Provision of Tea and Coffee Products

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year (if multi-year) Procedure type Lots Location Contract length Submission deadline Go-live / start |-------|-------|----------------|-----------------|--------------------------|----------------|------|----------|------------------|--------------------|------------------| Trinity College Dublin, University of Dublin Provision of Tea and Coffee Products 15900000 €1,050,000 €210,000 Open Procedure Not stated Dublin 5 years (2 years + 3 optional extensions) 09 July 2026, 12:00 Q3 2026

2. Scope of Work

The contract involves the provision of tea and coffee products to Trinity College Dublin, including its main campus and satellite sites within Dublin. The contractor is responsible for supplying a variety of tea and coffee products, as well as providing free on-loan coffee machines and equipment. The estimated total expenditure for the contract is €1,050,000 over a maximum duration of five years, with an annual spend of approximately €210,000 on tea and coffee products.

The contractor's day-to-day activities will include:

• Product Supply: Regular delivery of tea and coffee products, ensuring quality and compliance with specifications.
• Equipment Provision: Supply and maintenance of coffee machines and equipment on a free-on-loan basis.
• Temperature Control: Deliveries must maintain product temperatures between 5°C and 8°C and be completed within 90 minutes of dispatch.
• Performance Reviews: Regular scheduled performance reviews to assess service delivery and product quality.
• Documentation: Invoices must include the contractor’s VAT number and comply with all relevant regulations.

The contract will be structured to allow for a two-year initial term, with the possibility of three additional one-year extensions based on performance and need.

3. Background & buyer context

Trinity College Dublin is Ireland's leading university, known for its historic campus and cutting-edge facilities. This procurement aligns with the university's commitment to enhancing student and staff experiences through quality food and beverage services. The decision to procure these services now is driven by the need to ensure consistent supply and quality of tea and coffee products, as well as to modernize equipment offerings. The contract is expected to commence in Q3 2026, following a thorough evaluation process.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Certifications:
• ISO 9001
• ISO 22000
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide evidence of meeting these criteria through the required documentation.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, adhering to any page limits.
• CVs: Include CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the pricing template as specified.
• Case studies: Provide two case studies of similar projects, with values ranging from €100,000 to €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified.
• Submission portal: Responses must be submitted via eTenders, following specific format rules outlined in the tender documents.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial two-year term with three optional one-year extensions.
• Payment terms: Invoices must be submitted monthly, with payment due within 30 days.
• Key SLAs/KPIs: Regular performance reviews will assess compliance with service delivery standards.
• Liquidated damages: Not specified.
• Termination clauses: The contract may be terminated for non-performance or failure to meet specifications.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but must be disclosed in the tender response.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The absence of a specified turnover requirement may indicate a preference for established suppliers, potentially limiting competition.
• Geographic constraints: Not specified, but bidders should consider their ability to deliver within the required timeframes.
• Performance reviews: The emphasis on regular reviews may indicate a high level of scrutiny on service delivery, which could pose risks for less experienced bidders.

10. SME fit assessment

This tender is open to small and medium-sized enterprises (SMEs) that can demonstrate:

• Credible bidding: Firms with experience in supplying food and beverage products, particularly tea and coffee, are well-suited.
• Consortium or sub-contracting: Allowed, enabling smaller firms to collaborate and enhance their capabilities.
• Indicative bid-prep effort: Bidders should anticipate dedicating several days to prepare their submissions, including gathering documentation and case studies.
• Pwin signal: The absence of an incumbent supplier may provide opportunities for new entrants, but bidders should be aware of the competitive landscape.

11. Where to dig deeper

• Source RFT filename: RFT Request For Tenders Tea and Products TCD-26-C2287.pdf
• eTenders CFT ID: Not specified.
• Contact email: Not specified; queries must be submitted via eTenders.
• Important attachments:
• Appendix 1 — Product Specifications and Minimum Requirements
• Appendix 2 — Tender Response Document