Official UK procurement notice
Provision of a Cashless Catering System
Authority: Pembrokeshire County Council (Local council)
What is being bought
Published requirement descriptionPembrokeshire 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.
- Recurrence: At the end of the 5 years initial contract period or after 5 years if the extension option is utilised
CPV: Accounting machines and cash registers · Accounting system · Canteen management services · Catering services · Computer facilities management services · Point of sale (POS) software package · School catering services · Software package and information systems
The lotProcurement structure
single lot · no lot value publishedLot #1Initially the Council is seeking tenders for the supply and installation of a…AwardedRenewal
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
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (8)
- Core Functionality: 15%
- System Integration: 11%
- User Experience and Usability: 6%
- Support and Maintenance: 6%
- Contract Management: 4%
- Innovation and Future Development: 3%
- Desirable Requirements: 5%
- price: 50%
Published award criteria (8)
- Core Functionality: 15
- System Integration: 11
- User Experience and Usability: 6
- Support and Maintenance: 6
- Contract Management: 4
- Innovation and Future Development: 3
- Desirable Requirements: 5
- Price: 50
- Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Goods
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · At the end of the 5 years initial contract period or after 5 years if the extension option is utilised
- First published
- 25 Apr 2024, 15:43 BST
- Last source update
- 8 Jul 2025, 15:09 BST
- Award evaluation window
- 13 Mar 2025 – …
- Authority reference
PROC/2324/154- FTS notice number
2025/S 000-038301- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-045534Find a Tender
Publisher note: This tender will be run on eTenderwales Bravo Solution. In order to be considered for this tender you must submit via this portal. (WA Ref:153192)
How it was run
Official notice- Submission deadline
- 13 Mar 2025, 14:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bids opened
- 13 Mar 2025, 14:00 GMT
Timeline
10 Jun 2024 → 1 Sept 2025 · 5 dates- Next notice expected10 Jun 2024, 00:00 BST
- Submission deadline13 Mar 2025, 14:00 GMT
- Bids opened13 Mar 2025, 14:00 GMT
- Notice published8 Jul 2025, 15:09 BST
- Contract starts1 Sept 2025, 00:00 BST
Notice history
5 events · 3 releases on Find a Tender · since 27 Jan 2025- Published value updated to £500,00027 Jan 2025, 12:36 GMTwas £300,000
- Status changed to active27 Jan 2025, 12:36 GMT
- Procurement method changed27 Jan 2025, 12:36 GMT
- Deadline published: 13 Mar 2025, 14:00 GMT27 Jan 2025, 12:36 GMT
- Status changed to complete8 Jul 2025, 15:09 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Haven Systems LtdSME | £398,379 † | — | Awarded |
Contracts
Contract 038301-2025-PROC/2324/154-1 · Haven Systems LtdSME
- Signed
- 26 Jun 2025
- Value
- £398,379
- Period
- … – 31 Aug 2030
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 1bids · 1 electronic · 1 from abroad | 1 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- High CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Haven Systems LtdAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria