Official UK procurement notice
Provision of Online Payments, Cashless Catering, Kitchen Management and Nutritional Systems
Authority: Scotland Excel
What is being bought4 lots · detail below
Published requirement descriptionAs part of an existing renewal framework for the provision of replacing, upgrading or new installs to their existing Online School Payment and Cashless Catering solutions, together with introducing Kitchen Management Systems & Nutritional Systems to be available to all 32 councils in Scotland and Scotland Excel Associate Members.
The systems will be extended for use across all secondary, primary, nursery and support needs schools within Scotland, in addition to a number of hospitality locations and outside catering units (including pop-ups) that may be included if the solution permits.
The Council are seeking contract(s) for the provision of three inter-related, cloud-based systems (including supply, installation, licences and training) and will consider suppliers who can offer all elements (or a combination thereof) but will also consider separate providers. The requirement has been split into 4 Lots as follows;
Lot 1 - Cashless Catering system (including meal ordering functionality) with full upgrades, annual maintenance and support (including software and minimum hardware)
Lot 2 - Online Payments system
Lot 3 - Kitchen Management Software with full upgrades, annual maintenance and support (including software and minimum hardware)
Lot 4 – Nutritional analysis systems with full upgrades, annual maintenance and support (including software and minimum hardware.
CPV: Cash registers · IT services: consulting, software development, Internet and support · Point of sale (POS) software package · Software package and information systems
How this framework works
From the published notice- Bids received
- 4 bids on the busiest of 4 lots · 5 suppliers appointed
Lots and requirements (4)Procurement structure
4 lots · all with a published value · same evaluation weights on every lotEvery one of these 4 lots carries the same published figure, £1,000,000: it is the framework's maximum for the whole notice, not each lot's own budget, and no share per lot is published. The cards below say ceiling above rather than repeat it.
Lot #1Online School PaymentsAwardedceiling above
The requirement under this lot will include but not be limited to:
-The supply of software systems allowing the ability for a participating Council or Associate Member to take online payments for education services from any internet connected device
-Ability for parents / guardians to go online and pay for child’s school meal, trip, and other non-meal purchases
-The ability for payments to be accepted from PayPoint terminals and / or similar (should a parent have no access to the internet).
-Integrate with existing systems used by a participating Council or Associate Member; SEEMIS and including but not limited to newly awarded Cashless Catering and Kitchen Management & Nutritional systems
Lot #2Cashless Catering Services and EquipmentAwardedceiling above
The service under this lot will include but not be limited to an integrated solution suitable for use in all required locations; nurseries, primary and secondary schools, hospitality locations and outside catering units (including pop-ups).
This requirement also includes
-Meal ordering functionality with full upgrades, annual maintenance and support (including software and minimum hardware).
-Equipment is also required. Items may include the following but are not limited to: Hardware such as Touch screen EPOS, Revaluation terminals and software, installation, maintenance and support (such as call centres, remote, onsite), updates, patches and replacement parts.
The solution also requires the ability to integrate with existing systems used by a participating Council or Associate Member, SEEMiS and including but not limited to newly awarded Online Payment and Kitchen Management & Nutritional Systems.
Lot #3Kitchen or Canteen management systemsAwardedceiling above
The services required under this lot will include but not be limited to;
- Cloud-based software that meets the information management needs of nurseries, primary and secondary school kitchens, hospitality locations and outside catering units (including pop-ups).
- Modular application that will allow gradual roll out of functionality in line with a participating Council or Associate Members timeline and appetite.
- Systemisation of the current Hazard Analysis Critical Control Points log.
- Provision of an innovative solution to record temperatures of equipment and food seamlessly, along with details of who took the temperatures.
- Software and minimum hardware for advanced reporting, nutritional analysis, menu planning, inventory and kitchen management.
- Provision of various interface capabilities and capability of storing/transmitting all the relevant information with central offices, with full management, backup and archive functions.
Provision of full upgrades, annual maintenance and support.
The solution also requires the ability to integrate with existing systems used by a participating Council or Associate Member, SEEMiS and including but not limited to newly awarded Online Payment and Cashless Catering Systems.
Lot #4Nutritional Analysis SystemsAwardedceiling above
The services required under this lot will include but not be limited to;
- Cloud-based software that meets the information management needs of nurseries, primary and secondary school kitchens, hospitality locations and outside catering units (including pop-ups).
- Modular application that will allow gradual roll out of functionality in line with a participating Council or Associate Members timeline and appetite.
- Software and minimum hardware for advanced reporting, nutritional analysis and menu planning.
- Provision of various interface capabilities and capability of storing/transmitting all the relevant information with central offices, with full management, backup and archive functions.
Provision of full upgrades, annual maintenance and support.
The solution also requires the ability to integrate with existing systems used by a participating Council or Associate Member, SEEMiS and including but not limited to newly awarded Online Payment, Cashless Catering Systems and Kitchen Management Systems.
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 award criteria (2)
- Quality: 70
- Price: 30
- Economic & financial standing
In accordance with Regulation 59(12), as this proposed Framework Agreement is divided in to Lots, these Economic and Financial Standing selection criteria apply separately in relation to each individual lot.
Minimum: 1. SPD (Scotland) Question 4B.5.1b and 4B.5.2 - INSURANCE REQUIREMENTS: It is a requirement of the contracts to be procured under the proposed framework agreement that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types … - Technical & professional ability
- SPD (Scotland) Question 4C.10 - Subcontracting
- SPD (Scotland) Question 4D.1 - Quality Assurance Schemes
- Health and Safety Procedures
- SPD (Scotland) Question 4D.2 - Environmental Management Standards
- Information Security
In accordance with Regulation 59(12), as this proposed Framework Agreement is divided into Lots, these Technical and professional ability selection criteria apply separately in relation to each individual lot.
Minimum: 1. SPD (SCOTLAND) QUESTION 4C.10 - SUBCONTRACTING: Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contracts to be called-off under the proposed framework agreement. If you intend to subcontract any share of the contra…
- Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
- “Provision of Online Payments, Cashless Catering, Kitchen Management…” is a framework: the contest is a place on its panel, not a single contract.
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
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use this agreement
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 17 Jun 2021, 12:04 BST
- Last source update
- 10 Nov 2021, 11:44 GMT
- Award evaluation window
- 15 Jul 2021 – …
- Authority reference
05-20- FTS notice number
2021/S 000-028129- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-02bd1cFind a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
- Performance terms
For full details of the conditions relevant to the proposed Framework, and contracts to be called-off there under (to the extent known or settled at this stage), please see the procurement documents (details of how to access these being set out in section “I.3) Communication” of this Contract Notice).
- Review procedure
An economic operator that suffers, or risks suffering, loss or damage attributable to breach of duty under the Public Contracts
(Scotland)Regulations 2015 (SSI2015/446, as amended) may bring proceedings in the Sheriff Court or the Court of Session in accordance
with Regulation 88 of the 2015 Regulations.
Publisher note: This Tender process is subject to the Law and Guidance applicable in Scotland relative to the award of public contracts including (without limitation) as set out in the Public Contracts (Scotland) Regulations 2015, most recently amended to reflect the European Union exit by the UK. Any prior version of the relevant Law and Guidance, or terminology related thereto, which appears in these Procurement Documents should therefore be interpreted and applied as currently in force. Scotland Excel as a central purchasing body, may procure this framework on behalf of the following contracting authorities (and successor bodies): - the 32 local authorities in Scotland listed at http://www.scotland-excel.org.uk/home/aboutus/Ourmembers/Local-authorities.aspx; - Tayside Contracts; - Scotland Excel associate members, listed at http://www.scotland-excel.org.uk/home/Aboutus/Ourmembers/Associate-members.aspx; and, - Any integration authority, or other body, established pursuant to the Public Bodies (Joint Working) (Scotland) Act 2014. The above is subject to each contracting authority entering into and maintaining a relevant membership agreement or other access agreement with Scotland Excel. 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. Bidders are advised that the envisaged maximum number of participants that might be appointed to the proposed framework agreement set out in section IV.1.3 of this contract notice is purely indicative. Scotland Excel reserves the right to appoint more or less bidders than the envisaged maximum number to the proposed Framework Agreement. Subcontractors on whose capacity the Bidder does not rely: Scotland Excel will request the following information in the Single Procurement Document (Scotland): - whether the bidders intend to subcontract any share of the contract to a third party; - list of the proposed subcontracts as far as it is known at that stage; and - what proportion / percentage of the contract does the Bidder intend to subcontract. Please note that these subcontractors on whose capacity the bidder does not rely will be subject to the rules regarding Exclusion as set out immediately above. CONTRACT MANAGEMENT, KPIs & COMMUNITY BENEFIT REQUIREMENTS As per details in the Special Conditions, Service Providers will be required to provide Management Information (MI) and KPIs on a quarterly basis. MI requires an itemised statement for services provided for each contracting authority who will be permitted to purchase under this proposed Framework Agreement down to a defined categorisation structure set out in the MI template. The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 18485. (SC Ref:671966)
How it was run
Official notice- Appointment period ends
- 15 Jul 2021, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 150 days from the deadline
- Bids opened
- 15 Jul 2021, 12:00 BST
Timeline
15 Jul 2021 → 10 Nov 2021 · 3 dates- Admission / appointment period endsperiod end, not a bid countdown15 Jul 2021, 12:00 BST
- Bids opened15 Jul 2021, 12:00 BST
- Notice published10 Nov 2021, 11:44 GMT
Notice history
1 event · 2 releases on Find a Tender- Status changed to complete10 Nov 2021, 11:44 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast4 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.
Contracts
All 4 of these contracts carry the same published figure, £4,000,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.
Nutritional Analysis Systems
- Signed
- 4 Nov 2021
- Value
- ceiling above
- Status
- active
Kitchen or Canteen management systems
- Signed
- 2 Nov 2021
- Value
- ceiling above
- Status
- active
Online School Payments
- Signed
- 29 Oct 2021
- Value
- ceiling above
- Status
- active
Cashless Catering Services and Equipment
- Signed
- 29 Oct 2021
- Value
- ceiling above
- Status
- active
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · Online School Payments | 3bids · 3 electronic | 2 | — | — |
| 2 · Cashless Catering Services and Equipment | 4bids · 4 electronic | 3 | — | — |
| 3 · Kitchen or Canteen management systems | 2bids · 2 electronic | 1 | — | — |
| 4 · Nutritional Analysis Systems | 4bids · 4 electronic | 3 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Court of SessionReview bodyReview contact point
- Please refer to VI.4.3 belowMediation body
Framework contractors & participating bidders
5 commercial parties on the notice- Cash Registers BuccleughFramework contractor
- Civica UK LimitedFramework contractor
- NutriticsFramework contractor
- ParentPay LtdFramework contractor
- PebbleFramework contractor
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.