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Integrated Hospitality Technology platform (EPOS, Digital Ordering, Kiosk & CRM Solutions)

University Of Edinburgh

This public procurement record has 2 releases in its history.

Tender

16 Sep 2026 at 10:24

Tender Notice
Planning

17 Jun 2026 at 09:05

Planning Notice
Summary of the contracting process

The University of Edinburgh is procuring an integrated hospitality technology platform for its complex, multi-site catering estate in Edinburgh. This is a services requirement covering software and hardware for retail cafés, full-service restaurants, bars and hotels. The platform must combine electronic point-of-sale tills, including handheld terminals and integrated payments, with mobile digital ordering, self-service kiosks and customer relationship management. Ordering must support table ordering through QR codes or similar, advance collection orders and delivery to set locations. The solution also includes loyalty and reward functionality across channels, barista and kitchen display screens for order fulfilment, and consolidated sales and customer data to support insight, targeted marketing and personalised offers. The requirement is primarily point-of-sale software development and related technology services.

The procurement has reached tender: the University invited offers through an open procedure, with electronic submission in English. The tender deadline is 16 October 2026 at 12:00; bid opening and the evaluation period start at the same time. The contract duration is 2,160 days and includes three optional 12-month extensions. The University may also purchase additional options and make modifications described in the tender documents. Bids will be evaluated on quality at 80% and cost at 20%, with no variants allowed. Suppliers must show a minimum general yearly turnover of £450,000 for each of the last three years. Required insurance includes £5 million professional indemnity, £5 million employers’ liability, £5 million product liability and £10 million public liability.

This opportunity suits an established hospitality technology provider able to deliver a complete, scalable, multi-site platform, either directly or with specialist partners. Bidders must provide at least three relevant experience examples. Across those examples, they must demonstrate work with catering estates covering several or all of retail cafés, full-service restaurants, self-service kiosks and bars. The required capability spans handheld and fixed point-of-sale, integrated payment services, mobile ordering for table service, collection and delivery, kiosk ordering, cross-channel loyalty schemes, kitchen and barista display systems, and CRM-based customer insight and marketing. The financial and insurance requirements favour suppliers with substantial operating capacity and established risk cover. Community benefits are included, so bidders should be prepared to meet the related requirements set out for the procurement.

How relevant is this notice?

Notice Information

Notice Title

Integrated Hospitality Technology platform (EPOS, Digital Ordering, Kiosk & CRM Solutions)

Notice Description

The University requires a flexible and scalable software and hardware solution to support the efficient operation of a complex, multi-site catering environment. This solution must seamlessly operate across the full catering estate, which spans a range of commercial operations including: retail, full-service restaurants, bars and hotels.

Lot Information

Lot 1

The solution must encompass: EPoS tills to include hand-held POS, with integrated payment options and merchant services. Digital ordering via a mobile application, enabling: Order & Pay at Table through QR code scanning or similar Order-ahead for collection (Click & Collect) Order for delivery to pre-set locations Self-service kiosks for fast, intuitive customer ordering, with integrated payment options Customer reward options applicable & redeemable across all digital ordering, kiosk and EPoS channels. For example: loyalty programmes, meal deals, multi buys, digital stamp-cards, vouchers and gift cards. Barista and kitchen display systems/screens (KDS) to streamline order management and fulfilment from all order channels Customer Relationship Management solution to bring all sales and customer data together to provide meaningful insights into customer behaviour and spending patterns, allowing for targeted marketing strategies and personalised offers.

Options: The University reserves the right to purchase additional options under this contract. The contract may be modified within its duration, the options for modification have been stipulated in the tender documentation.

Renewal: The contract duration is inclusive of 3 x 12 month optional extensions.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06b674
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/087628-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

48110000 - Point of sale (POS) software package

72212110 - Point of sale (POS) software development services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
16 Sep 20261 months ago
Submission Deadline
16 Oct 2026Expired
Future Notice Date
28 Aug 2026Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
If all extension periods are utilised, new tender opportunity will likely be published 2031.

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
University Of Edinburgh
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH1 1HT
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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