---
title: "Provision of a Cashless Catering System"
ocid: "ocds-h6vhtk-045534"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-045534"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-045534.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-045534.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "PEMBROKESHIRE COUNTY COUNCIL"
published: "2025-07-08"
---

# Provision of a Cashless Catering System

Buyer: PEMBROKESHIRE COUNTY COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-045534

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## Summary

The public procurement process described involves Pembrokeshire County Council, which sought to implement a Provision of a Cashless Catering System. The procurement focused on goods, particularly a point of sale (POS) software package, targeting educational institutions within Pembrokeshire, UK. The procurement underwent an open procedure, with the tender phase beginning on 27th January 2025 and concluding on 13th March 2025. The project that started as a planned initiative in 2024 is positioned in the 'Award' stage as of July 2025. The contract was awarded to Haven Systems Ltd and is valued at £398,379, signed on 26th June 2025, with the expectation of full system migration by 1st September 2025.

This procurement presents substantial opportunities for businesses specialising in POS software, catering services, and technology integration, particularly small and medium-sized enterprises (SMEs) like Haven Systems Ltd. Given the focus on innovation, system integration, and user experience, companies that offer robust, comprehensive solutions in educational technology and software systems are well-positioned to thrive in such initiatives. The option to purchase additional functionalities like Nutritional Analysis Software adds further scope for companies with expertise in software development and digital solutions tailored for educational environments.

## Notice

Pembrokeshire County Council operates a centrally managed catering service. This service currently provides catering arrangements for 52 primary schools, 3 middle schools, 5 secondary schools, 1 special school and 1 pupil learning centre. In addition to its school settings the Council also has 2 mobile units which provide catering for outdoor events. Initially the Council is seeking tenders for the supply and installation of a centralised Cashless Catering system in all education settings and mobile units.

### Lot Information

Lot 1

Initially the Council is seeking tenders for the supply and installation of a centralised Cashless Catering system in all education settings and mobile units. The new system must improve the management information in relation to the following: - Improved uptake of school meals in secondary schools. - A reduced risk of errors in ordering in each establishment. - A more stable and reliable system within schools, which will reduce queuing and improve the overall dining experience. - Improved monitoring by service management to drive down waste and costs. The successful supplier will be responsible for migrating Pembrokeshire County Council's existing data for pupils into the new system by no later than 1st September 2025

Options: Option to purchase Nutritional Analysis Software and Secondary and Middle School pre-order Software.

Renewal: up to 24 months

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/038301-2025 |
| Notice type | Planning Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | SME |
| All stages | Planning, Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 8 Jul 2025 |
| Submission deadline | 13 Mar 2025 |
| Future notice date | 9 Jun 2024 |
| Award date | 25 Jun 2025 |
| Contract period | 31 Aug 2025 - 31 Aug 2030 |
| Recurrence | At the end of the 5 years initial contract period or after 5 years if the extension option is utilised |

## Values

| Field | Value |
| --- | --- |
| Tender value | £500,000 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £398,379 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | PEMBROKESHIRE COUNTY COUNCIL |
| Locality | PEMBROKESHIRE |
| Post town | Swansea |
| Postcode | SA61 1TP |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL4 Mid and South West Wales |
| ITL 3 | TLL42 South West Wales |
| Local authority | Pembrokeshire |
| Electoral ward | Haverfordwest: Castle |
| Westminster constituency | Mid and South Pembrokeshire |
| Delivery location | TLL14 South West Wales |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | HAVEN SYSTEMS |

## CPV Codes

### Divisions

- 30 - Office and computing machinery, equipment and supplies except furniture and software packages
- 48 - Software package and information systems
- 55 - Hotel, restaurant and retail trade services
- 72 - IT services: consulting, software development, Internet and support

### Codes

- 30142000 - Accounting machines and cash registers
- 48000000 - Software package and information systems
- 48110000 - Point of sale (POS) software package
- 48444000 - Accounting system
- 55512000 - Canteen management services
- 55520000 - Catering services
- 55524000 - School catering services
- 72514000 - Computer facilities management services

## Release History

- 8 Jul 2025 at 14:09 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/038301-2025
- 27 Jan 2025 at 12:36 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/002696-2025
- 25 Apr 2024 at 14:43 - Planning - Planning Notice - https://www.find-tender.service.gov.uk/Notice/013491-2024

## Notice URLs

- https://etenderwales.bravosolution.co.uk/home.html
- https://www.pembrokeshire.gov.uk
- https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0255

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-045534. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-045534.json.