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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 01:00

OJEU - F2 - Contract Notice
Planning

17 Jun 2026 at 01:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

The University of Edinburgh is procuring an integrated hospitality technology platform for its multi-site catering estate in Edinburgh. This is a services requirement covering EPOS tills, including handheld point-of-sale and integrated payments; mobile digital ordering for table service, collection and delivery to set locations; self-service kiosks; loyalty and reward features across channels; barista and kitchen display systems; and customer relationship management. The platform is intended to bring sales and customer data together, support order fulfilment and provide insight into customer behaviour for targeted marketing and personalised offers. The catering operations include retail cafés, full-service restaurants, bars and hotels. The requirement is classified as computer software services (CPV 72212110). Community benefits are included in the requirement.

The process reached tender: the University invited offers through an open procedure, with electronic submission in English. There is one lot, and variants are not allowed. The tender deadline is 16 October 2026 at 12:00, with bid opening and the start of the award period at the same time. The contract period is 2,160 days, including three optional 12-month extensions, and the University reserves rights to purchase additional options and make modifications described in the tender documents. Evaluation is based on quality at 80% and cost at 20%. Bidders must show general annual turnover of at least £450,000 for the last three years and hold specified insurance cover: professional indemnity, employers’ liability and product liability at £5 million per event, and public liability at £10 million per event.

This opportunity suits a technology provider able to deliver, integrate and support a complete hospitality platform across a complex catering estate. Bidders need proven capability in EPOS, handheld POS, payment and merchant services, mobile ordering, QR-based order-and-pay, click-and-collect, delivery workflows and self-service kiosks. The solution must also support loyalty schemes, meal deals, multi-buys, digital stamp cards, vouchers and gift cards across all relevant channels. Experience should include barista and kitchen display systems and CRM functionality that consolidates sales and customer data for analysis and targeted marketing. At least three relevant experience examples are required, covering estates with several commercial operations such as cafés, restaurants, kiosks and bars. A single supplier or a partnership may provide the full solution, supporting specialist integrators and established technology partners.

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-r6ebe6-0000834454
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP564603
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
OJEU - F2 - Contract 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

Notice Documents

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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