Official UK procurement notice
900_26 Water Dispensers, Associated Consumables and Services
Authority: Leicestershire County Council, trading as ESPO (Local council)
What is being bought
Published requirement descriptionAn ESPO multi supplier framework for the supply and maintenance of water coolers and associated equipment.
The Framework is NOT divided into lots.
For any additional details please also refer to www.espo.org/water-dispensers-ass… ↗
Note: Overall framework award was concluded on 30/04/2026, with this notice being published to follow on from this.
- Not divided into lots: The framework agreement could potentially have been lotted into categories of water dispenser's. However, the main objective of the framework agreement is to establish a simple to use, quick and effective way for customers to procure their water dispenser, associated services and consumables requirement, and this approach (no lots) was deemed most suitable in achieving this objective.
CPV: Water coolers · Water installations · Water-bottle holders and holsters
How this framework works
From the published notice- Type
- Open framework
- Call-offs
- call-offs may be awarded directly or by further competition
- Bids received
- 15 bids received · 14 suppliers appointed
- Framework period
- 2 yrs · up to 4 yrs from 1 Apr 2026
- Buyer regions
- UK
- Supplier levy on call-offs (max %)
3% of call-off value · As a public body, ESPO have a statutory obligation to recover the costs incurred in the management of this Framework. This obligation is met by means of a Framework Fee which will be payable by the Suppliers to ESPO based on the total turnover of business conducted by them under the Framework.
Who may buy through it
As a Centralised procurement authority as defined in the Procurement Act 2023, the Framework is open for use by Public Bodies (defined at www.espo.org/amfile/file/download… ↗) that also fall into one of the following classifications of user throughout all administrative regions of the UK: Local Authorities; Educational Establishments (including Academies); Central Government Departments and Agencies; Police, Fire & Rescue and Coastguard Emergency Services; NHS and HSC Bodies, including Ambulance Services; Registered Charities; Registered Social Landlords; The Corporate Office of the House of Lords, The Corporate Officer of the House of Commons; or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. Details on general classification of end user establishments and geographical areas are available at: www.espo.org/legal ↗
Published description of the framework
It should be noted that the Framework could be used in a number of ways where water dispensers, associated consumables and services are required. Customers wishing to buy Goods and/or Services via the Framework will do so in the following way(s) in accordance with section 45 of the Procurement Act 2023 (and any subsequent amendment or re-enactment thereof):
Call-off without competition
'Calling-off' Goods and/or Services from a Supplier identified who is: a) included in the Framework; b) suitable for meeting the Customer's specific needs; c) within the geographical region/sub-region of the Customer, and; d) identified as offering the most advantageous solution to the Customer's requirements, based on the Framework pricing, required water dispenser model and capacity and Social Value offering.
Call-off with competition (Further Competitive Selection Process)
'Calling-off' by conducting a further competitive selection process amongst those Suppliers identified in the Framework as being able to provide the required Goods/supply the required Services. This means that not all competitive selection processes will necessarily include all the Suppliers - a customer will only invite those Suppliers that are included in the Framework for the particular type and location of contract required. Customers will assess the suppliers as set out in the terms and conditions of the Framework.
Please note that once this Framework is established, the right is reserved by the Customer when running a further competitive selection process, to invite the Suppliers to participate in an eAuction.
- Rental, Service & Maintenance of Water Coolers · Aneurin Bevan University Health Board · 12 Oct 2026
- Water Coolers 2026 · MHRA · 7 Oct 2026
- Rental and Maintenance of Water Coolers · Calderdale and Huddersfield Solutions Limited · 5 Oct 2026
Notices that name this framework as their framework in the official record. Many call-offs are never published, so this is a floor, not utilisation.
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£4,800,000
- Economic & financial standing
Tenderers should meet the following Conditions of Participation:
- Financial Capacity - Companies, Public Sector organisations and Third Sector organisations should have 'positive net assets' as determined from their Latest Year's Published Accounts.
- Modern Slavery - Tenderers who are subject to the Modern Slavery Act 2015, must be compliant with the annual reporting requirements of Section 54 of the Modern Slavery Act 2015.
- Insurance - Tenderers will have in place if awarded a customer contract £5m Employers Liability Insurance, £10m Public Liability Insurance, £10m Product Liability Insurance.
- Compliance with Equality Legislation - Tenderers must demonstrate their compliance with the equality legislation.
- Tenderers must confirm they will comply with the Framework Specification and the terms and conditions of the Framework Agreement.
Please also refer to the tender documents for conditions of participation (note: the Procurement Specific Questionnaire including Conditions of Participation questions, is captured as a Question set in the eProcurement Portal, ProContract, and is completed online there once a response has been started).
- Technical & professional ability
Tenderers should meet the following Conditions of Participation:
- Technical and Professional Ability - Tenderers should possess experience of supplying/providing water dispensers and/or associated products and/or associated services and/or associated consumables, demonstrated by ongoing and historical contract information.
- Health and Safety - Tenderers must provide a satisfactory description of the arrangements they have in place or will have in place if awarded the contract to manage health and safety effectively and control significant risks relevant to the requirement.
- Business Continuity - Tenderers must demonstrate their approach to business continuity in relation to the requirements.
- Carbon Reduction Plans - Tenderers must confirm they have a published carbon reduction policy statement or must provide evidence of a commitment to carbon reduction in relation to the requirement.
- Tenderers must confirm whether they are a full member of the Water Dispenser and Hydration Association (WHA). For Tenderers who are NOT a full member of the Water Dispenser & Hydration Association (WHA) the Tenderer must fully detail the processes they have in place to ensure compliance with relevant legislative standards and how they ensure that the highest standards of hygiene and safety of drinking water are adhered to.
Please also refer to the tender documents for conditions of participation (note: the Procurement Specific Questionnaire including Conditions of Participation questions, is captured as a Question set in the eProcurement Portal, ProContract, and is completed online there once a response has been started).
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (2)
- Price: 60%
- Non-Price: 40%
Published award criteria (2)
- Price
- Non-Price
- Economic & financial standing
Tenderers should meet the following Conditions of Participation:
- Financial Capacity - Companies, Public Sector organisations and Third Sector organisations should have 'positive net assets' as determined from their Latest Year's Published Accounts.
- Modern Slavery - Tenderers who are subject to the Modern Slavery Act 2015, must be compliant with the annual reporting requirements of Section 54 of the Modern Slavery Act 2015.
- Insurance - Tenderers will have in place if awarded a customer contract £5m Employers Liability Insurance, £10m Public Liability Insurance, £10m Product Liability Insurance.
- Compliance with Equality Legislation - Tenderers must demonstrate their compliance with the equality legislation.
- Tenderers must confirm they will comply with the Framework Specification and the terms and conditions of the Framework Agreement.
Please also refer to the tender documents for conditions of participation (note: the Procurement Specific Questionnaire including Conditions of Participation questions, is captured as a Question set in the eProcurement Portal, ProContract, and is completed online there once a response has been started).
- Technical & professional ability
Tenderers should meet the following Conditions of Participation:
- Technical and Professional Ability - Tenderers should possess experience of supplying/providing water dispensers and/or associated products and/or associated services and/or associated consumables, demonstrated by ongoing and historical contract information.
- Health and Safety - Tenderers must provide a satisfactory description of the arrangements they have in place or will have in place if awarded the contract to manage health and safety effectively and control significant risks relevant to the requirement.
- Business Continuity - Tenderers must demonstrate their approach to business continuity in relation to the requirements.
- Carbon Reduction Plans - Tenderers must confirm they have a published carbon reduction policy statement or must provide evidence of a commitment to carbon reduction in relation to the requirement.
- Tenderers must confirm whether they are a full member of the Water Dispenser and Hydration Association (WHA). For Tenderers who are NOT a full member of the Water Dispenser & Hydration Association (WHA) the Tenderer must fully detail the processes they have in place to ensure compliance with relevant legislative standards and how they ensure that the highest standards of hygiene and safety of drinking water are adhered to.
Please also refer to the tender documents for conditions of participation (note: the Procurement Specific Questionnaire including Conditions of Participation question…
- Price carries 100 of 100 points: a 10% discount moves about 10 points. This one is won on the number: sharpen the price before polishing the prose.
- “900_26 Water Dispensers, Associated Consumables and Services” is a framework: the contest is a place on its panel, not a single contract: call-offs may be direct or by further competition.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use the vehicle
- As a Centralised procurement authority as defined in the Procurement Act 2023, the Framework is open for use by Public Bodies (defined at https://www.espo.org/amfile/file/download/file/9608/) that also fall into one of the following classifications of user throughout all administrative regions of the UK: Local Authorities; Educational Establishments (including Academies); Central Government Departments and Agencies; Police, Fire & Rescue and Coastguard Emergency Services; NHS and HSC Bodies, including Ambulance Services; Registered Charities; Registered Social Landlords; The Corporate Office of the House of Lords, The Corporate Officer of the House of Commons; or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. Details on general classification of end user establishments and geographical areas are available at: https://www.espo.org/legal
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 12 May 2025, 16:18 BST
- Last source update
- 7 May 2026, 10:40 BST
- Award evaluation window
- Submission end – 9 Mar 2026
- Authority reference
900_26- FTS notice number
2025/S 000-078564- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05114fFind a Tender
How it was run
Official notice- Appointment period ends
- 15 Jan 2026, 12:00 GMT
- Clarification deadline
- 8 Jan 2026, 17:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
- Supplier levy on call-offs (max %)
call-off levy · 3% of call-off value · As a public body, ESPO have a statutory obligation to recover the costs incurred in the management of this Framework. This obligation is met by means of a Framework Fee which will be payable by the Suppliers to ESPO based on the total turnover of business conducted by them under the Framework.
Refer to all instructions captured via www.eastmidstenders.org ↗.
Timeline
12 May 2025 → 7 May 2026 · 11 dates- Planning notice published12 May 2025, 16:18 BST
- Market engagement366 days ago14 Oct 2025, 23:59 BST
Suppliers are required to register and complete the relevant stages on the Central Digital Platform if they wish to participate or bid for this framework.
REQUEST FOR INFORMATION - To be completed and returned by 12 noon, 07 October 2025 (see below for further details on how to access and complete this).
Engagement is being undertaken via a Request for Information (RFI) Questionnaire that is available as a Public Message on the EastMidsTenders eProcurement Portal (www.eastmidstenders.org ↗). Please refer to all instructions in the Public Messages, and any organisation that feels they can contribute should return the RFI Questionnaire via the Messaging facility on the eProcurement Portal by 12:00 (12 noon) on 07 October 2025.
Suppliers wishing to participate and access Public Messages MUST first register interest for 900_26 via the EastMidsTenders eProcurement Portal (please see below for further details on this).
For the purposes of this Preliminary market engagement (PME), please express your interest as follows:
(a) Go to www.eastmidstenders.org ↗; (b) Register (if not already registered on ProContract); (c) Search for tender opportunity '900_26' (via "View Opportunities" from the EastMidsTenders Portal); d) Express an interest (this action is only required once, after which you can go to your 'Activities' in the eProcurement Portal instead).
Please access the Messages area/section of the eProcurement Portal (ProContract / EastMidsTenders - Messages can be accessed via the Activity dashboard once an Expression of interest has been completed) for any further communications on this preliminary market engagement, including the RFI documentation.
In the case of any questions or clarifications relating to this PME, these should also be submitted to ESPO as a Message on the eProcurement Portal (again once an Expression of interest has been completed).
ESPO may contact suppliers to seek clarification or understanding of the information provided in their RFI response or to discuss their RFI responses in further detail.
To ensure that equal treatment principles are upheld, any information provided by the market that ESPO deems to be neither confidential nor commercially sensitive and which shapes our procurement process, proposed route, and any refinements, will be shared during the procurement, including details of the process and outcomes.
Potential bidders will not be prejudiced by any participation or failure to participate to this preliminary market engagement exercise and should note that a response to this preliminary market engagement exercise does not guarantee an invitation to participation in this or any future procurement that ESPO may conduct.
Suppliers should note that this is a preliminary market engagement exercise (and NOT a competitive tender process at this stage). The participation of a supplier in this preliminary market engagement will not constitute any contractual agreement between the respondent and ESPO.
- Next notice expected335 days ago14 Nov 2025, 23:59 GMT
- Tender notice published318 days ago1 Dec 2025, 15:14 GMT
- Clarification questions by280 days ago8 Jan 2026, 17:00 GMT
- Admission / appointment period ends273 days ago · period end, not a bid countdown15 Jan 2026, 12:00 GMT
- Award decision expected by220 days ago9 Mar 2026, 23:59 GMT
- Assessment summaries sent199 days ago31 Mar 2026, 00:00 BST
- Contract starts198 days ago1 Apr 2026, 00:00 BST
- Standstill ends185 days ago13 Apr 2026, 23:59 BST
- Latest notice published162 days ago7 May 2026, 10:40 BST
Notice history
12 events · 5 releases on Find a Tender · since 12 May 2025- Pipeline notice published12 May 2025, 16:18 BSTUK1
- Preliminary market engagement notice published4 Sept 2025, 12:11 BSTUK2
- Published value updated4 Sept 2025, 12:11 BST
- Tender notice published1 Dec 2025, 15:14 GMTUK4
- Published value updated1 Dec 2025, 15:14 GMT
- Status changed to active1 Dec 2025, 15:14 GMT
- Procurement method changed1 Dec 2025, 15:14 GMT
- Deadline published: 15 Jan 2026, 12:00 GMT1 Dec 2025, 15:14 GMT
- Contract award notice published31 Mar 2026, 10:30 BSTUK6
- Status changed to complete31 Mar 2026, 10:30 BST
- Contract signature expected14 Apr 2026, 23:59 BSTscheduled
- Contract details notice published7 May 2026, 10:40 BSTUK7
Routine re-releases (5)
- 2025-09: 1 release · 4 Sept 2025
- 2025-05: 1 release · 12 May 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Alpine Vending Co. LtdSME, COOL WATER DIRECT LIMITEDSME, GLASTONBURY SPRING WATER COMPANY LIMITEDSME, GORILLA WATERCOOLERS LIMITEDSME, LONDON WATER DELIVERY LTDSME, THE PERK-COMPANY LTD (t/a Refresh Vending)SME +8 more20 Apr 2026 – 19 Apr 2028 · up to 19 Apr 2030Extensions: The framework agreement has the option to extend for up to a further 24 months, and ESPO may choose to use the extension periods where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated value for the framework captured in this notice includes the option to extend as noted above. · Options: ESPO reserves the right to add or remove requirements throughout the life of the contract. | £4,000,000 | 26 Mar 2026 | Awarded |
Contracts
900_26 Water Dispensers, Associated Consumables and Services · Alpine Vending Co. LtdSME, COOL WATER DIRECT LIMITEDSME, GLASTONBURY SPRING WATER COMPANY LIMITEDSME, GORILLA WATERCOOLERS LIMITEDSME, LONDON WATER DELIVERY LTDSME, THE PERK-COMPANY LTD (t/a Refresh Vending)SME +8 more
- Signed
- 20 Apr 2026
- Value
- £4,000,000
- Period
- 20 Apr 2026 – 19 Apr 2028 · up to 19 Apr 2030 with extensions
- Status
- active
- Extensions
- The framework agreement has the option to extend for up to a further 24 months, and ESPO may choose to use the extension periods where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated value for the framework captured in this notice includes the option to extend as noted above.
- Options
- ESPO reserves the right to add or remove requirements throughout the life of the contract in line with the framework.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 15final-stage tenders · 18 at stage one | 13 | 0 | — |
Contracting authority & participating public bodies
Framework contractors & participating bidders
14 commercial parties on the notice- ALPINE VENDING CO LIMITEDFramework contractor
- BWT UK LIMITEDFramework contractor
- CAMBRIDGE VENDING SOLUTIONS LIMITEDFramework contractor
- COOL WATER DIRECT LIMITEDFramework contractor
- COOLERAID LTDFramework contractor
- CULLIGAN (UK) LIMITEDFramework contractor
- EDEN SPRINGS UK LIMITEDFramework contractor
- GLASTONBURY SPRING WATER COMPANY LIMITEDFramework contractor
- GORILLA WATERCOOLERS LIMITEDFramework contractor
- LONDON WATER DELIVERY LTDFramework contractor
Show 4 more suppliers
- REFRESH WATER LIMITEDFramework contractor
- THE PERK-COMPANY LTD (t/a Refresh Vending)Framework contractor
- THIRSTY WORK LIMITEDFramework contractor
- WESSEX PRODUCTS (LEASING) LIMITEDFramework contractor
Official documents & specifications (7)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications To tender (please proceed to step (e) if an expression of interest has already been completed): (a) Go to https://www.eastmidstenders.org/; (b) Register (if not already registered on ProContract); (c) Search for tender opportunity '900_26' (via "View Opportunities" from the EastM…
- Technical specifications Please refer to the tender documents (see above for further details including summary instructions on how to access these).
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender