Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Contact person: Jessica Thomas
Telephone: +44 1443863382
E-mail: thomaj11@caerphilly.gov.uk
Fax: +44 1443863167
NUTS: UKL16
Internet address(es)
Main address: www.caerphilly.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://supplierlive.proactisp2p.com/Account/Login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://supplierlive.proactisp2p.com/Account/Login
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://supplierlive.proactisp2p.com/Account/Login
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
The Provision of a Cashless Catering System
Reference number: CCBC/PS1939/2020/JT
II.1.2) Main CPV code
72212110
II.1.3) Type of contract
Services
II.1.4) Short description
Caerphilly County Borough Council require a single supplier to provide a Cashless Catering Solution including support and maintenance within all Comprehensive schools, Primary Schools and some Corporate buildings.
II.1.5) Estimated total value
Value excluding VAT:
3 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48110000
55520000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
Caerphilly County Borough Council requires a single supplier to provide a Cashless Catering system which will be deployed in Comprehensive schools, primary schools and corporate buildings.
The contract includes for the provision of hardware and software and ongoing maintenance and support for the contract duration.
The scope of the initial piece of work is to:
- Replace till systems and dated cashless systems in up to 9 Secondary Schools capable of accepting cashless, contactless payment, online payments, mobile phone payments, or cash payments.
- A rolling programme will need to be planned to meet the LA need to install a cashless solution in all primary, secondary schools, Meals Direct and Staff & Civic catering.
- Put in place a web-based portal that will allow parents to create accounts for their children and credit money into the account.
- Link on-line accounts to the system to ensure that money from meal transactions is coded to the correct accounts.
- Provide a process to allow for the acceptance of cash and cashless payments and allow the till system to be updated with Free School Meal allowances.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Questions
/ Weighting: 30
Quality criterion: Virtual Demonstration
/ Weighting: 30
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: Yes
Description of renewals:
Five year initial contract period with the option to extend for a further period of up to 60 months renewable on an annual basis.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The Council may wish to purchase additional hardware and services through this contract if and when a requirement arises.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
- Accelerated procedure
Justification:
Tenderers shall note that the COVID-19 outbreak has given rise to an urgent need for the Provision of a Cashless Catering System to be implemented into Caerphilly County Borough Council, which will ensure that provisions are in place to eliminate cash handling before schools reopen and to limit the spread of disease. The normal tender process to be undertaken for this procurement would not give Caerphilly County Borough Council sufficient time to comply with the standard open procedure timescales and therefore the Council considers this to be a state of urgency which it has duly substantiated. Accordingly, Caerphilly CBC is using the accelerated time limits permitted under the Public Contract Regulations 2015 (regulation 27(5) for the open procedure) in respect of this procurement.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
11/06/2020
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
CY
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
11/06/2020
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
If this contract is still required a contract notice will be issued 6-8 months prior to the expiry of the current contract.
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Portal e-tendering system.
Therefore, companies are invited to follow the directions below to register on the system:
1. Log in to the Proactis Portal E-tendering system at https://www.proactisplaza.com
2. Click the "Sign Up" button.
3. Enter your details such as Organisation Name, Details and Primary Contact Details.
4. Please make a note of the Organisation ID and Login Name, then click Register.
5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details. Or you may be redirected straight to your account home page, depending on your browser.
6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details.
7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice.
8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.
9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.
10. Now click Done and you will enter the Supplier Home page.
11. From the Home Page, go to the “Opportunities” area, where you can search for this Opportunity. Click on the "Show Me Arrow" of the relevant opportunity and then click to register your interest on the relevant button.
12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the "Show Me Arrow" of the relevant contract again and this will take you into the create a response section of the portal.
13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here.
14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the "Decline" button at the top of the page.
Tenderers shall express an interest in tendering for this arrangement by registering their interest on the Proactis Portal System as stated above and then completing the online e-tender submission. If you have any issues with your account please use the 'Raise a Ticket' function on the Proactis Portal. Instructions on how to utilise this function can be found in the attachments.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=101756.
(WA Ref:101756)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
22/05/2020