Scottish Police Authority

2 French Street, Dalmarnock

Glasgow

G40 4EH

UK

Contact person: Amanda Buist

Telephone: +44 0000000

E-mail: amanda.buist@scotland.police.uk

NUTS: UKM

Internet address(es)

Main address: http://www.spa.police.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19762

II.1.1) Title

Reference number: PROC 25-3220

II.1.2) Main CPV code

39000000

II.1.3) Type of contract

Supplies

II.1.4) Short description

The Scottish Police Authority (known as “the Authority”) has a requirement for Supply, Delivery and Installation of Office Furniture and Associated Equipment across its estate throughout Scotland.

The current provision for the Supply, Delivery and Installation of Office Furniture and Associated Equipment is due to expire on 31 March 2027. The Authority therefore requires a suitably experienced and competent Contractor to deliver these services under a single-supplier framework.

The successful Contractor will be responsible for the comprehensive supply, delivery, installation and associated support of office furniture and related products across the Authority’s estate.

The Contractor must be capable of delivering the full scope of services across the entire geographical area of Scotland, including the Highlands, Islands and other remote locations.

The Contractor must maintain sufficient resources, infrastructure, suitably qualified personnel, vehicles and delivery capability to provide a consistent, reliable and responsive service across all required locations throughout the duration of the Framework Agreement.

II.1.5) Estimated total value

Value excluding VAT: 6 000 000.00  GBP

II.1.6) Information about lots

This contract is divided into lots: No

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

SPD Question 4A.1 Trade Registers

It is a requirement of this tender that if the Tenderer is UK based, they must hold a valid registration with Companies House. Where the Tenderer is UK based but not registered at Companies House, they must be able to verify to the SPA’s satisfaction that they are trading from the address provided in the tender and under the company name given.

Tenderers within the UK must confirm if they are registered under Companies House within this question.

If the Tenderer is based out-with the UK, they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.

SPD Question 4A.2 Authorisation/Membership

Registration as a waste carrier with the relevant regulatory authority in the bidder's country of establishment, where the bidder will be required to collect and transport waste arising from the performance of this contract. For bidders established in Scotland, this is the Scottish Environmental Protection Agency (SEPA).

III.1.2) Economic and financial standing

List and brief description of selection criteria:

It is a requirement of this Framework that Tenderers hold, or can commit to obtain prior to the commence of any subsequently awarded Framework, the items indicated below:

Minimum level(s) of standards required:

SPD Question 4B5 Insurances

Employers (Compulsory) Liability Insurance = 10 million GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide their current Employers Liability Insurance certificate which should include name of the insurers, policy numbers, expiry date and limits for any one incident and annual aggregate caps and the excesses under the policies.

Public Liability Insurance = 5 million GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current Public Liability Insurance certificate.

Product Liability Insurance = 5 million GBP in respect of each claim and in the aggregate. Tenderers may be required to provide a copy of their current Professional Indemnity Insurance certificate.

Motor Vehicle Insurance = Minimum Third-Party Motor Vehicle Liability in respect of any motor vehicle or plated plant used.

SPD Question 4B6 Financial Standing:

The Authority will access a Credit safe report for a Tenderers organisation and use the information contained within to assist with the assessment of the Tenderer’s economic and financial standing. Tenders are asked to provide their company number within the SPD to allow the Authority to access a Credit Safe Report.

Within such reports, the risk of business failure is expressed as a score of less than 30 (high risk of business failure). In the event that a company is determined to have a risk failure rating of 30 and below i.e. that the company is considered to have a high risk of business failure, the submission will not be considered further.

If you are successful in the award of this contract and your risk failure rating falls below 30 then the SPA reserves the right to remove you from this contract. It is the Contractor’s responsibility to ensure that the information held by Credit Safe is accurate and up to date.

For the avoidance of doubt, the SPA will request a report from Credit Safe following the closing date for the receipt of the Tenders to ensure that the most up to date information is used. Where you are not registered on credit safe e.g. charitable organisations or new start companies/ Sole Traders with less than 3 years trading history, discretionary powers are available to the Director of Finance to consider abbreviated accounts along with bankers references etc.

Tenderers should be aware that any outstanding County Court Judgements will have a detrimental effect on the rating held by Credit Safe and it is your responsibility to ensure that the information held by Credit Safe is accurate and up to date - failure to do so will result in rejection of your submission.

IMPORTANT NOTE: This requirement is not applicable to Sole Traders/ Charities. Sole Traders/ Charities may be required to provide a banker’s reference, if successful.

III.1.3) Technical and professional ability

List and brief description of selection criteria:

Tenderer`s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements stated within the tender documents.

The below requirements will be requested during the tender process:

Minimum level(s) of standards required:

Tenderer`s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements stated within the tender documents.

The below requirements will be requested during the tender process:

4C.1.2 Services

With reference to the nature and details of the supplies/services that are the subject matter of this tender, relevant examples are to be provided of the supplies/services undertaken by the Tenderer in the last 3 years.

Tenderer`s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements for the Supply, Delivery and Installation of Office Furniture (Framework Agreement).

Two (2) examples of the provision of similar goods/services may be requested and must be from within the last 3 years for goods and services and within the last 5 years of work contracts.

If Tenderers are unable to provide two (2) examples the tenderer may be required to explain why examples cannot be provided.

If available, copies of completion certificates or customers' written declaration which validates the examples you have provided.

Guidance

If you cannot provide certificates or customer declarations the Authority may choose to contact customers cited directly in order to validate the experience examples you have provided without any further reference to you.

4C.2 Technicians and Technical Bodies

Bidders are required to provide details of the technical facilities and quality assurance measures that will be used to deliver the contract, including any independent product testing or certification undertaken by UKAS accredited facilities or certifications bodies where relevant to the products being supplied.

4C.7 Environmental Management

Bidders must demonstrate that they have appropriate environmental management services in place to deliver the contract. This must include arrangements for the lawful disposal of redundant furniture and waste, compliance with the Control of Substances Hazardous to Health (COSHH) Regulations where Hazardous substances are used, compliance with the Waste Electrical and Electronic Equipment (WEEE) regulations where applicable and measures to prevent pollution and minimise environment impact during contract deliver.

4C.10 Subcontractors

Tenderer’s will be required to confirm if they intend to use subcontractors to deliver any part of the contract. Where subcontracting is proposed, tenderers must provide full details as set out in the procurement documents.

4C.11 Products

Bidders will be required to confirm they will be able provide relevant certificates, test reports, declarations of conformity or other supporting documentation that demonstrates that the products offered comply with the requirements and standards as specified within the Product Specification.

SPD Question 4C.12 Quality Control Requirements

Tenderers will be required to provide the following for Quality Control requirements:

EITHER:

Option A) If a Tenderers organisation holds a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with

BS EN ISO 9001 (or equivalent) a copy of the certificate may be requested.

OR

Option B) If a Tenderers organisation has a documented policy regarding quality management, a copy of the policy may be requested

Tenderer's will be required to confirm and evidence that all core items supplied to the Authority contain a minimum of 20% recycled content by weight of the finished furniture product, excluding package. Pass: Confirmation that the tenderer will comply with all mandatory sustainability requirements and provide the require evidence when requested.

Fail: The tenderer does not confirm compliance with all mandatory sustainability requirements. Failure to confirm compliance with all mandatory sustainability requirements will result in the Tender being deemed non-compliant and excluded from further evaluation.

III.2.2) Contract performance conditions

During the period of the Contract Agreement, the Contractor shall monitor and measure their performance against the Key Performance Indicators (KPIs) detailed below:

Quality – Category Weight (30%)

Contract Outcome – 40%

Continual Improvement/ Innovation – 10%

Fit for purpose products/services – 50%

Cost – Category Weight (20%)

Invoice Accuracy - 50%

Cost Reduction Initiatives -50%

Service – Category Weight (40%)

Communication – 30%

Management Information – 25%

Complaints – 15%

Accuracy - 30%

Sustainability – Category Weight (10%)

Sustainability (Sustainable Processes) – 50%

Community Benefits – 50%

IV.1.1) Type of procedure

Open procedure

IV.1.3) Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement with a single operator.

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2.1) Previous publication concerning this procedure

Notice number in the OJ S:

2022/S 000-031265

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 02/11/2026

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 30/04/2027

IV.2.7) Conditions for opening of tenders

Date: 02/11/2026

Local time: 12:00

Place:

Tenders will be opened electronically via Public Contracts Scotland - Tender.

Information about authorised persons and opening procedure:

By an authorised user on the Public Contracts Scotland - Tender (PCS-T) platform in accordance with the Authority's procurement governance procedure.

VI.4.1) Review body