Public procurement notice: Contract Notice
Published: 2020-05-26
Buyer: Caerphilly County Borough Council
Country: UK
Contract type: Services
Procedure: Open procedure
CPV classification: 48110000 | 55520000 | 72212110
Estimated value: 3000000 GBP
Submission deadline: 2020-06-11
Award criteria: The most economic tender

Technical requirements: Caerphilly County Borough Council require a single supplier to provide a cashless catering solution including support and maintenance within all Comprehensive schools, primary schools and some corporate buildings.
Caerphilly County Borough Council requires a single supplier to provide a cashless catering system which will be deployed in comprehensive schools, primary schools and corporate buildings.
The contract includes for the provision of hardware and software and ongoing maintenance and support for the contract duration.
— replace till systems and dated cashless systems in up to nine secondary schools capable of accepting cashless, contactless payment, online payments, mobile phone payments or cash payments;
— a rolling programme will need to be planned to meet the LA need to install a cashless solution in all primary, secondary schools, Meals Direct and Staff and Civic catering;
— put in place a web-based portal that will allow parents to create accounts for their children and credit money into the account;
— link online accounts to the system to ensure that money from meal transactions is coded to the correct accounts;
— provide a process to allow for the acceptance of cash and cashless payments and allow the till system to be updated with free school meal allowances.
5 year initial contract period with the option to extend for a further period of up to 60 months renewable on an annual basis.
The Council may wish to purchase additional hardware and services through this contract if and when a requirement arises.
Tenderers shall note that the Covid-19 outbreak has given rise to an urgent need for the provision of a cashless catering system to be implemented into Caerphilly County Borough Council, which will ensure that provisions are in place to eliminate cash handling before schools reopen and to limit the spread of disease. The normal tender process to be undertaken for this procurement would not give Caerphilly County Borough Council sufficient time to comply with the standard open procedure timescales and therefore the Council considers this to be a state of urgency which it has duly substantiated. Accordingly, Caerphilly CBC is using the accelerated time limits permitted under the Public Contract Regulations 2015 (regulation 27(5) for the open procedure) in respect of this procurement.
If this contract is still required a contract notice will be issued 6-8 months prior to the expiry of the current contract.
As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Portal eTendering system.
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Award value: 3000000