Public procurement notice: Contract Award Notice
Published: 2018-04-26
Buyer: Renfrewshire Council
Country: UK
Contract type: Services
Procedure: Open procedure
CPV classification: 72212110
Estimated value: 664184 GBP
Award criteria: The most economic tender

Technical requirements: 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.
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 3 400 000 GBP per annum via 1 140 000 GBP transactions of which 1 400 000 GBP relates to catering income. School trips account for around 900 000 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,
— Online school payments facility enabling parents to add funds to pupil accounts to pay for meals, trips, uniforms and other school expenses.
— Classroom pre-ordering to support cashless catering and eliminate the need for cash at the point of sale.
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 19.2.2018. 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.
1. Data Processing Agreement document. The successful service provider will be required to sign a copy of the data processing agreement on award;
2. Any contract awarded as a result of this tender exercise will be subject to Scots Law and the exclusive jurisdiction of the Scottish Courts;
3. 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.
An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 (SSI 2105/446) (as amended) may bring proceedings in the Sheriff Court or Court of Session.


Winner: ParentPay Ltd
Award value: 664184
Number of bids: 4