Defence Online

Type of document: Contract Notice
Country: United Kingdom
Publication Ref: 093513/S 000-2026
Nature of contract: Supply contract
Procedure: Open procedure
Regulation of procurement: Not applicable
Type of bid required: Global bid

F02: Contract notice

I) Contracting Authority/Entity
I.1) Name and addresses
Official name: Scottish Police Authority

Postal address: 2 French Street, Dalmarnock
Town: Glasgow
Region: SCOTLAND
Postal code: G40 4EH
Country: United Kingdom

Contact Person: Amanda Buist
Telephone: +44 0000000
Email: amanda.buist@scotland.police.uk

Internet addresses

I.2) Information about joint procurement
The contract is awarded by a central purchasing body

I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Tenders or requests to participate must be submitted
Electronically
via

I.4) Type of the contracting authority
Body governed by public law

I.5) Main activity
Public order and safety

II) Object
II.1.1) Title
Supply, Delivery and Installation of Office Furniture
Reference number: PROC 25-3220

II.1.2) CPV Codes
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.1.7) Total value of the procurement
Value (excluding VAT)
6,000,000
Currency
GBP

II.2) Description
II.2.1) Title
Contract/Lot No
1

II.2.2) CPV codes
Main CPV codes
39110000
39112000
39120000
39121100
39122000
39122100
39122200
39130000
45421153

II.2.3) Place of performance
NUTS code
UKM – SCOTLAND
Main site or place of performance
Police Scotland
2 French Street
Dalmarnock
Glasgow
G40 4EH

II.2.4) Description of the procurement
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.2.5) Award Criteria
Quality
Name: Technical
Weighting: 40

Price
Weighting: 60

II.2.6) Estimated Value
Value (excluding VAT)
6,000,000
Currency
GBP

II.2.7) Contract dates (estimated)
Duration in days
1440
This contract is subject to renewal
Yes
Description of renewals
The Authority may, in its sole discretion, elect to extend the Contract Period by a one (1) period of up to twelve (12) months, if required, after the initial 3-year term.

II.2.11) Information about options
Options: Yes
Description of options
The Contracting Authority may require additional purchases of office furniture and associated services during the Framework period. These may include items not included within the core basket but which fall within the defined scope of the procurement. Any additional purchases will be made in accordance with the framework terms and applicable procurement legislation.

III) Legal, economic, financial and technical information
III.1) Conditions for participation
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 possibly 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 possibly 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) Procedure
IV.1) Description
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
Framework agreement with a single operator

IV.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement
Yes

IV.2) Administrative information

IV.2.2) Tender submission deadline
2026-11-02 12:00

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

IV.2.5) Scheduled date for start of award procedures
2026-11-02 12:00

IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until
2027-04-30 23:59

IV.2.7) Conditions for opening of tenders
Date: 2026-11-02 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) Complementary information
VI.1) Information about recurrence
This is a recurrent procurement
Yes
Estimated timing for further notices to be published
The contract duration is three years with the option to extend by a further period of 12 months. A retender is expected to be issued in advance of expiry, approximately nine months prior to the end of the contract term, subject to operational requirements.

VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3) Additional information
Assessment of Employment Status
Tenderers may be asked to declare whether they intend to provide services through a Personal Service Company (PSC). From April 2017, the responsibility to pay employment taxes shifts from the PSC to public sector bodies and the Authority must be aware of any successful tenderer’s detailed employment status.
For further information on determining employment status the Government has published guidance on this IR35 Legislation
Living Wage
Tenderers will be asked to confirm if they pay all employees as a minimum the Real Living Wage as published by the Living Wage Foundation for statistical information gathering purposes only.
Equality and Diversity
Tenderers will be required to comply with the statutory obligations under the Equality Act 2010.
Declaration of Non-Involvement in Serious Organised Crime
Tenderers must complete and sign a Declaration of Non-Involvement in Serious Organised Crime form.
Subcontractor Detail
Tenderers will be required to provide details of the subcontractors they intend to use in their supply chain. Tenderers are required to complete this section as part of the SPD.
Data Protection
Tenderers must be aware of their obligations under the Data Protection Act 2018 and the GDPR as set out in the Contract.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 62752. For more information see:
A sub-contract clause has been included in this contract. For more information see:
Community benefits are included in this requirement. For more information see:
A summary of the expected community benefits has been provided as follows:
A summary of the expected community benefits has been provided as follows:
It has become clear that there is scope within the EU legal framework which applies to public contracts, to use contracts to deliver wider social benefits such as:
– Targeted recruitment and training (providing employment and training opportunities/Apprenticeships)
– SME and social enterprise development
– Community engagement
As part of your response to the Quality criteria, Tenderers are requested to provide an outline of all community benefits you can offer for this contract.
(SC Ref:840998)

VI.4) Procedures for review
VI.4.1) Review body
Official name
Glasgow Sheriff Court and Justice of the Peace Court
Postal address: 1 Carton Place
Town: Glasgow
Postal code: G5 9DA
Country: United Kingdom

VI.5) Date of dispatch of this notice
2026-10-02 16:15