Provision of Cold Drink Products to Trinity College 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, the University of Dublin Provision of Cold Drink Products to Trinity College Dublin Not stated €550,000 Not stated Open Procedure 1 Dublin 5 years 2026-09-18 13:00 Q4 2026

2. Scope of Work

This tender seeks proposals for the provision of cold drink products to Trinity College Dublin, the University of Dublin. The contract will cover the supply of these products to the Main Campus and satellite sites within Dublin. The scope includes the provision of free-on-loan fridges and associated equipment.

The contract is structured as a single-party framework agreement. The estimated expenditure for the services is €550,000.00 (Ex-VAT) over the maximum potential duration of five years. This estimate is based on current and future expected usage. The estimated spend per annum for cold drink products is €100,000.

Key activities and requirements include:

• Product Supply: Provision of cold drink products meeting specified product specifications and minimum requirements.
• Equipment Provision: Supply of free-on-loan fridges and other necessary equipment.
• Delivery: Delivery to Trinity College Dublin's Main Campus and satellite sites within Dublin.
• Temperature Control: Products must be delivered within a temperature range of 5°C to 8°C, with delivery completed within 90 minutes.
• Contract Duration: An initial period of two years, with three possible twelve-month extensions, totaling a maximum of five years.
• Performance Reviews: Regular scheduled performance reviews will occur throughout the contract term.
• Pricing: All prices are maximum payable for a minimum of 12 months from the contract start date. Unit costs for component types are fixed for the first 12 months.
• Samples: Tenderers may be required to provide samples for evaluation prior to contract award. The tenderer bears all costs for the provision and transport of these samples. Failure to provide requested samples within the timeframe will lead to elimination from the process.

3. Background & buyer context

Trinity College Dublin, the University of Dublin ("Trinity"), is Ireland's leading university. Its main campus is located in Dublin city centre, housing historic and modern teaching and research facilities. Trinity operates across three faculties: Arts, Humanities and Social Sciences; Health Sciences; and Science, Technology, Engineering & Mathematics. The university is focused on research and scholarship.

This procurement is being conducted to establish a framework agreement for the provision of cold drink products. The contract is set to commence in Q4 2026. The estimated expenditure of €550,000.00 over five years, with an annual estimate of €100,000 for cold drink products, indicates a need for a consistent and reliable supply chain for these items across the university's various locations. The framework agreement approach is intended to leverage efficiencies and maximise cost savings over the contract period. Trinity reserves the right to novate any awarded contract to a wholly or partly owned subsidiary, such as Ghala DAC, which is involved in the development of Trinity's capital works programme.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to have their bid evaluated. These are assessed on a pass/fail basis.

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Certifications:
• Evidence of any Environmental Certifications held, such as ISO14001, ISO50001, EMAS, or any relevant accreditations for this requirement.
• ISO 9001 (Yes/No)
• ISO 22000 (Yes/No)
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Products must be delivered within 90 minutes to a temperature of 5°C to 8°C.

Additional requirements include:

• eESPD: A completed European Single Procurement Document (eESPD) is mandatory. For consortia, an eESPD must be completed for each group member.
• Declaration of Personal Circumstances: A completed and signed Declaration of Personal Circumstances is required from each group member in a consortium.
• Third-Party Letter of Undertaking: Required if the tenderer relies on third-party resources for financial or technical selection criteria or contract performance.
• Tax Clearance: Tenderers must supply their Tax Clearance Access Number and Tax Reference Number for online verification. Tenderers registered outside Ireland must provide evidence of compliance with their national tax laws.

5. Award criteria & scoring

The tenderer identified as the most economically advantageous tenderer (MEAT) will be offered a place on the framework. The evaluation process involves two stages: first, assessment against selection criteria (pass/fail), and second, assessment against award criteria.

The document states that tenderers meeting the selection criteria will be assessed against award criteria, rules, and weightings contained in Section 6. However, specific award criteria and their weightings are not detailed in the provided extract.

6. Submission requirements

Tenderers are required to submit a response comprising the following elements:

• Completed electronic European Single Procurement Document (eESPD): This can be a previously used eESPD, provided the information is current and satisfies the selection criteria for this competition.
• Completed Conflict of Interest Declaration: In the form provided in the Tender Response Document.
• Response to Selection Criteria: As listed in Section 5.2 of the Invitation to Tender Document.
• Response to Award Criteria: As set out in Section 6 of the document.
• Tender Response Document: Tenderers must use the provided template for their submission.
• Samples: Tenderers may be required to provide samples for evaluation. The tenderer bears all costs for provision and transport. Failure to provide samples within the requested timeframe will result in disqualification.

Submissions must be made electronically via the eTenders portal (www.etenders.gov.ie). Responses submitted by any other means will be rejected.

7. Key dates & process

These dates are projected and subject to change at the Contracting Authority's discretion.

8. Contract terms that matter

• Contract Length: Initial term of two years, with three possible twelve-month extensions, for a maximum total of five years.
• Payment Terms: Not specified in the provided extract.
• SLAs/KPIs: Not specified in the provided extract.
• Liquidated Damages: Not specified in the provided extract.
• Termination: The framework agreement may be terminated in accordance with its terms and conditions. The Contracting Authority is not obligated to utilise the framework.
• IP Ownership: Not specified in the provided extract.
• Sub-contracting: Permitted. Tenderers must clearly identify sub-contractors and provide relevant information. Changes to sub-contracting arrangements after submission may lead to disqualification.
• Guarantees/Bonds: Not specified in the provided extract.
• Novation: The awarded contract may be novated to an entity wholly or partly owned by Trinity or Ghala DAC.

9. Risks, red flags & unusuals

• Single-Party Framework: The award is for a single supplier, meaning only one bidder will be selected. This limits competition post-award.
• No Guarantee of Purchase: The framework agreement does not guarantee any specific volume of purchases. Trinity reserves the right to operate outside the framework if it offers better value.
• Sample Requirement: The mandatory provision of samples at the tenderer's cost, with failure leading to automatic elimination, represents a significant upfront commitment and risk for bidders.
• Potential Novation: The possibility of the contract being novated to Ghala DAC or another Trinity-owned entity introduces an element of structural change for the successful bidder.
• Estimated Value: The stated value of €550,000 over five years (€110,000 per year) is an estimate, and actual spend may vary.
• Environmental Certifications: While not a pass/fail criterion for all, the requirement for evidence of environmental certifications (ISO14001, ISO50001, EMAS) suggests a buyer preference or potential scoring element not fully detailed.

10. SME fit assessment

This tender is likely suitable for small to medium-sized enterprises (SMEs) with established supply chains for cold drink products and the capacity to manage equipment provision.

• Credible Bidders: Firms specialising in beverage distribution, with experience supplying to large institutions or campuses, and the logistical capability to manage deliveries across multiple sites within Dublin. The requirement for environmental certifications may favour SMEs with existing ISO accreditations.
• Consortium/Sub-contracting: Consortiums and sub-contracting are explicitly permitted, allowing smaller firms to partner with others to meet requirements or to focus on specific aspects of the service.
• Bid-Prep Effort: The effort will depend on the bidder's existing documentation and familiarity with eESPD submissions. Key areas requiring significant effort will be compiling responses to selection criteria, detailing product offerings, and preparing for potential sample submissions. An estimate of 10-20 days of focused effort for a well-prepared SME is reasonable.
• Pwin Signal: The single-party framework structure and the potential for Trinity to operate outside the framework suggest a competitive process rather than a guaranteed award to an incumbent. The emphasis on product specifications and delivery requirements indicates that technical and logistical capability will be key differentiators.

11. Where to dig deeper

• Source RFT Filename: RFT Request For Tenders Cold Drink Products TCD-26-C2483.pdf
• eTenders CFT ID: Not specified in the provided extract.
• Contact/Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Document 2: Specifications and Requirements
• Tender Response Document (containing templates)
• Appendix 2: Contracting Authority’s privacy notice