Provision of Vending Machine Services for Trinity College Dublin, the University of Dublin

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 Procedure type Lots Location Contract length Submission deadline Go-live / start |--------------------------------|--------------------------------------------------------------|----------------|-----------------|----------|----------------|------|----------|------------------|-------------------------------|------------------| Trinity College Dublin Provision of Vending Machine Services for Trinity College Dublin, the University of Dublin 55320000 €2,045,500 €409,100 Open 1 Dublin 3 years + 2 optional 1-year extensions 10th July 2026, 12:00 Q3 2026

2. Scope of Work

The contract involves the provision of vending machine services at Trinity College Dublin's Main Campus and its satellite sites. The contractor is expected to manage the installation, operation, and maintenance of vending machines that cater to the needs of approximately 3,000 staff and 17,000 students. The estimated total expenditure for the contract is €2,045,500 over its term, with an annual spend of approximately €409,100 for Lot 1.

Key activities include:

• Installation of Vending Machines: A minimum of one dedicated machine must be placed on campus.
• Product Supply: Machines must be stocked with a variety of snacks, beverages, and other items as specified in the tender documents.
• Maintenance and Servicing: Regular maintenance checks and servicing of machines to ensure optimal operation.
• Performance Reviews: Biannual performance reviews conducted jointly by the contractor and Trinity College to assess service quality and product offerings.
• Reporting: Monthly reporting on sales and inventory levels to the university's catering department.

The contractor must ensure compliance with health and safety regulations, as well as any specific requirements outlined in the tender documents.

3. Background & buyer context

Trinity College Dublin is seeking to enhance its vending services to better serve its large student and staff population. This procurement aligns with the university's strategy to improve campus facilities and services. The decision to issue this tender follows a review of existing vending services, with the aim of providing a more diverse range of products and improving service reliability. The university has a history of engaging with various service providers, and this tender represents an opportunity for new entrants to participate in the university's service ecosystem.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €615,000 for the last three financial years (2023, 2022, 2021).
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Certifications: Compliance with relevant ISO standards (ISO 9001, ISO 22000).
• Past experience: Evidence of at least two comparable projects in the vending or food services sector within the last five years.
• Personnel: Key personnel must have a minimum of three years' experience in vending services or related fields.
• Geographic constraints: Bidders must be able to provide services within Dublin.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The overall 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: A response document using the provided template, with a maximum of 20 pages.
• CVs: Detailed CVs for key personnel, limited to two pages each.
• Pricing schedule: A completed pricing schedule using the specified template.
• Case studies: At least two case studies of similar projects, with values ranging from €100,000 to €500,000.
• Declarations: Completed European Single Procurement Document (eESPD), Tax clearance certificate, and Conflict of Interest declaration.
• Mandatory site visit: A site visit is required prior to submission; details will be provided.
• Submission portal: All documents must be submitted via the eTenders portal.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: Initial term of three years with two optional one-year extensions, totaling a maximum of five years.
• Payment terms: Payments will be made monthly based on sales reports.
• Performance SLAs: Specific service level agreements will be established, including response times for maintenance and restocking.
• Termination clauses: The contract may be terminated with 14 days' notice if performance standards are not met.
• IP ownership: All intellectual property developed during the contract will remain with Trinity College.
• Sub-contracting: Allowed, but must be disclosed and approved by the contracting authority.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €615,000 may limit participation from smaller firms.
• Geographic constraints: The requirement to operate within Dublin may exclude bidders from outside the region.
• Performance reviews: Regular performance reviews could lead to contract termination if standards are not met, which may be challenging for new entrants.
• Incumbent advantage: Existing vendors may have an advantage due to established relationships and knowledge of the university's needs.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that have experience in vending services or related sectors. Viable bidders should have:

• A proven track record in managing vending operations or similar services.
• The capability to meet the insurance and turnover requirements.
• The ability to form consortia or subcontract if necessary, as this may enhance their capacity to meet the tender requirements.
• An estimated bid preparation effort of approximately 10-15 days, considering the documentation and compliance requirements.
• The presence of incumbents may signal a competitive environment, but opportunities exist for innovative proposals.

11. Where to dig deeper

• Source RFT filename: RFT Request For Tenders Vending Machine Services TCD-26-C2286.pdf
• eTenders CFT ID: Not specified
• Contact email: Not specified; use the eTenders messaging facility for queries.
• Important attachments: Appendix 1 — Requirements and Specifications, Appendix 2 — Privacy Notice.