Supply Retail Goods to Scottish Prison Service

Supply Retail Goods to Scottish Prison Service

There are in the region of circa 8 000 individuals who have access to purchase any of the 600 products on the canteen list. 

United Kingdom-Edinburgh: Food, beverages, tobacco and related products

2019/S 036-080526

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scottish Prison Service
Calton House, 5 Redheughs Rigg
EH12 9HW
United Kingdom
Contact person: Gavin Weetman
Telephone: +44 1313303771
NUTS code: UKM75

I.2)Information about joint procurement

The contract is awarded by a central purchasing body


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

National or federal agency/office

I.5)Main activity

Public order and safety

Section II: Object

II.1)Scope of the procurement


01684 Provision of Retail Goods to the SPS

Reference number: 01684

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

SPS establishments currently provide a canteen facility for those in our care. From this they are able to buy a range of retail goods (circa 600 products). Retail goods range from confectionary and snacks to toiletries and vaping/e-cigarette products. This contract is due to expire and SPS requires this service provision to be continued.

II.1.5)Estimated total value

Value excluding VAT: 28 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKM
Main site or place of performance:

Across SCOTLAND to all operational SPS sites.

II.2.4)Description of the procurement:

The purpose of this procurement exercise is to award a contract for the provision of retail goods to the Scottish Prison Service (SPS). This will be the 2nd generation of this contract which provides the 13 SPS establishments (which are located across Scotland) with one delivery of goods per week. The delivery requirements have varying demand patterns. There are in the region of circa 8 000 individuals who have access to purchase any of the 600 products on the canteen list. The successful bidder will be expected to: 1) Maintain adequate stock levels to meet fluctuating demand and

2) Maintain the current level of service delivery as a minimum.

All products shall be obtained from countries approved by the EU for the supply of such products. Each establishment has strict security protocols that require to be adhered to and there are a range of prohibited items that are not allowed to be brought into prison premises.

The procurement will follow the Restricted procedure. Following publication of the Contract Notice, a European Single Procurement Document (ESPD) will be published by SPS and will be made available to bidders. Following the evaluation of the ESPD, bidders will be provided with an Invitation to Tender (ITT). Tender responses will then be evaluated by the SPS.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 50
This contract is subject to renewal: yes
Description of renewals:

The contract will have the option to extend up to a further 36 months.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:

Selection will be based on use of the Global Question with pass/fail criteria. Bidders must pass the minimum standards sections of the ESPD Scotland.

These will be evaluated on a pass/fail basis.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

The bidder is enrolled in the relevant professional or trade registers kept in the member state of its establishment [as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015].

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Bidders will be required to have a minimum yearly turnover of 10 000 000 GBP for the last 3 years in the business area covered by the contract.

Minimum level(s) of standards possibly required:

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 detailed below:

— employers (compulsory) liability insurance 5 000 000 GBP,

— public liability insurance 5 000 000 GBP.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

The service provider shall be capable and have relevant experience in the delivery of the required service. This includes:

— provision of a variety of retail products in line with SPS requirements,

— a delivery service which covers all SPS locations which are located throughout Scotland,

— robust quality assurance procedures,

— the provision of an electronic catalogue and the ability to utilise e-invoicing,

— compliance with all relevant legislative requirements.

Minimum level(s) of standards possibly required:

Bidders should note that the following minimum levels will be evaluated as part of the award criteria:

The successful bidder’s staff will be required to have valid Disclosure Scotland certificates (Basic level). The successful bidder’s staff working in the SPS’s establishments will be required to comply with all security regulations — including the provisions about Prohibited Items.

In addition, the successful bidder will be required to provide assurances regarding “Workforce Matters” in respect of those engaged to provide the services (this assurance will include any sub-contractor staff used to provide services).

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

III.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 IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2019/S 015-030484

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 19/03/2019
Local time: 14:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 21/03/2019

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

At the end of any extension period which could be up until 84 months after the service go live date.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Bidders should note that compliance in the following areas is likely to be evaluated as part of the award criteria:

— products,

— assurance of supply,

— logistics and delivery,

— management of the service,

— quality,

— e-procurement,

— sustainable procurement duty.

Additional information is available to bidders who complete a confidentiality agreement. This can be obtained by emailing either or After completion, bidders will be given access to a secure site on the Public Contracts Scotland portal where the information will be located.

As stated previously, bidders will be required to comply with and ensure that their operational instructions processes and procedures and the delivery of the services comply with the relative regulatory legislative obligations including, but not limited to, those relating to Health and Safety, Employment, Data Protection, Quality Legislation, Human Rights, General Data Protection Regulations and, if applicable, Cyber Resilience. These may also be evaluated as part of the award criteria.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 12915. For more information see:

A sub-contract clause has been included in this contract. For more information see:

Community benefits are included in this requirement. For more information see:

A summary of the expected community benefits has been provided as follows:

— employment of new entrants (e.g. apprenticeships, work placements, other trainees, etc.),

— engagement of supported business, social enterprise or third sector organisation,

— community events.

Other community benefits proposals which is otherwise improve the economic, social or environmental wellbeing of the authority’s area in a way additional to the main purpose of the contract in which the requirement is included.

(SC Ref: 573535)

VI.4)Procedures for review

VI.4.1)Review body

Scottish Prison Service
Calton House, 5 Redheughs Rigg
EH12 9HW
United Kingdom
Telephone: +44 1313303790Internet address:
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: