Tender for Provision of Hot Drinks through vending ... - BPL · Tender for provision of Vending Machines, Soft Drinks, Sports Drinks & Confectionary to BPL Trading LTD Page 8 of 21

Tender for provision of Vending Machines, Soft Drinks, Sports Drinks & Confectionary to BPL Trading LTD

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Tender for Provision of Hot Drinks through vending to Barnsley Premier Leisure Trading Ltd.

3 (with option for 5) Year Term

Date: November 2016


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Introduction

Barnsley Premier Leisure Ltd (BPL) is a non profit distributing social enterprise and registered charity which

operates a diverse mix of sport and leisure facilities across Yorkshire and North Midlands, from small community

recreation centres to multi-use leisure centres, to the regional facility at The Metrodome.

The charitable company also 100% owns a trading company (Barnsley Premier Leisure Trading Ltd.) which

operates the more commercial elements of our business such as corporate hospitality, food and beverages. It is

imperative that the trading company operates effectively as any surplus it generates is covenanted to the

charitable company so that we may fulfil our charitable objectives.

The aim of this tender is to ensure that Barnsley Premier Leisure Trading Ltd. realises the best value from the

supply of foodservice provisions, and thus increase our support to the health and leisure aspects of the charity.

Our Venues The Barnsley Metrodome Leisure Complex Queens Road, Barnsley S71 1AN An award winning multifunctional venue offering a wide range of leisure activities, and attracting over 1.3 million visits per annum. Home to Calypso Cove Waterpark, Metrodome Bowling, Fitness Flex with over 5000 members, The Metrodome Arena, and Rigby and Hideout catering outlets. Hoyland Leisure Centre West Street, Hoyland, Barnsley Hoyland Leisure Centre is home to Fitness Flex Hoyland offering a wide range of fantastic facilities for fitness, swimming & sports, offering something for the whole family. The venue also hosts a range of competitive aquatic events & sessions. 345,000 visitors last year Royston Leisure Centre Station Road, Royston, Barnsley Royston Leisure Centre is home to Fitness Flex Royston and boasts a range of facilities including a fitness suite, a 25m heated pool and a teaching pool. It is the perfect venue for all your swimming and fitness needs, in a relaxed and friendly atmosphere 220,000 visitors last year Royston Civic Hall Station Road, Royston, Barnsley Royston Civic Hall is the perfect venue for your event. Whatever event you are planning, Royston Civic Hall can make any occasion a unique and special experience for you and your friends and family, catering for up to 250 guests 15,000 visitors last year Dorothy Hyman Stadium


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Snydale Road, Cudworth, Barnsley S72 8LH Dorothy Hyman Sports Centre is also home to a range of facilities including an air-conditioned fitness suite, 400m athletics track, field facilities and stadium. The Olympic Suite is available for parties & occasions. 108,000 visitors last year Wombwell Hillies Golf Course Wentworth View, Wombwell, Barnsley S73 0LA Hillies is the ideal place to learn, reduce your handicap or enjoy a round of golf that even the keenest of players will find challenging. The 9 hole par 31 course is one of the smallest courses in the country where you can obtain an official handicap. 40,000 visitors last year Dearneside Leisure Centre Goldthorpe Road, Goldthorpe, Rotherham S63 9EN Dearneside Leisure Centre is home to Fitness Flex Dearneside and houses a range of facilities including an air-conditioned fitness suite & 25m swimming pool. We offer a variety of activities including gym, swim, group exercise and children's parties. 180,000 visitors last year Bircotes Leisure Centre Whitehouse Road, Bircotes, Doncaster DN11 8EF Bircotes Leisure Centre is home to Fitness Flex Bircotes incorporating a fitness suite, a 20m pool and a sauna. It also offers studio cycling & has gained an excellent reputation for sports based activities. 184,000 visitors last year Retford Leisure Centre Old Hall Drive, Retford, Notts, DN22 7NN Retford Leisure Centre is home to Fitness Flex Retford and boasts fantastic facilities that will meet all of your fitness and leisure needs including two swimming pools, great fitness facilities and children’s party options. 352,000 visitors last year Worksop Leisure Centre Valley Road, Worksop, S81 7EN Worksop Leisure Centre is home to Fitness Flex Worksop and boasts fantastic facilities that will meet all of your fitness and leisure needs including two swimming pools, great fitness facilities and children’s party options. 380,000 visitors last year


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Kilton Forest Golf Course Blyth Road, Worksop, S81 0TL Kilton Forest Golf Course is an 18 hole par 72 course that is both challenging and friendly to experienced and novice golfers alike. The course boasts a superb landscaped putting green and chipping area for a warm up to your round. Fitness Flex Doncaster Premier Inn, High Fisher Gate, Doncaster DN1 1QZ Fitness Flex Doncaster is one of our dedicated health and fitness clubs in a great town centre location. Housed above the Premier Inn, the fitness suite enjoys panoramic views over Doncaster and a great choice of state-of-the-art gym equipment. Fitness Flex Pontefract Park Road, Pontefract, West Yorkshire, WF8 4PR

Fitness Flex Pontefract is one of our dedicated health and fitness clubs which houses fantastic state-of-the-art equipment and provision for functional training, studio cycling and a relaxation area.


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Tender December 2015 – 2018/20

BPL Trading is seeking a supplier (or suppliers) to provide either;

Hot Drinks Vending machines (either sale, rental lease or fully managed) To supply vending machines to BPLT via rental, lease, free on loan or part of a fully managed vending package.

For this tender BPLT will consider options for either supply / lease vending machines for us to fill or for a fully managed vending provision.

To enable us to achieve our charitable objectives COST is the primary driver for our choice. However, support to enable us to grow and develop our business is also of importance. For this tender we will be asking providers to specify their tenders across a series of specified answer boxes attached. (where not applicable please enter Not Applicable) BPL Trading would expect any agreements to be reviewed on an annual basis The number of machines required are highlighted in table 1.1 If you are tendering for a fully managed service or a machine lease option, please base your tender upon the number of machines in Table 1.1.

Table 1.1 HOT DRINKS VENDING MACHINE PROVISION (Required per category)

SITE HOT DRINKS

Metrodome 1

Hoyland Leisure 1

Royston Leisure 1

Dearneside Leisure 1

Bircotes Leisure 1

Retford Leisure 1

Worksop Leisure 1

TOTAL 7

Our income from Hot Drinks Vending is highlighted in Table 1.3 * *Due to differences in accounting some estimation has been used to generate these figures.


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TABLE 1.3 BPL INCOME FROM HOT DRINKS MACHINE

NB: All figures are indicative and cannot be relied upon for future spends. Income is net (exclusive of VAT)

Due to the dilapidation of the current machines, we have experienced a decline in hot drinks volumes. It is hoped that through new machines demand can be stimulated. With the exception of the Metrodome, the hot drinks machines are the only opportunity to purchase hot drinks in the facility. The Metrodome has three different café bars, but these do not cover the full opening hours of the facility. Throughout the term the Hot Drinks have been on sale at £1.00 (Gross)

Hot Drinks

13 - 14

Hot Drinks

14-15

Hot Drinks

15-16

Metrodome 16,751£ 15,648£ 13,296£

Hoyland 4,047£ 3,383£ 3,561£

Dearneside 2,782£ 2,008£ 2,155£

Royston 2,806£ 2,408£ 2,319£

Worksop 4,036£ 3,413£ 3,331£

Retford 4,100£ 3,182£ 2,744£

Bircotes 3,122£ 2,242£ 2,213£

Total 37,643£ 32,284£ 29,618£


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Tender Structure – for completion

1. Term The tender is for three years but extensions welcome to five years. Please detail difference for any extension in each section separately under ‘3 Year’ then ‘5 Year’, also any implications for sole right supply. 3 Year 5 Year

2. Prices Please specify the product range and prices any off invoice discount and review dates. Please also specify frequency of price increases and affect of this on discount for own and foreign brands. Please keep prices separate to all other discounts and add ons. Please specify prices for year one and how your pricing for subsequent years will be formulated. Please specify when prices will increase and by what method. Please specify any terms and conditions that may be attributed to these prices.


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3. Product Range / Planogram Please specify how product ranges and planogram layouts will be agreed. Please specify which products/brands would be ‘must stock’ as part of this agreement.

4. Retrospective / Sales Volume Discount Please specify any retrospective discount available and any minimum quantities and which products count towards the retrospective / volume discounts, and a breakdown of the payment ramping schedule of retrospective / volume payments. Please specify any penalties that may be attributed to Retrospective or Sales Volume Discount.


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5. Listing Fee Please detail any listing fee options available as part of this contract and over what period. Please also include payment schedules of listing fees. Please detail any penalties or draw back attributed to Listing Fee.

6. Vending Machines To ensure the reliability and efficiency BPL Trading would request new machines only installed as part of this contract. Please specify the type of machines which will be utilised, their energy efficiency and any added value these machines could offer. BPL would request machines that enable specific line sales data. Please also clarify the responsibilities for all losses, costs, claims and demands made in respect of damage or destruction / theft of machines and injury to a person or damage to property caused by the machine. BPL Trading considers customer satisfaction very important and as such please detail your break down repair and/or regular maintenance timescales for these machines. Please can you clearly state the responsibility and liability with regards the machines. Please also indicate any lease / hire / or purchase costs for machines. For leased / managed option please specify cost per month based on the number of machines in Table 1.


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7. Variation 1 – Vending Managed Full Service Should you wish to tender for the managed vending option. Please clarify what profit share / one off payment would be available for this option. Please state your filling times and working week for managed machines Please also clarify how refunds, complaints, and machine downtime due to breakdown would be managed.


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8. Payment BPL Trading works on a minimum 30 day payment terms. Please clarify late payment policies if any.

9. Marketing (per annum) Please specify what marketing support you may be able to offer in terms of price and type. Please clarify who would control any marketing budget, what restrictions apply and what happens to any underspend.


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10. Technical Services (p/a) Please specify what technical support for vending equipment, and with whom costs for damage, repairs and parts will fall. Please also state call out times, and if applicable call out charges.

11. Delivery Please specify you; 1. Delivery Terms 2. Minimum Delivery 3. Failed Delivery 4. Emergency Delivery Specification Please detail the impact on volume discounts should we need to source an alternative supply due to failed delivery.


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12. Staff (p/a) Please specify what support you can give our staff in delivering your products.

13. Penalties & Termination Please specify any penalties and or termination costs attached to the contract and how these may change over the life of the contract. Please detail all penalties should this contact be broken early.


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Appendix 1

BARNSLEY PREMIER LEISURE

TENDER DOCUMENT

Section 1 Invitation to Tender

1.1 Barnsley Premier Leisure Trading Limited (BPLT) invites tenders for the carrying out of Provision of Hot Drinks through Vending.

1.2 The Tenderer must ensure that it is entirely familiar with the nature and extent of the obligations to be accepted by it if the tender is accepted. If in doubt as to the meaning of any part of this document the Tenderer should make a written enquiry to:

PRIVATE & CONFIDENTIAL

Barnsley Premier Leisure Trading Ltd

The Company Secretary

1st Floor, Acorn House

Oakwell View Off Pontefract Road

BARNSLEY

S71 1HH

Email : [email protected]

1.3 The invitation to tender is extended subject to the Conditions of Tender. The Tenderer must comply in every respect with the Conditions of Tender.

Section 2 Conditions of Tender

Submission of Tender

2.1 The tender shall be deemed to have been made subject to all matters contained or referred to in the Tender Document.


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2.2 Tender documents issued by the BPLT to a prospective Tenderer must not be passed on to a third party without the permission of the BPLT. All information supplied by the BPLT in connection with the tender shall be treated as confidential by the Tenderer.

2.3 Tenders must be submitted on the official Form of Tender provided which must not be detached from this document. Tenders submitted in any other manner will not be considered. The tender must be signed and witnessed accordingly as indicated. Tenders must be accompanied by any other documents to be submitted with the tender.

2.4 It is the Tender’s responsibility to ensure that he has allowed in his tender for all items and services set out in the specification of service requirements.

Entries on Tender

2.5 The text of this document shall not be altered or otherwise qualified by the Tenderer unless expressly instructed in writing by the Trading Operations Manager on behalf of the BPLT at any time before the date stated for the submission of tenders. Any other alterations or qualifications made by the Tenderer will be ignored and the original text adhered to or this may result in the tender being rejected.

2.6 All entries such as rates, price totals, etc entered on the tender by the Tenderer must be made in black ink or print.

2.7 Failure to complete all of the answers in ink or print on the form of tender and specification may be interpreted by the BPLT as a failure to meet the minimum specification

and hence be sufficient to disqualify the tender.

Return of Tender

2.8 Tenders and accompanying document must be returned to:

PRIVATE & CONFIDENTIAL

Barnsley Premier Leisure Trading Ltd


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The Company Secretary

23 Queens Road(BPL Head Office)

Queens Ground

Queens Road

BARNSLEY

S71 1AN

2.9 Tenders must be sealed and returned, to arrive no later than 12 noon on 14th November 2016

2.10 The tender must be signed by two company directors/partners, or by a director/partner and a secretary, or such persons being duly authorised for that purpose; each signatory must also print his/her full name and capacity in which he/she has signed the tender.

Additional Conditions

2.11 Late tenders will not be considered and there will be no further opportunities to amend the tender submitted after the closure date.

2.12 The Tenderer shall bear its own costs in connection with the preparation and submission of the tender and the execution of the formal contract. Tenderers may be required to provide a presentation of their services; including how they will fulfil the requirements expressed within this document.

2.13 The BPLT shall reject all tenders submitted following any canvassing, collusion with any other Tenderer, or offer of any inducement to any member of employee of the BPLT.

Contract Award Criteria

2.14 The BPLT is not bound to accept the lowest tender. In evaluation tenders the BPLT will select the most economically advantageous tender having regard to the following criteria which are not placed in any order of importance:

2.14.1 Price (Primary Criteria)

2.14.2 Quality

2.14.3 Technical Merit

2.14.4 Delivery of Service


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2.14.5 Efficiency

2.14.6 Operational Proposals

2.14.7 Flexibility to Meet Changing Needs

2.14.8 Viability

2.14.9 Technical & Administrative Support

2.14.10 Overall Value for Money

2.15 The Tender is for the supply of hot drinks vending and similar linked services.

2.16 The BPLT does not bind itself to accept any tender. Tender may be accepted for part of the services detailed.

2.17 The tender must remain open for acceptance until 16th January 2016

2.18 If before the closure date in the opinion of the BPLT the tender contains a genuine error of computation the Tenderers shall be required to elect:

2.18.1 to stand by its tendered rates and prices (in which case the BPLT’s representative shall make the necessary adjustment to the tender total);

or

2.18.2 withdraw its tender

Section 3 Form of Tender

3.1 I/We, the undersigned, hereby offer to provide the services detailed within our tender to the BPLT.

3.2 I/We, hereby offer to execute a Contract for provision of the services in the form agreed by the legal representative of the BPLT which reflects the tender accepted.

3.3 I/We agree to this tender being valid for the contract period of at least 3 (Three) period ends, then a full review to extend or re-tender will be undertaken.

3.4 I/We understand that the BPLT are not bound to accept the lowest or any tender and that the BPLT will not be responsible for any expenses incurred in preparing this tender.


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3.5 I/We understand that should the BPLT intend a major variation in the supply service required, it reserves the right to re-negotiation of the contract at the end of each period end.

3.6 The Tenderer in submitting this tender warrants and represents to and undertakes with the BPLT that:

3.6.1 it has complied and will comply in all respects with the

Conditions of tender;

3.6.2 all information, representations and other matters of fact communicated (whether in writing or otherwise) to the BPLT by the Tenderer or its authorised representatives in connection with this tender are true, complete and accurate in all respects;

3.6.3 the Tenderer has not submitted this tender in reliance upon any representation or statement (whether made orally, in writing or otherwise) which may have been made by or on behalf of the BPLT other than the Tender Documents;

3.6.4 the Tenderer is satisfied before submitting this Tender as to the accuracy and sufficiency of the rates and price stated in it which rates and prices shall cover all the Tenderers obligations contained or referred to in the Tender Document and has obtained for itself all necessary information and approvals as to risks, contingencies and any other circumstances which might reasonably influence or affect this Tender;

3.6.5 it has full power and authority to contract and perform the Service at the tender specified;

3.6.6 it is of sound financial standing and is able to perform the Service in accordance with the contract for the entire Contract period.

3.7 The Tenderer declares that this is a bona fide Tender, intended to be competitive, and that it has not fixed or adjusted the amount of this Tender by or under or in accordance with any agreement or arrangements with any other person. The Tenderer also declares that it has not and it undertakes that it shall not do before the Tender return date any of the following acts:


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3.7.1 Communicate to any person the amount or approximate amount of the proposed Tender, except where the disclosure, in confidence, of the approximate amount of the Tender was necessary to obtain insurance premium quotations required for the preparation of the Tender;

3.7.2 Enter in to any agreement or arrangement with any other persons that he shall refrain from tendering or as to the amount of any Tender submitted;

3.7.3 Offer to pay or give or agree to pay any sum or valuable consideration directly or indirectly to any person for doing or having done or causing to be done in relation to any other tender or proposed Tender for the service any act of the sort described above.

3.8 In this context the word “person” includes any persons or any body or association, corporate or non-corporate but shall not include any proposed sub-contractor or agent and “any agreement or arrangement” includes such transaction, formal or informal, and whether legally binding or not.


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Dates this …………… day of ………………………………….. 2014

(1) Signed ………………………….. Name (Print) ……………………………………………..

Position with Organisation ……………………………………………………………………….

(2) Signed …………………………. Name (Print) ………………………………………………

Position with Organisation ……………………………………………………………………….