Coffee and tea kitchen supplies

✓Product-specific evidence is requested only on demand: for Los 1 coffee, bidders in the economic shortlist must provide free product samples within a 7‑day deadline; quality certificates from the food control authority and other technical certificates may be requested to prove compliance with technical and hygiene norms.

✓Concerning the scope of the contract (what, how much, where, when): the framework covers two lots, namely Los 1 “Kaffee” and Los 2 “Teeküchenbedarf”, as detailed in the Leistungsbeschreibung and Preisblätter.

✓Deliveries are “frei Haus” to multiple sites of Niederlassung Südbayern (main office, autobahn master depots, Außenstellen) according to an address list (Anlage 1 “Anlieferadressen”) and are ordered on call-off (Einzelauftrag) with a minimum net order value of 50 EUR per call.

✓Time-wise, the RVB specify that the framework starts on 01.01.2027 with a minimum term of 24 months, i.e. nominally until 31.12.2028; the RVB also grant the authority an option to extend twice by 12 months, whereas the Rahmenleistungsbeschreibung states the agreement runs from 01.01.2027 to 31.12.2028, ending earlier if the Höchstwert is reached.

✓Deliveries under individual orders must normally arrive within 7 calendar days after receipt of the call-off, within defined delivery windows (Mo–Do 07:00–15:00, Fr 07:00–12:00).

⚠Quantities are expressed as estimated Schätzmengen and Höchstmengen in the Preisblatt: for Los 1, the authority commits to a minimum purchase of 75 % of each stated Schätzmenge; those minimums are binding.

✓Schätzmengen themselves are non-binding estimates of expected consumption.

✓Höchstmengen equal Schätzmenge plus approx. 25 % safety margin and set the maximum contract volume but do not create any right to full call-off.

✓For Los 2 Teeküchenbedarf no minimum purchase is agreed: only Schätzmengen and Höchstmengen apply, with no guaranteed volume.

✓As to the award criteria and weighting, the Leistungsverzeichnis defines separate evaluation schemes per lot.

✓For Los 1 (coffee), the award is based on price (70 %) and quality (30 %).

✓The quality component is further broken down using a sensoric blind tasting against a “Bewertungsmatrix”: within the 30 % quality, sub‑criteria are “Fehler (Defects)” 20 %, “Gesamtbalance und Nachgeschmack” 40 % and “Reinheit (Clean Cup)” 40 %.

✓Samples are requested only from the three economically best offers, and failure to submit within the 7‑day deadline leads to exclusion.

✓For Los 2 (teekitchen supplies), the award criterion is price only with 100 % weighting.

✓Prices must be given in Euro, net of VAT, with up to three decimal places.

✓VAT is added at the end of the offer; only unconditional percentage discounts stated at the designated place in the offer are evaluated.

⚠On risks and special conditions (penalties, guarantees, subcontracting, validity period, question deadline, site visit): the framework is explicitly non‑guaranteed in terms of overall volume except for the Los‑1 minimum purchase, and RVB § 3.10 excludes damages or cost reimbursement for lack of call-offs, except where the authority has intentionally or grossly negligently mis‑estimated its needs.

✓The contractual environment includes, as such, the RVB, VOL/B 2003, HVA L‑StB “Weitere Besondere Vertragsbedingungen”, HVA L‑StB “Zusätzliche Vertragsbedingungen” and the “Allgemeinen Bestellbedingungen”.

✓The ABB regulate invoicing (X‑Rechnung via OZG‑RE‑Portal, 30‑day payment term), warranty without the HGB § 377 duty, liability, confidentiality (5‑year duty) and detailed compliance clauses: breaches of anti‑corruption, anti‑money‑laundering, human rights or environmental obligations can justify termination for cause and an obligation to indemnify the authority; parties consent to regular checks against sanctions and embargo lists.

✓The ZVB(VOL)-StB add, such as a contractual penalty of 15 % of the billing sum if the contractor engages in illegal bid‑rigging (unzulässige Wettbewerbsbeschränkung), without prejudice to further damages.

✓On subcontracting, the bidder must only use “geeignete” subcontractors under §§ 122, 128 GWB; any intended subcontracting and further subcontracting must be notified in text form before transfer.

✓Eignungsleihe requires joint liability via the standard form.

✓The RVB give the authority extensive rights to terminate the framework for cause, such as repeated refusal to execute call-offs, repeated serious performance deficiencies, illegal collusion, bribery or serious labour/social law breaches, or unauthorized substitution of subcontractors.

❓No explicit offer validity period is stated in the excerpts; standard German UVgO practice would nevertheless require a binding offer until at least the award date.

✓The Bewerbungsbedingungen state that bidders must promptly report any unclear, incomplete or erroneous parts of the tender documents to the authority before submitting an offer, but no formal “question deadline” or mandatory site visit is mentioned in the provided text.

✓With respect to contradictions or corrections: there is a clear tension between RVB § 3.9–3.10 stating that no “Mindestabnahmemengen” are agreed and that no volume or turnover guarantees derive from Schätzmengen/Höchstmengen, and the Rahmenleistungsbeschreibung § 1.2.1 which expressly imposes binding minimum purchase obligations of 75 % of Schätzmengen for Los 1 (and explicitly none for Los 2).

✓Under RVB § 2.1, in case of contradictions the RVB themselves apply together with “Erläuterungen, Klarstellungen und/oder Anpassungen aus dem Vergabeverfahren” and, in hierarchical order, the Zuschlagsschreiben, the Rahmenleistungsbeschreibung/Vergabeunterlagen, Anlagen, then the contractor’s offer.

⚠Given that the Los‑1 clause is in the specific Rahmenleistungsbeschreibung (dated 12.10.2026) and targeted to this tender, while RVB § 3.9 is a generic framework provision, the more specific later clause is to be read as an adjustment: for Los 1 the binding minimum purchase of 75 % Schätzmenge applies; for Los 2 and for the overall framework beyond that specific adjustment, the generic “no Mindestabnahme” rule of RVB § 3.9 remains in force.

⚠A possible further tension exists between the RVB option to extend the framework twice by 12 months and the Leistungsbeschreibung statement that the framework runs from 01.01.2027 to 31.12.2028; here, the best reading under the hierarchy is that 01.01.2027–31.12.2028 is the minimum term, with the authority retaining the unilateral extension options from the RVB, unless these were explicitly struck out or otherwise limited in the final award documents.