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The buyer is not using this website to administer the notice. To record your interest or obtain additional information or documents please find instructions within the Full Notice Text. (NOTE: Contract Award Notices and Prior Information Notices do not normally require a response)

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Notice Details

Title: Supply of a Cashless Catering System
OCID: ocds-kuma6s-032753
Published by: Pembrokeshire County Council
Authority ID: AA0255
Publication Date: 22/08/2015
Deadline Date: 18/09/2015
Deadline Time: 12:00
Notice Type: Contract Notice
Has Documents: No
Has SPD: No
Abstract: Initially, the Council is seeking tenders for the supply and installation of a centralised cashless catering system across both Primary and Secondary Schools with a view to possibly extending usage to other local authority sites.
CPV: 55520000, 55524000, 48443000, 48444000, 48000000, 48110000, 30142000, 72514000, 55512000.


Section I: Contracting Authority


Name, Address and Contact Point(s)

Pembrokeshire County Council

County Hall, Haverfordwest


SA61 1TP


Sian Kerrison

+44 1437775906

+44 1437776510
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Type of contracting Authority and Main Activity or Activities

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Section II: Object of the Contract




Title attributed to the contract by the contracting authority

Supply of a Cashless Catering System


Type of works contract


Type of supplies contract

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Type of service contract


Main site or location of works, place of delivery or performance




This notice involves

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Information on framework agreement (if applicable)

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Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded


Short description of the contract or purchase(s)

Initially, the Council is seeking tenders for the supply and installation of a centralised cashless catering system across both Primary and Secondary Schools with a view to possibly extending usage to other local authority sites.


Common Procurement Vocabulary (CPV)



Contract covered by the Government Procurement Agreement (GPA)

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Division into lots



Will variants be accepted



Quantity or Scope of the Contract


Total quantity or scope

Pembrokeshire County Council operates a centrally managed catering service. This service currently provides catering arrangements to 61 Primary schools, 8 Secondary schools,1 special school and 1 Pupil Learning Centre. In addition to this there is a staff canteen and 2 residential care homes to which catering is also provided.

A cashless system has already been installed at 1 Secondary, 15 Primaries, and 1 Special school.



Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts


Duration of the contract or limit for completion


Section III: Legal, Economic, Financial and Technical Information


Conditions Relating to the Contract


Deposits and guarantees required

As detailed in the tender documents.


Main Terms of financing and payment and/or reference to the relevant provisions

As detailed in the tender documents


Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

Joint & Several Liability


Other particular conditions to which the performance of the contract is subject


Conditions for Participation


Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

As detailed in the tender documents.


Economic and financial capacity

As detailed in the tender documents.


Technical capacity

As detailed in the tender documents.


Reserved contracts

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Section IV: Procedure


Type of Procedure

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Justification for the choice of accelerated procedure


Have candidates already been selected?



Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates


Reduction of the number of operators during the negotiation or dialogue

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Award Criteria





An electronic auction will be used


IV.3 Administrative Information


Reference number attributed to the notice by the contracting authority



Previous publication(s) concerning the same contract

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Other previous publications


Conditions for obtaining specifications and additional documents



Time-limit for receipt of tenders or requests to participate

 18-09-2015  12:00


Date of dispatch of invitations to tender or to participate to selected candidates


Language or languages in which tenders or requests to participate can be drawn up

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Minimum time frame during which the tenderer must maintain the tender 


Conditions for opening tenders

 18-09-2015  12:00
County Hall, Haverfordwest

Section VI: Other Information


Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published


Does the contract relate to a Project/Programme financed by Community Funds?



Additional Information

Suppliers Instructions How to Express Interest in this Tender

1. Register your company on the eTenderwales portal (this is only required once)

- Browse to the eSourcing Portal:

- Click the “Click here to register” link

- Accept the terms and conditions and click “continue”

- Enter your correct business and user details

- Note the username you chose and click “Save” when complete

- You will shortly receive an email with your unique password (please keep this secure)

2. Express an Interest in the tender

- Login to the portal with the username/password

- Click the “Open Access ITTs” link.

- Click on the relevant ITT to access the content.

- Click the “Express Interest” button in the “Actions” box on the left-hand side of the page.

- This will move the ITT into your “My ITTs” page. (This is a secure area reserved for your projects only)

- Click on the ITT code, you can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box

3. Responding to the tender

- You can now choose to “Reply” or “Reject” (please give a reason if rejecting)

- You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification

- Note the deadline for completion, then follow the onscreen instructions to complete the ITT

- There may be a mixture of online & offline actions for you to perform (there is detailed online help available)

If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on:

- eMail:

- Phone: 0800 011 2470 / Fax: 020 7080 0480

Cyfarwyddiadau i Gyflenwyr ar Sut i Fynegi Diddordeb yn y Tendr hwn

1. Cofrestrwch eich cwmni ar y porth eDendroCymru (dim ond unwaith y mae angen gwneud hyn)

- Porwch ar y Porth eGyrchu:

- Cliciwch ar y linc Click here to register.

- Derbyniwch y telerau a’r amodau a cliciwch ar Parhau.

- Nodwch eich manylion busnes a defnyddiwr cywir.

- Gwnewch nodyn o’r enw defnyddiwr y dewisoch a cliciwch ar Cadw pan fyddwch wedi gorffen.

- Yn fuan, byddwch yn derbyn e-bost yn cynnwys eich cyfrinair unigryw (cadwch hwn yn ddiogel).

2. Mynegi diddordeb yn y tendr

- Logiwch i mewn i’r porth gyda’r enw defnyddiwr/cyfrinair.

- Cliciwch ar y linc Open Access ITTs.

- Cliciwch ar y ITT perthnasol i gael mynediad at y cynnwys.

- Cliciwch ar y botwm Express Interest yn y blwch Camau Gweithredu ar ochr chwith y dudalen.

- Bydd hyn yn symud y ITT i’ch tudalen Fy ITTs. (Mae hon yn ardal ddiogel sydd wedi’i chadw ar gyfer eich prosiectau chi yn unig).

- Cliciwch ar y côd ITT – nawr, gallwch gael mynediad at unrhyw atodiadau trwy glicio ar Gosodiadau ac Atodiadau Prynwyr yn y blwch Camau Gweithredu.

3. Ymateb i’r tendr

- Nawr, gallwch ddewis Ymateb neu Gwrthod - Nodwch reswm os na fyddwch yn ymateb.

- Nawr, gallwch ddewis y botwm Negeseuon i gyfathrebu gyda’r prynwr a gofyn am unrhyw eglurhad.

- Nodwch y terfyn amser ar gyfer cwblhau, yna dilynwch y cyfarwyddiadau ar y sgrin er mwyn cwblhau’r ITT.

- Efallai y bydd cymysgedd o gamau i chi eu cwblhau ar-lein ac heb fod ar-lein (mae cymorth manwl i’w gael ar-lein).

Os ydych chi angen unrhyw gymorth pellach, defnyddiwch yr help ar-lein, neu mae desg gymorth BravoSolution ar gael Llun – Gwener (8am – 6pm):

- e-bost:

- ffôn: 0800 011 2470 / ffacs: 020 7080 0480

(WA Ref:32753)


Procedures for appeal


Body responsible for appeal procedures

Body responsible for mediation procedures


Lodging of appeals

Pembrokeshire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be required from see item I.1


Service from which information about the lodging of appeals may be obtained


Dispatch date of this Notice



Additional Addresses and Contact Points


Address and contact points from which further information can be obtained



Address and contact points from which specifications and additional documentation may be obtained






Address and contact points to which Tenders/Requests to Participate must be sent


Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact: N/a
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
30142000Accounting machines and cash registersCalculating and accounting machines
48443000Accounting software packageFinancial analysis and accounting software package
48444000Accounting systemFinancial analysis and accounting software package
55512000Canteen management servicesCanteen services
55520000Catering servicesCanteen and catering services
72514000Computer facilities management servicesComputer-related management services
48110000Point of sale (POS) software packageIndustry specific software package
55524000School catering servicesCatering services
48000000Software package and information systemsComputer and Related Services

Delivery Locations

Delivery Locations
1014South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)

Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
There are no alert restrictions for this notice.

Document Family

Hide related notices
AUG100051: Supply of a Cashless Catering System
Publication Date: 22/08/2015
Deadline: 18/09/2015
Notice Type: Contract Notice
Authority name: Pembrokeshire County Council
NOV112471: Supply of a Cashless Catering System
Publication Date: 25/11/2015
Notice Type: Contract Award Notice
Authority name: Pembrokeshire County Council

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