of Coffee to House of Commons and House of Lords

Supply of Coffee to House of Commons and House of Lords

GSP1023 – supply and delivery of coffee, machinery and associated products.

UK-London: coffee beans

2012/S 82-134539

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

The Corporate Officers of the House of Lords and the House of Commons
1st floor, 14 Tothill Street
Contact point(s): http://in-tendhost.co.uk/parliamentuk
For the attention of: Sue Marriott
SW1H 9NB London
UNITED KINGDOM
Telephone: +44 2072191600
E-mail: transactions@parliament.uk

Internet address(es):

General address of the contracting authority: www.parliament.uk,

Address of the buyer profile: http://in-tendhost.co.uk/parliamentuk/

Electronic access to information: http://in-tendhost.co.uk/parliamentuk/

Electronic submission of tenders and requests to participate: http://in-tendhost.co.uk/parliamentuk/

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

Other: UK Parliament
I.3)Main activity

Other: Parliament
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

GSP1023 – supply and delivery of coffee, machinery and associated products.
II.1.2)Type of contract and location of works, place of delivery or of performance

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

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Coffee beans. Electric coffee makers. Coffee, tea and related products. Coffee, machinery and associated products.
The Catering and Retail Services (CRS) of the House of Lords (HoL) and the House of Commons (HOC) intend to award a contract for freshly roasted coffee, machinery (with maintenance support), and associated products.
The exact requirements will be detailed in the tender stage of this procurement, however, as a minimum, suppliers must be able to provide:
i) A range of fresh fair trade and fairly traded coffee and associated products e.g. premium hot chocolate;
ii) A range of outstanding performance, reliable and aesthetically pleasing coffee machines (incorporating existing machines), for a total premium coffee solution e.g. bulk brew, bean to cup, filter, traditional etc;
iii) A reliable, responsive and efficient maintenance service package for machinery;
iv) Dedicated category management, including aspects such as barista training, product development, product sales reports, marketing support, project planning, range reviews, coffee promotions, market trend analysis etc.
The CRS departments of Parliament are looking to put in place a contract with a professional company experienced within the food and retail industry, who understands the coffee manufacturing and retail markets, to deliver a tailored total coffee solution, offering value for money and a consistent high quality fresh roasted coffee.
With a combined total of approximately 90,000 cups of non-branded coffee per month (bulk brew, latte etc.) being sold by both Houses across a combination of low, medium and high footfall outlets, aspects such as innovation, margin growth and customer satisfaction are key components for the Authority, in partnership with the successful supplier, to achieve as part of a successful, sustainable end to end service.
The CRS is intending to appoint a single supplier who has the ability to meet this requirement, for a contractual period of 2 years with the potential to extend for a further year.
The contracting process will be in 2 stages, pre-qualification followed by tendering. Only those companies that are successful at the pre-qualification stage will be invited to tender. It is anticipated that a maximum of 7 companies will be invited to the tender stage.
II.1.6)Common procurement vocabulary (CPV)

03131100, 39711310, 15860000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

This contract is divided into lots: no
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 House of Commons operate an Offsite Consolidation Centre (OSCC) in NW10 where all deliveries must be made. Deliveries will be allocated a time slot which must be adhered to. Suppliers will be given full details and guidance upon award of the contract. Suppliers should note that for this food group the allocated time for deliveries is between midnight and 4:00 am.
Estimated value excluding VAT: 120 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 24 (from the award of the contract)

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: no
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: Applicants are required to complete a pre-qualification questionnaire. This may be obtained from the following web site http://in-tendhost.co.uk/parliamentuk/ as described at III.2.3 and must be completed and returned by the deadline given at IV.3.4 below. The pre-qualification questionnaire shall include, but not be limited to, the matters detailed under clauses III.2.2 and III.2.3 below.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As stated in the documentation.
Minimum level(s) of standards possibly required: As stated in the documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The pre-qualification questionnaire will be accessible at the following web site http://in-tendhost.co.uk/parliamentuk. To be able to access these documents you will need to select the above quoted tender in the “current tenders” list, click on the “view tender details” and express interest by clicking on the button provided. Afterwards, you will need to register your company details, thereafter you will be issued with a username and password. If you have already registered with In-Tend previously, please follow the link shown, this will redirect you to the home page where you can log on using your existing username and password to collect the tender documents. If you have registered and have forgotten your username and password, please click on the forgotten password link on the In-Tend homepage. Please keep this username and password secure, and do not pass it to any third parties. If you are experiencing problems, then please contact the In-Tend helpdesk via e-mail: support@in-tend.com or call +44 1332869400 for further assistance. Please ensure that you allow yourself plenty of time when responding to this invitation to tender prior to the closing date as in IV.3.4. If you are uploading multiple documents you will have to individually load one document at a time or you can opt to zip all the documents in an application like WinZip or WinRar.

Minimum level(s) of standards possibly required:
Minimum level(s) of standards possibly required:
As stated in the PQQ.

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 7
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
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

GSP1023
IV.3.2)Previous publication(s) concerning the same contract

no
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

25.5.2012 – 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

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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. GO Reference: GO-2012425-PRO-3879753.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The Corporate Officers of the House of Lords and the House of Commons
Department of Finance, House of Commons, 1st Floor
SW1H 9NB London
UNITED KINGDOM
Telephone: +44 2072191600

Body responsible for mediation procedures

The Corporate Officers of the House of Lords and the House of Commons
Department of Finance, House of Commons, 1st Floor
SW1H 9NB London
UNITED KINGDOM
Telephone: +44 2072191600

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

The Corporate Officers of the House of Lords and the House of Commons
1st floor, 14 Tothill Street
SW1H 9NB London
UNITED KINGDOM
Telephone: +44 2072191600

VI.5)Date of dispatch of this notice:25.4.2012