Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
Pembrokeshire County Council
County Hall, Haverfordwest
Pembrokeshire
SA61 1TP
UK
Telephone: +44 1437775905
E-mail: donna.murphy@pembrokeshire.gov.uk
Fax: +44 1437776510
NUTS: UKL14
Internet address(es)
Main address: https://www.pembrokeshire.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0255
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Provision of a Cashless Catering System
Reference number: PROC/2324/154
II.1.2) Main CPV code
48110000
II.1.3) Type of contract
Supplies
II.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.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
398 379.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
55520000
55524000
48444000
48110000
30142000
72514000
55512000
48000000
II.2.3) Place of performance
NUTS code:
UKL14
Main site or place of performance:
Pembrokeshire
II.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
II.2.5) Award criteria
Quality criterion: Core Functionality
/ Weighting: 15
Quality criterion: System Integration
/ Weighting: 11
Quality criterion: User Experience and Usability
/ Weighting: 6
Quality criterion: Support and Maintenance
/ Weighting: 6
Quality criterion: Contract Management
/ Weighting: 4
Quality criterion: Innovation and Future Development
/ Weighting: 3
Quality criterion: Desirable Requirements
/ Weighting: 5
Price
/ Weighting:
50
II.2.11) Information about options
Options:
Yes
Description of options:
Option to purchase Nutritional Analysis Software and Secondary and Middle School pre-order Software.
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 IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2025/S 000-002696
Section V: Award of contract
Contract No: PROC/2324/154
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
26/06/2025
V.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 1
Number of tenders received from tenderers from 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
V.2.3) Name and address of the contractor
Haven Systems Ltd
Vine Road, Johnston
Haverfordwest
SA623NZ
UK
NUTS: UKL14
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 398 379.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.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)
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
08/07/2025