Indkøb og levering af Kaffe, Te, Øvrige produkter, Maskiner og Service til Sydjysk Indkøbsfællesskab

The contract timeline is as follows:

• Contract End Date: May 31, 2031.
• Contract Start Dates:
• Aabenraa, Haderslev, and Tønder Municipalities: June 1, 2027.
• Sønderborg Municipality: August 1, 2028.
• Total Duration:
• For Aabenraa, Haderslev, and Tønder Municipalities: 48 months.
• For Sønderborg Municipality: 32 months.
• Key Milestones/Phases:
• Publication of tender notice to TED: October 1, 2026.
• Inquiry deadline: October 22, 2026, 12:00 PM.
• Offer deadline: November 2, 2026, 12:00 PM.
• Taste test for eligible bidders: November 11, 2026, 09:00 AM - 10:00 AM.
• Documentation collection: Week 47+48 (2026).
• Expected publication of tender results: Week 48 (2026).
• A 10-day standstill period will follow, after which the agreement can be signed.
• The agreement is binding for the supplier. For the client, it is binding until May 31, 2029, after which it can be terminated with 6 months' notice.

The core scope of work for this tender involves the supply of a comprehensive range of coffee and tea products, including various types of ground coffee, whole coffee beans, instant coffee (Luksus 100% Arabica, organic, decaffeinated), and a wide selection of teas (black, aromatized, fruit, green/white, herbal, Rooibos, organic, and assorted).

The tender also includes the provision of associated accessories such as cocoa powder (regular and organic), topping/milk powder (fat-reduced, skimmed, and organic), and portioned products like cocoa sachets, cappuccino drink sticks, coffee creamer sticks, sugar sticks, and sweetener tablets. Additionally, small portions of milk (minimilk 0.3-0.5% fat, organic) are part of the scope.

A significant part of the statement of work involves the provision, rental, and maintenance of various coffee and tea brewing machines. This includes filter coffee machines (kolbemaskiner with manual or automatic water supply, and different numbers of brewing outlets and warming plates), fresh brew automatic machines for ground coffee, whole bean coffee, and variants offering multiple drink options. Undercabinets suitable for the fresh brew machines are also included.

Core deliverables include the delivery of these products and the availability of machines for purchase or lease. Furthermore, the tender requires service and maintenance, specifically annual maintenance inspections including lime filter changes, service agreements (for purchased machines, as service is included in the rental price for leased machines), and ad-hoc service and repair, with specified hourly rates for the first hour and subsequent half-hour increments.

This tender is organized by Sydjysk Indkøbsfællesskab (SIF), a purchasing collaboration involving several municipalities: Aabenraa, Haderslev, Sønderborg, Tønder, Varde, and Vejen.