Section one: Contracting authority
one.1) Name and addresses
Scotland Excel
Renfrewshire House, Cotton Street
Paisley
PA1 1AR
Contact
David Kerr
Telephone
+44 1414888230
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
http://www.scotland-excel.org.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10383
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of Online Payments, Cashless Catering, Kitchen Management and Nutritional Systems
Reference number
05-20
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
As 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.
two.1.5) Estimated total value
Value excluding VAT: £4,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Cashless Catering Services and Equipment
Lot No
2
two.2.2) Additional CPV code(s)
- 48110000 - Point of sale (POS) software package
- 30142200 - Cash registers
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Various locations throughout the geographical boundaries of the participating Councils and Associate Members within Scotland
two.2.4) Description of the procurement
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.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £1,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Online School Payments
Lot No
1
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Various locations throughout the geographical boundaries of the participating Councils and Associate Members within Scotland.
two.2.4) Description of the procurement
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
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £1,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Kitchen or Canteen management systems
Lot No
3
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Various locations throughout the geographical boundaries of the participating Councils and Associate Members within Scotland.
two.2.4) Description of the procurement
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.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £1,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Nutritional Analysis Systems
Lot No
4
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Various locations throughout the geographical boundaries of the participating Councils and Associate Members within Scotland.
two.2.4) Description of the procurement
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.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £1,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
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 level(s) of standards possibly required
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 and levels of insurance indicated below:
EMPLOYERS LIABILITY INSURANCE = a minimum indemnity limit of GBP 10 million, each and every claim, without limit to the number of claims.
PUBLIC and PRODUCTS LIABILITY INSURANCE = a minimum indemnity limit of GBP 10 million, each and every claim for Public Liability and in the aggregate in respect of products.
STATUTORY THIRD PARTY MOTOR VEHICLE LIABILITY = GBP 5 million in respect of each claim, without limit to the number of claims and it is for Third Party Property Damage.
PROFESSIONAL INDEMNITY INSURANCE = GBP 1 million and is any one claim and in the aggregate.
Bidders should note that increased level of insurance may be required by a Council at the time of appointing a Service Provider(s)depending on its specific requirements.
In addition, ENVIRONMENTAL IMPAIRMENT LIABILITY INSURANCE may be required.
2. SPD Scotland) Question 4.B.6 - OTHER ECONOMIC AND FINANCIAL REQUIREMENTS:
A search of the bidder against Equifax's Protect must not return a 'Warning' or 'Caution' returnable code or any neutral code, unless the bidder confirms that it can provide any other document which Scotland Excel considers appropriate to prove to Scotland Excel (acting within its permitted discretion under the applicable public procurement rules) that the bidder does / would not present an unmanageable risk should it be appointed on to the proposed Framework Agreement.
Equifax's Protect is a fraud indicator / credit risk search and analysis of five areas of threat in relation to a particular company: credit history; disqualification; validation and investigation bureau; connected data; and bureau information.
three.1.3) Technical and professional ability
List and brief description of selection criteria
1. SPD (Scotland) Question 4C.10 - Subcontracting
2. SPD (Scotland) Question 4D.1 - Quality Assurance Schemes
3. Health and Safety Procedures
4. SPD (Scotland) Question 4D.2 - Environmental Management Standards
5. 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 level(s) of standards possibly required
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 contract to 3rd parties on whose capacity you do not rely to satisfy the selection criteria, you must secure that each subcontractor completes a separate SPD (Scotland) Response for all Parts of the SPD (Scotland) Qualification Envelope, except Part 4 (Selection criteria).
2. SPD (Scotland) Question 4D.1 - QUALITY ASSURANCE SCHEMES
The bidder must hold a UKAS (or equiv.) accredited independent 3rd-party certificate of compliance in accordance with BS EN ISO 9001 (or equiv.) or a regularly reviewed documented policy (RRDP) regarding quality management (QM), see attachment at SPD question 4D.1.
OR
A RRDP regarding QM. The policy must set out responsibilities for QM demonstrating that the Service Provider has and continues to implement a QM policy that is authorised by their Chief Executive Officer (CEO), or equiv., and is periodically reviewed at a senior management level (SML). The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for QM throughout the organisation.
3. HEALTH AND SAFETY PROCEDURES
The Service Provider MUST HOLD a UKAS (or equiv.), accredited independent 3rd-party certificate of compliance in accordance with ISO 45001 (or equiv.) or have, within the last 12 months, successfully met the assessment requirements of a scheme in registered membership of the Safety Schemes in Procurement forum.
OR
The Service Provider must have a RRDP for Health and Safety Management (H&SM), endorsed by the CEO, or equiv. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company’s responsibilities of H&SM and compliance with legislation.
Note - Organisations with fewer than 5 employees are not required by law to have a documented policy statement
4. SPD (Scotland) Question 4D.2 - ENVIRONMENTAL MANAGEMENT (EV) STANDARDS
The tenderer MUST HOLD a UKAS (or equiv.) accredited independent 3rd-party Certificate of compliance with BS EN ISO 14001 (or equiv.) or a valid EMAS (or equiv.) certificate.
OR
A RRDP regarding EV, authorised by the CEO, or equiv. This policy must include and describe the tenderer's environmental emergency response procedures, including the preparedness and response procedures for potential A&E response situations that give rise to significant environmental impacts (for example hazardous substances spill control).
5. INFORMATION SECURITY (IS)
The tenderer MUST HOLD a UKAS (or equiv.) accredited independent 3rd-party certificate of compliance in accordance with BS EN ISO 27001 (or equiv.), plus ISO 27002, ISO 27017 based on ISO/IEC 27002 for cloud services, ISO 27018 and ISO 22301
OR
A RRDP regarding IS. The policy must set out responsibilities for ensuring information security demonstrating that the tenderer has and continues to implement an IS policy that is authorised by their CEO, or equiv., and is periodically reviewed at a SML. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for IS throughout the organisation.
The Service Provider must have completed and hold a Supplier Assurance Questionnaire (SAQ).-See https://cyberassessment.gov.scot. The Risk Profile Assessment Reference (RAR) allows completion of the SAQ is RAR-27GQ5HMP.
For Lot 1 & 2, the Bidder must provide either a Certificate or a Statement of Attestation that confirms supplier PCI compliance status to either level 1 or 2 and to confirm status as an approved PCI Payment Card Processing Supplier and that they are on the PCI approved supplier list.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
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).
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2020/S 042-100548
four.2.2) Time limit for receipt of tenders or requests to participate
Date
15 July 2021
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 5 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
15 July 2021
Local time
12:00pm
Place
Scotland Excel, Renfrewshire House, Cotton Street, Paisley PA1 1AR on https://www.publictendersscotland.publiccontractsscotland.gov.uk/
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
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.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=657404.
Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
It is envisaged that Community Benefit Requirement details will be provided on a 6-monthly basis.
(SC Ref:657404)
six.4) Procedures for review
six.4.1) Review body
Court of Session
Parliament Square
Edinburgh
EH1 1RQ
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Please refer to VI.4.3 below
N/A
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
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.
six.4.4) Service from which information about the review procedure may be obtained
Court of Session
Parliament Square
Edinburgh
EH1 1RQ
Country
United Kingdom