Procurement Coffee and Vending Equipment, Consumables, Maintenance Services and a Replenishing Service for Coffee and Vending machines

Procurement reference

VEL-ITT-63366

Procurement description

Velindre University NHS Trust is seeking a Contractor to provide a fully managed coffee and vending solution for the New Velindre Cancer Centre (nVCC), Cardiff.

The requirement comprises:

Part A - Equipment Supply, Installation, Maintenance and Support

Supply, delivery, installation and commissioning of coffee machines, barista coffee machines, coffee grinders, coffee vending machines and snack/cold drinks vending machines.

Planned preventative maintenance, reactive maintenance, repairs, replacement parts and associated support services throughout the contract period.

Provision of telemetry, management information and reporting services.

Part B - Managed Vending and Coffee Service

Supply of beverages, food products and consumables.

Stock management, replenishment and merchandising.

Operation and management of vending and coffee services.

Revenue collection, customer refunds and management reporting.

Payment of an agreed revenue share to the Trust.

The service will support patients, visitors and staff at the New Velindre Cancer Centre and must operate on a 24 hours per day, 7 days per week basis. The contract will be for an initial period of three (3) years with options to extend for a further three (3) periods of twelve (12) months. The Contractor will be required to support the Trust's sustainability objectives and comply with all applicable food safety, health and safety and statutory requirements.

Main category

Services

Delivery regions

• UK - United Kingdom

Total value (estimated, excluding VAT)

1.00 GBP to 1.00GBP

Contract dates (estimated)

18 January 2027, 00:00AM to 17 January 2030, 23:59PM

Extension end date (if all the extensions are used): 31 March 2033

Velindre University NHS Trust

Procedure type

Below threshold - open competition

Is the total value above threshold?

Below threshold

CPV classifications

• 15860000 - Coffee, tea and related products
• 42933000 - Vending machines
• 50000000 - Repair and maintenance services
• 55500000 - Canteen and catering services

Delivery regions

• UK - United Kingdom

Lot value (estimated)

1.00 GBP Excluding VAT

1.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

18 January 2027, 00:00AM

Contract end date (estimated)

17 January 2030, 23:59PM

Extension end date (estimated)

31 March 2033, 23:59PM

Can the contract be extended?

Yes

Description of extensions

extend the Contract by up to three (3) further periods of twelve (12) months each by providing not less than three (3) months' written notice to the Contractor

Participation

Award criteria

Tender submission deadline

27 November 2026, 12:01PM

Enquiry deadline

20 November 2026, 12:01PM

Submission address and any special instructions

To complete your formal proposal, please access the ITT via the Bravo eTenderwales portal where you will find a full suite of tender documentation. 1. Register your company on the eSourcing portal (this is only required once) —Browse the eSourcing portal: https://etenderwales.bravosolution.co.uk/ and click the link to register —Accept the T’s & C’s and click "continue" —Enter your correct business/user details 2. Express an Interest in the tender —Login to the portal with the username/password —Click the "ITT open to all suppliers" link. —Click on ITT_128125. —Click the "express interest "button at the top of the page —This will move the ITT into your "my ITTs" page (this is a secure area reserved for your projects only) —You can now access any attachments by clicking "buyer attachments" in the "ITT details" box 3. Responding to the tender —Click "my response" under "ITT details", you can choose to "create response" or to "decline to respond" (please give a reason if declining) —You can now use the "messages" function to communicate with the buyer and seek any clarification —Note the deadline for completion, and then follow the on screen instructions to complete the ITT. NOTE: The authority is using eTenderwales to carry out this procurement process.

May tenders be submitted electronically?

Yes