Section one: Contracting authority
one.1) Name and addresses
Pembrokeshire County Council
County Hall, Haverfordwest
Pembrokeshire
SA61 1TP
donna.murphy@pembrokeshire.gov.uk
Telephone
+44 1437775905
Fax
+44 1437776510
Country
United Kingdom
NUTS code
UKL14 - South West Wales
Internet address(es)
Main address
https://www.pembrokeshire.gov.uk
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0255
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of a Cashless Catering System
Reference number
PROC/2324/154
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
Pembrokeshire County Council operates a centrally managed catering service. This service currently provides catering arrangements for 52 primary schools, 3 middle schools, 5 secondary schools, 1 special school and 1 pupil learning centre. In addition to its school settings the Council also has 2 mobile units which provide catering for outdoor events.
Initially the Council is seeking tenders for the supply and installation of a centralised Cashless Catering system in all education settings and mobile units.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £398,379
two.2) Description
two.2.2) Additional CPV code(s)
- 55520000 - Catering services
- 55524000 - School catering services
- 48444000 - Accounting system
- 48110000 - Point of sale (POS) software package
- 30142000 - Accounting machines and cash registers
- 72514000 - Computer facilities management services
- 55512000 - Canteen management services
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKL14 - South West Wales
Main site or place of performance
Pembrokeshire
two.2.4) Description of the procurement
Initially the Council is seeking tenders for the supply and installation of a centralised Cashless Catering system in all education settings and mobile units.
The new system must improve the management information in relation to the following:
- Improved uptake of school meals in secondary schools.
- A reduced risk of errors in ordering in each establishment.
- A more stable and reliable system within schools, which will reduce queuing and improve the overall dining experience.
- Improved monitoring by service management to drive down waste and costs.
The successful supplier will be responsible for migrating Pembrokeshire County Council’s existing data for pupils into the new system by no later than 1st September 2025
two.2.5) Award criteria
Quality criterion - Name: Core Functionality / Weighting: 15
Quality criterion - Name: System Integration / Weighting: 11
Quality criterion - Name: User Experience and Usability / Weighting: 6
Quality criterion - Name: Support and Maintenance / Weighting: 6
Quality criterion - Name: Contract Management / Weighting: 4
Quality criterion - Name: Innovation and Future Development / Weighting: 3
Quality criterion - Name: Desirable Requirements / Weighting: 5
Price - Weighting: 50
two.2.11) Information about options
Options: Yes
Description of options
Option to purchase Nutritional Analysis Software and Secondary and Middle School pre-order Software.
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 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.2.1) Previous publication concerning this procedure
Notice number: 2025/S 000-002696
Section five. Award of contract
Contract No
PROC/2324/154
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
26 June 2025
five.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 1
Number of tenders received from tenderers from other EU Member States: 1
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Haven Systems Ltd
Vine Road, Johnston
Haverfordwest
SA623NZ
Country
United Kingdom
NUTS code
- UKL14 - South West Wales
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £398,379
Section six. Complementary information
six.3) Additional information
This tender will be run on eTenderwales Bravo Solution.
In order to be considered for this tender you must submit via this portal.
(WA Ref:153192)
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom