Scope
Description
Newcastle City Council (NCC) has a requirement for a Schools Biometric EPOS & Nutritional Analysis Solution. NCC's requirements have been split into to two Lots;
Lot 1 - Electronic Catering Management and Payment System
Lot 2 - Nutritional & Menu Management Software Solution
It is noted that systems exist that incorporate both lot elements and providers can tender for one or both lots as an integrated system solution. NCC anticipates the Contract to be awarded by the end of May 2025 and the Solution to be fully implemented with Go-Live by August 2025.
Lot 1. Lot 1 - Electronic Catering Management and Payment System
Description
Newcastle City Council (NCC) has a requirement for an Electronic Catering Management and Payment System. The system must incorporate facilities to include the following:• Electronic Point Of Sale (EPOS) solution to ensure transaction times are maximised.• Provide interface with school systems (for example SIMS / Scholar Pack) to allow for appropriate information to be used on the till systems i.e. dietary requirements, religious requirements, and allergen information.• Provide multiple options for payment at the point of sale, including but not limited to, fingerprint biometric, pin pad, contactless payment.• Meal management system including suite of reports that can be individualised by school.• Provide appropriate hardware to facilitate point of sale transactions as well as maintenance/ servicing. This should be, but not limited to the till console with touchscreen functionality, customer display, payment solutions, i.e. fingerprint biometric, Pin Pads, contactless card machine.
Lot 2. Lot 2 - Nutritional & Menu Management Software Solution
Description
Newcastle City Council (NCC) has a requirement for a Nutritional Analysis and Menu Management software solution. The solution must incorporate facilities to include the following:• Allergen management to highlight the 15 common allergens recognised in law. It is essential that the system can be upgraded / updated to incorporate any future changes in the law or additional allergens added to the list.• Nutritional analysis to allow NCC to comply with the school food standards and provide accurate information to parents / carers / schools for cultural / religious diets, diabetes (carbohydrates), Nutritional content and allergen information.• The system must be able to link to external manufacturer software platforms to incorporate information provided from them for example ERODUS.• Accurate recipe details and costings / menu cycle costings. • Recipe details and imagery that can be used by kitchen teams to maintain consistency and appropriate portion sizes.
Contract 1. Lot 1 - Electronic Catering Management and Payment System
Lots
Lot 1. Lot 1 - Electronic Catering Management and Payment System
Supplier
Contract value
- £305,123.25 excluding VAT
- £366,147 including VAT
Above the relevant threshold
Date signed
2 September 2025
Contract dates
- 2 September 2025 to 31 August 2028
- Possible extension to 31 August 2030
- 4 years, 11 months, 29 days
Description of possible extension:
2 x 12 month options to extend
Main procurement category
Goods
CPV classifications
- 30000000 - Office and computing machinery, equipment and supplies except furniture and software packages
- 48000000 - Software package and information systems
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Key performance indicators
| Name |
|---|
| N/A |
Contract 2. Lot 2 - Nutritional & Menu Management Software Solution
Lots
Lot 2. Lot 2 - Nutritional & Menu Management Software Solution
Supplier
Contract value
- £207,743 excluding VAT
- £249,291 including VAT
Above the relevant threshold
Date signed
2 September 2025
Contract dates
- 2 September 2025 to 31 August 2028
- Possible extension to 31 August 2030
- 4 years, 11 months, 29 days
Description of possible extension:
2 x 12 month extensions
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Key performance indicators
| Name |
|---|
| N/A |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Suppliers
CIVICA UK LIMITED
- Companies House: 01628868
Southbank Central, 30 Stamford Street
London
SE1 9LQ
United Kingdom
Email: bidsupport@civica.com
Region: UKI44 - Lewisham and Southwark
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 2. Lot 2 - Nutritional & Menu Management Software Solution
CRB CUNNINGHAMS LIMITED
- Companies House: SC044087
32 Dryden Road, Units 1-9, Loanhead
Bilston Glen
EH20 9LZ
United Kingdom
Email: info@crbcunninghams.co.uk
Region: UKM73 - East Lothian and Midlothian
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. Lot 1 - Electronic Catering Management and Payment System
Contracting authority
Newcastle City Council
- Public Procurement Organisation Number: PBHM-6848-TWYG
Civic Centre
Newcastle Upon Tyne
NE1 8QH
United Kingdom
Region: UKC22 - Tyneside
Organisation type: Public authority - sub-central government