Section one: Contracting authority
one.1) Name and addresses
University of Newcastle upon Tyne t/a Newcastle University
King's Gate
Newcastle upon Tyne
NE1 7RU
Contact
Mr Steven Hogg
Telephone
+44 1912086476
Country
United Kingdom
NUTS code
UKC22 - Tyneside
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://procontract.due-north.com/Login
Additional information can be obtained from the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Early market engagement for Food Retail, Delivered Hospitality and Events Management systems
Reference number
DN548715
two.1.2) Main CPV code
- 48110000 - Point of sale (POS) software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
In preparation for a tender exercise, Newcastle University is conducting early market engagement to better understand possible solutions and estimated costs for Food Retail, Delivered Hospitality and Events Management systems.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48450000 - Time accounting or human resources software package
- 48480000 - Sales, marketing and business intelligence software package
- 48422000 - Software package suites
- 48445000 - Customer Relation Management software package
two.2.3) Place of performance
NUTS codes
- UKC22 - Tyneside
two.2.4) Description of the procurement
Newcastle University are reviewing their Food Retail, Delivered Hospitality and Events Management systems.
The University has approximately 6,000 staff and 24,000 students.
The Hospitality & Commercial Services turnover, pre-Covid, was in the region of £5.2m and provided the following services:
1. a catered halls of residence supporting approximately 800 first year students.
2. 19 retail outlets (cafes and restaurants) currently with 31 tills, including loyalty and promotion schemes to encourage customer retention and growth.
3. conference bookings, managing venues and on-site accommodation.
4. event catering looking after both internal meetings / events and external conference customers, delivered across Campus from a central production site.
A number of different systems are currently used to manage these, some interfaced but also with some manual processes to transfer information. Ideally one system would be able to manage all services, or we’d be looking to reduce the number of systems and the manual processes.
The University’s SAP system will / is expected to be used for processing invoices and paying suppliers, and overall financial reporting.
Also:
On the retail side, there is a need to develop pre-paid catering packages for students not in catered halls of residences to use in the retail outlets, improve management accounting reporting and management of performance.
On the event catering and conference side, there is a need to improve the ability for customers to book and manage their events, to communicate more effectively with customers and to improve back office efficiency.
In preparation for a tender exercise, the University is conducting early market engagement to better understand possible solutions and estimated costs. To this end we are seeking discussions with companies who could potentially supply some or all of our requirements. Please register your interest on the Unversity’s e-tender system – ProContract,
https://procontract.due-north.com/Login
including information about the services your system covers, an overview of the functionality, and what differentiates your system and company from others in the market.
two.3) Estimated date of publication of contract notice
1 February 2022
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No