Supply and delivery of Barista related equipment and supplies

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

1. At a glance

2. Scope of Work

This procurement seeks tenders for the supply and delivery of barista-related equipment and beverage supplies to the Irish Prison Service. The contract is divided into two distinct lots, each resulting in a separate goods contract. The estimated total expenditure for both lots over the contract term is €600,000 (excluding VAT).

The scope of work encompasses:

• Lot 1: Supply, delivery, and installation of Barista related equipment.

• This lot focuses on the provision of physical equipment necessary for barista services.

• The estimated value for Lot 1 over the contract term is €200,000 (excluding VAT).

• Deliverables include the supply, positioning, installation, and commissioning of equipment.

• Equipment must be delivered, positioned, installed, and commissioned within 2 weeks of the order being placed.

• A mandatory requirement is the recording of a new Irish Prison Service Serial number and asset register number on each piece of equipment at installation. This numbering must also be referenced on the disposal document.

• Tenderers must ensure all equipment is delivered within 1 week of the order being placed.

• Specific technical requirements and specifications for the equipment are detailed in Appendix 1.

• Lot 2: Supply and delivery of Barista related beverage supplies.

• This lot covers the provision of consumable beverage supplies for barista operations.

• The estimated value for Lot 2 over the contract term is €400,000 (excluding VAT).

• Deliverables include the supply and delivery of these beverage supplies.

• Specific details regarding the types and quantities of beverage supplies are outlined in Appendix 1.

Both lots require all prices to be all-inclusive, covering shipping, packaging, delivery, and ancillary costs, and to be expressed in Euro, exclusive of VAT. Invoices must include a purchase order number for processing. Consolidated invoices are required to list each invoice number for the month and the VAT charged.

3. Background & buyer context

This procurement is being conducted by the Irish Prison Service (IPS) to establish contracts for the supply of barista-related equipment and beverage supplies. The initiative aligns with the IPS's operational needs to provide services within its facilities. The estimated total expenditure of €600,000 (excluding VAT) over a 48-month term indicates a strategic commitment to enhancing or maintaining barista services. The procurement follows an open procedure, consistent with EU and Irish public procurement regulations, aiming to ensure fair competition and value for money. The IPS policy seeks to encourage participation from Small and Medium Enterprises (SMEs), suggesting a desire to foster broader economic engagement.

4. Eligibility & selection criteria

Tenderers must meet specific criteria to be considered for evaluation. These are presented as pass/fail requirements.

• Turnover requirement:
• Lot 1: Average annual turnover of €75,000 in one of the last three years, or pro-rata if the firm is more recently established (minimum 6 months in existence).
• Lot 2: Average annual turnover of €150,000 in one of the last three years, or pro-rata if the firm is more recently established (minimum 6 months in existence).
• For tenders applying for both lots, the aggregate turnover requirement must be met (€75,000 + €150,000 = €225,000).
• Insurance: The successful tenderer must hold the following insurances for the term of the Goods Contract:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Certifications: Not specified for this tender.
• Past experience: Not specified as a distinct criterion, but implied through the turnover and financial standing requirements.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified, beyond the requirement for insurance policies to include Ireland within their territorial limits.

Tenderers must also confirm tax compliance and have the financial capacity to pay debts as they fall due, with evidence required prior to award.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring percentages in the provided extract. However, the tender documents indicate that the evaluation will consider both qualitative and price aspects. The principle of awarding to the "lowest cost tender that also meets all the minimum requirements of the qualitative award criteria" suggests a weighted approach where quality is assessed first, and then the lowest price among compliant quality submissions is selected. The specific weighting between price and quality (MEAT - Most Economically Advantageous Tender) is not detailed. Any minimum scoring thresholds per criterion or overall are also not specified.

6. Submission requirements

Tenderers must submit their bids electronically via the eTenders platform. The required submission components include:

• Method statement / response document:
• Appendix 1A Tender Response Document (TRD) for Lot 1 (if submitting for Lot 1).
• Appendix 1B Tender Response Document (TRD) for Lot 2 (if submitting for Lot 2).
• These documents must be in PDF or Word format.
• CVs: Not specified.
• Pricing schedule:
• Appendix 2A Pricing Schedule for Lot 1 (if submitting for Lot 1).
• Appendix 2B Pricing Schedule for Lot 2 (if submitting for Lot 2).
• This document must be in Excel format.
• Prices must be all-inclusive (shipping, packaging, delivery, ancillary costs), in Euro, and exclusive of VAT.
• Case studies: Not specified.
• Declarations:
• Appendix 3 Tenderer’s Statement (signed, on letterhead, scanned).
• Appendix 4 Declaration as to Personal Circumstances of Tenderer.
• Electronic version of the European Single Procurement Document (eESPD).
• Confirmation that the eESPD information is correct and that selection criteria are met.
• Confirmation of tax compliance.
• Mandatory site visit: Not specified.
• Submission portal: www.etenders.gov.ie via the electronic tenderbox.
• File size limit: 250MB per file, 2GB total.
• Tenders must be submitted in English.
• Tenderers are limited to one tender in their own capacity and one as part of a consortium.

7. Key dates & process

8. Contract terms that matter

The Goods Contract will have a term of forty-eight (48) months. Tenderers must accept the terms and conditions of the Goods Contract (Appendix 5) without amendment. Payments will be made in accordance with the Goods Contract. Prices quoted will remain valid for twelve (12) months from the Tender Deadline. Price adjustments are permitted only on the first anniversary of the contract's Effective Date and subsequent anniversaries, linked to the Consumer Price Index.

Key terms include:

• Insurance: Mandatory holding of Employer's Liability (€13m), Public Liability (€6.5m), and Product Liability (€6.5m) for the contract term.
• Tax Compliance: Successful tenderers must provide Tax Clearance Access Number and Tax Reference Number for online verification.
• Sub-contracting: If a tenderer intends to subcontract, and relies on the subcontractor's capacity for selection criteria, the subcontractor must submit a separate eESPD. If subcontracting exceeds 10% of the contract value, the subcontractor must not be a prohibited economic operator.
• Confidentiality: Information disclosed by the Contracting Authority must be treated as confidential and returned upon request.
• Termination: Not explicitly detailed, but implied within the Goods Contract.
• IP Ownership: Not specified.
• Parent-company guarantee or bond: Not specified.

9. Risks, red flags & unusuals

• Dual Lot Structure: The division into two lots allows for separate bidding, but requires bidders to meet specific turnover thresholds for each lot, or an aggregate for both. This could fragment the market or favour larger entities capable of covering both.
• Turnover Thresholds: The turnover requirements (€75,000 for Lot 1, €150,000 for Lot 2) are relatively low, potentially indicating an intention to encourage SME participation or that the scale of individual orders within each lot is not substantial. However, the aggregate requirement for both lots (€225,000) is more significant.
• Delivery Timelines: Specific delivery requirements of "within 2 weeks" for installation and "within 1 week" for supplies are tight and may pose logistical challenges for some suppliers.
• Asset Tagging: The mandatory requirement for IPS serial number and asset register tagging on equipment is a specific operational detail that requires compliance.
• Estimated Value: The stated estimated value (€600,000 total) is for guidance only and does not represent a commitment to spend. This means actual spend could be lower.
• Open Procedure: While standard, the open procedure means all eligible bidders can participate, but the subsequent evaluation against criteria will filter them.

10. SME fit assessment

This tender appears structured to accommodate Small and Medium Enterprises (SMEs). The relatively low turnover requirements for individual lots (€75,000 and €150,000) suggest that smaller, specialised businesses could realistically bid for one or both lots. The emphasis on encouraging SME participation further supports this.

• Credible Bidders: A viable bidder would be a supplier with demonstrated experience in supplying barista equipment or beverage supplies, capable of meeting the specified insurance and financial standing requirements. For Lot 1, a firm with installation and commissioning capabilities is needed.
• Consortium/Sub-contracting: Consortiums and sub-contracting are permitted. Larger enterprises are encouraged to include SMEs in their proposals, and SMEs are encouraged to form relationships with other enterprises to bid.
• Indicative Bid-Prep Effort: Bid preparation effort would likely involve:
• Completing the eESPD (1-2 days).
• Preparing the Tender Response Documents for each lot (2-4 days per lot).
• Compiling the Pricing Schedules (1 day).
• Gathering insurance and financial documentation (1 day).
• Total: Approximately 5-10 days of effort per lot, depending on existing documentation and complexity.
• Pwin Signal: The tender does not explicitly name an incumbent. The low turnover thresholds and encouragement of SMEs suggest a competitive landscape rather than a strong incumbent advantage. The open procedure and clear lot structure indicate a standard procurement process.

11. Where to dig deeper

• Source RFT Filename: RFT Barista Equipment and Barista Beverage Related Supplies.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule (2A for Lot 1, 2B for Lot 2)
• Appendix 3: Tenderer’s Statement
• Appendix 5: Goods Contract