Public procurement notice: Contract Notice
Published: 2017-12-23
Buyer: Renfrewshire Council
Country: UK
Contract type: Services
Procedure: Open procedure
CPV classification: 72212110
Estimated value: 803012 GBP
Submission deadline: 2018-02-01
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 3.4m GBP per annum via 1.14m GBP transactions of which 1.4m GBP relates to catering income. School trips account for around 900k 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 19 February 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.
This will consist of an initial period of four (4) years with an option to extend for up to a further two (2) x twelve (12) months subject to satisfactory operation and performance; however, any extension will be at the sole discretion of Renfrewshire Council.
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.
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
— Professional indemnity — minimum 1m GBP, each and every claim (however, we can accept cover in the aggregate so long as at least one automatic annual reinstatement of this sum is permitted within the policy year),
— please also submit evidence of statutory third party motor vehicle insurance by way of a valid MV certificate in the company name, or where there is no company fleet and employees use their own vehicles instead, a letter signed by a person of appropriate authority confirming that the provider has ongoing arrangements in place to ensure that employees' vehicles are appropriately insured and maintained for business purposes.


Award value: 803012