Find a TenderAwardedContract details notice

Published 4 Apr 2025, 17:02 BST

Official UK procurement notice

Water Coolers and Associated Items

Authority: the Education Authority (Central government)

2 lotsGoodsOpen procedureAbove thresholdSME suitableVCSE suitable

Sectors: Food, beverages, tobacco and related products (15)Electrical machinery, apparatus, equipment and consumables; lighting (31)Collected and purified water (41) Delivery: Northern Ireland (UKN)

Published estimate£330,000envelope for 2 lots · £396,000 inc. VAT · 1 value update

Submissions closed 12 Sept 2025awarded 31 Oct 2025

Awarded to Culligan Water (Ireland) Limited, Irish Food and Beverages2 awards

Contract term 4 yrsends 30 Sept 2029 · starts 1 Oct 2025

What is being bought2 lots · detail below

Published requirement description

CAT-25-008 Water Coolers and Associated Items

The Contract is divided into two Lots as follows:

Lot 1 Bottle Fed Water Coolers and Associated Items and;
Lot 2 Mains Fed Water Coolers and Associated Items.

This Contract is established by the Education Authority ("EA") and is open to the EA, including NI educational bodies as follows, who at some point, during the life of the Contract may wish to utilise the agreement and should have access at any point, with the permission of EA. This Contract is not intended to replace any current agreements that participating or non-participating institutions may already have in place.

Department of Education - Schools Plus Primary and Post Primary schools under the control of the EA,

Catholic Maintained Schools,

Independent Schools in NI,

Irish Medium Schools in NI,

both Controlled and Voluntary Grammar Schools,

Nursery School for NI (both controlled, and Catholic Maintained), school meals kitchens on-site at all of these schools, and Controlled Youth Centres.

NICIE - School Finder

Grant Controlled Integrated Education Schools in NI

Independent Schools in NI

Independent School in NI

EA Teachers' and Educational Centres

Council for the Curriculum, Examination and Assessment NI (CCEA)

Controlled Schools Support Council (CSSC)

Northern Ireland Council for Integrated Education (NICIE)

Pre-Schools and Nurseries included in the Pre-School Education Programme (PSEP)

Due to the independent nature of the Schools within Northern Ireland there is no obligation for all schools to become party to the Contract if a value for money solution can be achieved through another Contract or arrangement.

The EA reserves the right to move value between Lots as required, however, the overarching value will not exceed £330,000 (ex VAT) without modification in accordance

with the requirements of the Procurement Act 2023.

Furthermore, suppliers should note that, in accordance with Section 31 and /or Section 74 of the Procurement Act 2023, the Buyer reserves the right to modify the Contract without a new procurement process in certain circumstances. In particular, but without limiting the foregoing, Suppliers should note that the true value of the Contract may differ from the values outlined above for the following reasons:

•Increase/decrease in the number of schools and number of pupils.

•Increase/decrease in the demand to use the Contract

•General increases/decreases in all costs such as equipment, insurances, labour rates etc.

•Unforeseen/unplanned events (for e.g., new schools which are an amalgamation of existing schools that were previously identified by EA as being eligible to utilise thisContract).

•Increase/decrease in EA funding.

The authority expects to re-tender this requirement around 1 Jun 2029, 23:59 BST.

CPV: Drinking water · Mineral water · Still mineral water · Water coolers

Lots and requirements (2)Procurement structure

2 lots · all with a published value (£330,000 together) · same evaluation weights on every lot

Lot #1Bottle Fed Water Coolers and Associated ItemsAwarded 4 yrsSMEVCSEPublished value£290,000

Lot 1 is for the supply and delivery of Bottle Fed Water Coolers and Associated Items.

Contract period: 1 Oct 2025 – 30 Sept 2029 (4 yrs)Value: £290,000 exc. VAT · £348,000 inc. VAT

Eligibility: SME eligibleVCSE eligible

15981000 Mineral water 15981100 Still mineral water 31141000 Water coolers 41110000 Drinking water

Lot #2Mains Fed Water Coolers and Associated ItemsAwarded 4 yrsPublished value£40,000

Lot 2 is for the supply and delivery of Mains Fed Water Coolers and Associated Items

Contract period: 1 Oct 2025 – 30 Sept 2029 (4 yrs)Value: £40,000 exc. VAT · £48,000 inc. VAT

15981000 Mineral water 15981100 Still mineral water 31141000 Water coolers 41110000 Drinking water

What it takes to win
i
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 more

How bids were scored · same split on all 2 lots

Price: 100%

Published sub-criteria (1)

AC1 - Total Contract Price: 100%

Published award criteria (1)

AC1 - Total Contract Price

What this means for your bid

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.

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

Stand-alone contract (no framework)

Competition type

Competitive procedure

GPA / WTO covered

Yes (GPA)

Recurring procurement

Yes · next expected 1 Jun 2029

First published

4 Apr 2025, 17:02 BST

Last source update

8 Dec 2025, 11:17 GMT

Award evaluation window

Submission end – 29 Sept 2025

Authority reference

CAT-25-008

FTS notice number

2025/S 000-048183

Latest notice

Contract details notice (UK7)

Classification (CPV)

Drinking waterMineral waterStill mineral waterWater coolers

Delivery area

Northern Ireland (UKN)

Official registry OCID

ocds-h6vhtk-04fdaa Find a Tender

Contract terms summary

The Supplier must ensure that the Buyer has issued a Purchase order number in advance of any goods being delivered.

Payments will only be made on receipt of an invoice quoting the relevant purchase order number.

The Supplier must ensure that purchase orders received are accurate in that they state the correct contract prices, or return for correction prior to the order being fulfilled, as discrepancies could result in delays to invoice payments where purchase orders and invoices do not match.

Invoices must be in pounds Sterling (GBP).

Suppliers must submit invoices directly to the address as specified on the order.

Supplier must submit a group statement for outstanding invoices on a monthly basis. The supplier may liaise with EA Accounts Payable to identify the information required on the statement.

The Supplier must replace or make good at their own expense any items that are or become defective as a result of poor design, materials or service.

Payment shall be made through the Bankers Automated Clearing System. The Supplier will be required to provide bank account details to the Buyer to facilitate this method of payment.

The Buyer reserves the right to withhold payment against any invoice which is not submitted in accordance with the Contract, or which covers or purports to relate to goods which have not been provided in accordance with the Contract and shall forthwith notify the supplier accordingly in writing.

During the Term the Buyer reserves the right to review ordering and/or invoicing procedures with the Supplier.

For an invoice to be considered valid it must be legible, from which a clear scanned image can be produced, and clearly show the following information:

Purchase Order number (only one purchase order per invoice)
Invoice number
Invoice date / tax point
Supplier name, address, postcode and VAT registration number
Remittance name and address where this is different to above
Goods details which match the PO details, including quantity billed, item description, unit of measure, unit price and total value (only goods delivered should be on an invoice)

All invoices must be made payable to the Supplier and not to any nominated sub-contractor(s).

Review and risk notes

Risks: This Contract will be divided into 2 Lots with one Supplier appointed to each Lot. Suppliers may bid for and be appointed to one or both Lots.
Lot 1 - Bottle Fed Water Coolers and Associated Items
Lot 2 - Mains Fed Water Coolers and Associated Items
The estimated value of the Contract over the whole (4 year) period is within the range of £280,000 - £330,000 (ex VAT) and £336,000 - £396,000 with VAT. A breakdown per Lot as:
Lot 1 - Bottle Fed Water Coolers and Associated Items = £250,000 - £290,000 (ex VAT)
Lot 2 - Mains Fed Water Coolers and Associated Items = £30,000 - £40,000 (ex VAT)
The Contract Value has been estimated based on the four year duration.
The lower range value for Lot 1 is based on the most recent annual spend under the former contract, with the application of indexation over the next four years but also includes additional 20% value for contingency purposes within the Contract for capital enhancement, which may or may not occur, and additional levels of contingency for other unplanned works that may be required over the lifetime of the Contract. This upper limit also includes the provision for Voluntary Grammar schools and other Public Bodies who may avail of this contract. The upper range value for Lot 1 the most recent annual spend under the former contract and indexation over the next four years but also includes a 40% additional value for contingency purposes within the Contract for capital enhancement, which may or may not occur, and additional levels of contingency for other unplanned works that may be required over the lifetime of the Contract. This upper limit also includes the provision for Voluntary Grammar schools and other Public Bodies who may avail of this contract.
The lower range value for Lot 2 is an estimated value as this is a new requirement with usage unknown. This includes the application of indexation over the next four years but also includes additional 20% value for contingency purposes within the Contract for capital enhancement, which may or may not occur, and additional levels of contingency for other unplanned works that may be required over the lifetime of the Contract. This upper limit also includes the provision for Voluntary Grammar schools and other Public Bodies who may avail of this contract. The upper range value for Lot 2 is an estimated value as this is a new requirement with usage unknown. This includes the application of indexation over the next four years but also includes additional 40% value for contingency purposes within the Contract for capital enhancement, which may or may not occur, and additional levels of contingency for other unplanned works that may be required over the lifetime of the Contract. This upper limit also includes the provision for Voluntary Grammar schools and other Public Bodies who may avail of this contract.
The EA reserves the right to move value between the Lots as required, however, the overarching value will not exceed £330,000 (ex VAT) or £396,000 (inc. VAT). EA do reserve the right to modify the contract for any of the reasons noted in the Specification Schedule, Section 21 Additional Services, and so the actual value of the contract/s may be greater than noted above.
There is no guarantee that any orders will be placed in any quantity during the period of the Contract.

How it was run

Official notice

Run through: eTendersNI · Who buys & how to bid on eTendersNI

Supplier login requiredElectronic submission allowedLanguage: EN

Access & registration note: Free Northern Ireland registration

Submission deadline: 12 Sept 2025, 15:00 BST
Clarification deadline: 26 Aug 2025, 23:59 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

etendersni.gov.uk ↗

Timeline

4 Apr 2025 → 8 Dec 2025 · 10 dates

Planning notice published
4 Apr 2025, 17:02 BST
Market engagement
16 Apr 2025, 23:59 BST
Interested participants should complete the questionnaire and upload by 3pm on 16 April 2025. Completed questionnaires must be returned via the eTendersNI Messaging function as an attachment or via email to [email protected].
Tender notice published
12 Aug 2025, 16:49 BST
Clarification questions by
26 Aug 2025, 23:59 BST
Submission deadline399 days ago
12 Sept 2025, 15:00 BST
Award decision expected by382 days ago
29 Sept 2025, 23:59 BST
Contract starts381 days ago
1 Oct 2025, 00:00 BST
Assessment summaries sent345 days ago
6 Nov 2025
Standstill ends333 days ago
17 Nov 2025, 23:59 GMT
Latest notice published312 days ago
8 Dec 2025, 11:17 GMT

Notice history

12 events · 5 releases on Find a Tender · since 4 Apr 2025

Preliminary market engagement notice published
4 Apr 2025, 17:02 BST
UK2
Tender notice published
12 Aug 2025, 16:49 BST
UK4
Published value published: £330,000
12 Aug 2025, 16:49 BST
Status changed to active
12 Aug 2025, 16:49 BST
Procurement method changed
12 Aug 2025, 16:49 BST
Deadline published: 11 Sept 2025, 23:59 BST
12 Aug 2025, 16:49 BST
Tender notice published
18 Aug 2025, 11:58 BST
UK4
Deadline moved to 12 Sept 2025, 15:00 BST
18 Aug 2025, 11:58 BST
+1 days · was 11 Sept 2025, 23:59 BST
Contract award notice published
6 Nov 2025, 15:30 GMT
UK6
Status changed to complete
6 Nov 2025, 15:30 GMT
Contract signature expected
18 Nov 2025, 23:59 GMT
scheduled
Contract details notice published
8 Dec 2025, 11:17 GMT
UK7

Published amendments (1)

This notice has been modified to change the Tender Submission Deadline - the deadline for submissions is now 15:00 on Friday 12 September 2025. No other changes have been made.

Routine re-releases (5)

2025-08: 1 release · 12 Aug 2025
2025-04: 1 release · 4 Apr 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 2

Awarded value £330,0002 awards exc. VAT

Bids received 66 from SMEs

Contracts signed 2latest 20 Nov 2025

Awarded to	Value	Date	Status
Lot 1 · Bottle Fed Water Coolers and Associated Items1 award
Culligan Water (Ireland) LimitedSME1 Jan 2026 – 30 Dec 2030	£290,000	31 Oct 2025	Awarded
Lot 2 · Mains Fed Water Coolers and Associated Items1 award
Irish Food and BeveragesSME +1 morejoint award1 Jan 2026 – 30 Dec 2030	£40,000	31 Oct 2025	Awarded

Contracts

Lot 1 - Bottle Fed Water Coolers and Associated Items · Culligan Water (Ireland) LimitedSME
Signed
20 Nov 2025
Value
£290,000
Period
1 Jan 2026 – 31 Dec 2029
Status
active
Lot 2 - Mains Fed Water Coolers and Associated Items · Irish Food and BeveragesSME +1 more
Signed
20 Nov 2025
Value
£40,000
Period
1 Jan 2026 – 31 Dec 2029
Status
active

Bid statistics published by the authority

Lot	Bids	SME	VCSE	Valid bid range
1 · Bottle Fed Water Coolers and Associated Items	2final-stage tenders · 3 at stage one	2	0	—
2 · Mains Fed Water Coolers and Associated Items	4final-stage tenders	4	0	—

Contracting authority & participating public bodies

the Education Authority

Contracting authorityPublic authority - central governmentNorthern Irish devolved regulations apply GB-PPON: PPHJ-6982-JPXY 40 Academy Street, Belfast, Northern Ireland, BT1 2NQContact email

Bidders & participating suppliers

3 commercial parties on the notice

Culligan Water (Ireland) LimitedAwarded supplierGB-PPON: PMHC-8491-JZCJ 42 Merrywell Business Park, Ballymount, Dublin, IE, D12 KFP9, IEContact email
IRISH FOOD & BEVERAGES LTDAwarded supplierGB-COH: NI620217GB-PPON: PVQR-4971-RGJN 2nd Floor The Cornmill, Coalisland, Northern Ireland, BT71 4LPContact email
Irish Food and BeveragesAwarded supplierGB-PPON: PVQR-4971-RGJN 38 Limehill Road, Pomeroy, Northern Ireland, BT70 2RXContact email

Official documents & specifications (7)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender8 Dec 2025, 11:17 GMT
Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender8 Dec 2025, 11:17 GMT
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender6 Nov 2025, 15:30 GMT
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender6 Nov 2025, 15:30 GMT
Tender notice tenderTender noticeUK4Tender notice on Find a Tender18 Aug 2025, 11:58 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender12 Aug 2025, 16:49 BST
Preliminary market engagement notice planningPreliminary market engagement noticeUK2Preliminary market engagement notice on Find a Tender4 Apr 2025, 17:02 BST