Section one: Contracting authority
one.1) Name and addresses
Aberdeenshire Council
Woodhill House, Westburn Road
Aberdeen
AB16 5GB
Contact
Angela Cook
cpssprocurement@aberdeencity.gov.uk
Telephone
+44 1467530600
Country
United Kingdom
NUTS code
UKM50 - Aberdeen City and Aberdeenshire
Internet address(es)
Main address
http://www.aberdeenshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00232
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Cashless Catering and Online Payment Solution
Reference number
000-DHKP4388
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
The aim of this tender is to procure a Cashless Catering and Online Payment Solution in accordance with the Statement of Requirements, for use by School Catering and Education and Children’s Services (ECS). Aberdeenshire Council currently has two separate contracts in place for a cashless catering and online payment solution that are nearing expiry.
The Catering Service must ensure it has an appropriate solution in place that will continue to provide a front of house service and also to generate the accurate critical data that is required to run reports for data analysis that will help the Service to continue to operate efficiently. There is also a desire to push more payments online to stop the need for cash handling that is presently undertaken by staff and reduce the associated risks with those processes.
two.1.5) Estimated total value
Value excluding VAT: £675,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48110000 - Point of sale (POS) software package
two.2.3) Place of performance
NUTS codes
- UKM50 - Aberdeen City and Aberdeenshire
Main site or place of performance
Aberdeenshire
two.2.4) Description of the procurement
The aim of this tender is to procure a Cashless Catering and Online Payment Solution in accordance with the Statement of Requirements, for use by School Catering and Education and Children’s Services (ECS). Aberdeenshire Council currently has two separate contracts in place for a cashless catering and online payment solution that are nearing expiry.
Together these systems should enable:
Parents to pay for their child’s school meals online.
Provides visibility for parents on meal orders.
Enables pupils to top up their balance in schools.
Allows staff, pupils, and visitors to pay for catering in schools.
Allows primary school pupils to order in the classroom with the teacher.
Facilitate the online payment for school supplies/trips etc.
Facilitate multi-basket payments.
Continues to facilitate cash transactions where necessary.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 50
Price - Weighting: 50
two.2.6) Estimated value
Value excluding VAT: £675,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
The Council shall have the sole option of extending the contract for a further period (or periods) of up to two (2) years
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.2.14) Additional information
If any mandatory (Must-Have) requirements cannot be met, the supplier should not proceed with the tender. Should a supplier continue with their bid without meeting all mandatory requirements, the Council reserves the right to disqualify on the basis of non-compliance.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
As per ITT documentation
three.1.2) Economic and financial standing
List and brief description of selection criteria
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:
Employers liability - statutory minimum 5 million GBP, each and every claim and in the aggregate
Public and products liability - minimum 5 million GBP, each and every claim and in the aggregate
Professional indemnity - minimum 1 million GBP in respect of any one claim and in the aggregate
Minimum level(s) of standards possibly required
The Council will use Creditsafe to assist in its determination of the organisations financial status and risk. Where the credit score reflects moderate (30-50) or high risk (21-29) the Council shall seek further financial information required to satisfy the suitability of the Tenderer to undertake a contract of this size, the Council reserves the right to disqualify the Tenderer should they be unable to satisfy this requirement.
Tenderers will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. Sub-Contractors will also be required to complete an SPD as detailed in Public Contract Scotland Portal.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Tenderers will be required to provide 3 examples that demonstrate that they have the relevant experience to deliver the services/supplies as described in the Procurement Documents and SPD (Scotland).
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
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.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
26 January 2024
Local time
12:00pm
Changed to:
Date
31 January 2024
Local time
5:00pm
See the change notice.
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: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
26 January 2024
Local time
12:00pm
Information about authorised persons and opening procedure
The tender documents will be opened in accordance with the procedures under the Council's Scheme of Governance
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
1. The Council currently has two separate contracts for online school payments and cashless catering systems provided by CRB Cunninghams.
The current contracts for these services will expire on 30th March 2024, however there may be a requirement for a short term extension to allow for sufficient time to fully implement any new solution.
2. Hosted and On-premise Solution
The Council's preference is for a fully hosted solution as detailed in the Statement of Requirements, however should pricing be offered for an On Premises system and Solution, which may result in additional configuration costs for the Council, examples include: additional software; hardware, additional server space costs. The Council reserves the right to add any additional costs which it identifies will be required to configure and operate the particular Solution and System. The Council will clarify the proposed additional costs with the Tenderer providing the system or solution and this cost will be added to the Pricing Schedule value and used for the purpose of evaluation of Tender Submissions.
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=753939.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(SC Ref:753939)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=753939
six.4) Procedures for review
six.4.1) Review body
Aberdeen Sherriff Court
Union Street
Aberdeen
Country
United Kingdom