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Online school payment and cashless catering

Renfrewshire Council

This public procurement record has 3 releases in its history.

Award

25 Apr 2018 at 01:00

OJEU - F3 - Contract Award Notice
TenderUpdate

27 Dec 2017 at 00:00

OJEU - F14 - Corrigendum
Tender

21 Dec 2017 at 00:00

OJEU - F2 - Contract Notice
Summary of the contracting process

Renfrewshire Council is conducting a procurement process for an "Online School Payment and Cashless Catering" solution aimed at their school estate in Paisley, UK. The procurement method is an open procedure, with a total estimated contract value of £803,012. The current stage is the award stage, and a contract has been signed on 24 April 2018. It is essential for potential bidders to have relevant experience and appropriate insurance coverage as outlined in the tender documents, which can be accessed through the council’s website. Key dates include a demonstration day anticipated for the week commencing 19 February 2018, and the original tender submission deadline was revised to 2 February 2018.

This tender presents significant opportunities for businesses specializing in educational services, payment processing, and catering systems, particularly those looking to innovate with cashless solutions. Companies with existing experience in integrated systems for managing school funds and meals would find this project well-suited to their capabilities. Additionally, bidders should have the capacity to support the gradual transition from cash to cashless transactions, particularly within secondary education settings. Engaging with this opportunity could contribute not only to the successful delivery of services to the council but also facilitate growth within the local economy through innovative technological solutions in the education sector.

How relevant is this notice?

Notice Information

Notice Title

Online school payment and cashless catering

Notice Description

Renfrewshire Council are seeking an integrated online school payment, school fund management and cashless catering solution for their school estate. One of the main goals of this project is to eliminate, where possible, all cash processing in our pre 5/primary establishments and significantly reduce cash processing in secondary schools.

Lot Information

Lot 1

Renfrewshire Council are seeking an integrated online school payment, school fund management and cashless catering solution for their school estate. One of the main goals of this project is to eliminate, where possible, all cash processing in our pre 5/primary establishments and significantly reduce cash processing in secondary schools. Schools typically receive in excess of 3.4m GBP per annum via 1.14m GBP transactions of which 1.4m GBP relates to catering income. School trips account for around 900k GBP of that figure with the other amounts relating to uniform sales, in-school activities and school fund monies. Due to the more complex nature of the catering service in our secondary schools, the cashless catering element of the solution will require to support cash processing with the aim to gradually move to a fully cashless model over time. The cashless catering model at primary level is much simpler than at secondary level and this should be noted by tenderers. The Council will be guided by the successful service provider as per the implementation approach. Our requirements are outlined in the ITT Document and take account of our 11 PPP establishments where the contractor, Amey, is responsible for the management of catering services and these establishments are therefore excluded from that aspect of the requirements. - School fund management: 49 primary, 11 secondary, 2 ASN schools, 22 nursery classes and 12 pre-5 centres - Online school payments: 49 primary, 11 secondary, 2 ASN schools, 22 nursery classes and 12 pre-5 centres - Cashless catering system supporting cash processing: 7 secondary - Cashless catering system supporting cashless processing: 42 primary and 2 ASN schools School roll information - approximately 27,000 pupils as noted below - 49 Primary - 13,238 - 11 Secondary - 9,920 - 2 ASN - 386 - 34 Nursery/pre 5 - 3,520 Key functional requirements are as follows: * Online school payments facility enabling parents to add funds to pupil accounts to pay for meals, trips, uniforms and other school expenses * Access to solution by parents to be via single sign on using the mygovscot My Account service * Solution supports the removal of cash from schools * Classroom pre ordering to support cashless catering and eliminate the need for cash at the point of sale * Facilities to support morning tuck and impulse purchases for catering * Facilities to support residual cash payments where full cashless not in place * Catering management facilities including detailed management reporting * School fund management integrated with OSP/CC solution to prevent double keying of information In support of Renfrewshire Council's ICT vision, the solution will require to be cloud based/hosted with no physical server presence in each school. Following evaluation of the tender submission, tenderers will be invited to present their solution to the Council in the form of pre-prepared demonstration. For the demonstration and in line with the tender response, tenderers must illustrate how their solution would work in practice for the Council, further clarification questions regarding the solution may also be asked. The Council reserves the right to modify scores based on the responses provided. It is anticipated the demonstration day will take place week commencing the 19th February 2018. Tenders will be given a 1 week notice of the demonstration date. A copy of the agenda will also be issued with this communication.. Economic Operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015. Please see the ITT in PCS-Tender project relevant to this procurement and the other Procurement Documents for further information.

Options: Additional hardware and software may be required as part of the contract

Renewal: This will consist of an initial period of four (4) years with an option to extend for up to a further two (2) x twelve (12) months subject to satisfactory operation and performance; however, any extension will be at the sole discretion of Renfrewshire Council.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000521541
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=APR317727
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award 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

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

CPV Codes

72212110 - Point of sale (POS) software development services

Notice Value(s)

Tender Value
£803,012 £500K-£1M
Lots Value
£803,012 £500K-£1M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
25 Apr 20188 years ago
Submission Deadline
1 Feb 2018Expired
Future Notice Date
Not specified
Award Date
24 Apr 20188 years ago
Contract Period
Not specified - Not specified
Recurrence
Anticipated date September 2023

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Renfrewshire Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
PAISLEY
Postcode
PA1 1JB
Postcode Area
Paisley
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM3 West Central Scotland
Small Region (ITL 3)
TLM33 Inverclyde, East Renfrewshire, and Renfrewshire
Delivery Location
TLM83 Inverclyde, East Renfrewshire, and Renfrewshire
Local Authority
Renfrewshire
Electoral Ward
Paisley East and Central
Westminster Constituency
Paisley and Renfrewshire South

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC305192
    Online school payments and cashless catering - Renfrewshire Council are seeking an integrated online school payment, school fund management and cashless catering solution for their school estate. One of the main goals of this project is to eliminate, where possible, all cash processing in our pre 5/primary establishments and significantly reduce cash processing in secondary schools.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=APR317727
    Online school payment and cashless catering - Renfrewshire Council are seeking an integrated online school payment, school fund management and cashless catering solution for their school estate. One of the main goals of this project is to eliminate, where possible, all cash processing in our pre 5/primary establishments and significantly reduce cash processing in secondary schools.

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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