II.2.2) Additional CPV code(s)
72212110
II.2.3) Place of performance
NUTS code:
UKM83
Main site or place of performance:
Renfrewshire area.
II.2.4) Description of the procurement
Renfrewshire Council are seeking an integrated online school payment, school fund management and cashless catering solution for their school estate. One of the main goals of this project is to eliminate, where possible, all cash processing in our pre 5/primary establishments and significantly reduce cash processing in secondary schools. Schools typically receive in excess of 3 400 000 GBP per annum via 1 140 000 GBP transactions of which 1 400 000 GBP relates to catering income. School trips account for around 900 000 GBP of that figure with the other amounts relating to uniform sales, in-school activities and school fund monies.
Due to the more complex nature of the catering service in our secondary schools, the cashless catering element of the solution will require to support cash processing with the aim to gradually move to a fully cashless model over time. The cashless catering model at primary level is much simpler than at secondary level and this should be noted by tenderers. The Council will be guided by the successful service provider as per the implementation approach.
Our requirements are outlined in the ITT Document and take account of our 11 PPP establishments where the contractor, Amey, is responsible for the management of catering services and these establishments are therefore excluded from that aspect of the requirements.
— School fund management: 49 primary, 11 secondary, 2 ASN schools, 22 nursery classes and 12 pre-5 centres,
— Online school payments: 49 primary, 11 secondary, 2 ASN schools, 22 nursery classes and 12 pre-5 centres,
— Cashless catering system supporting cash processing: 7 secondary,
— Cashless catering system supporting cashless processing: 42 primary and 2 ASN schools.
School roll information — approximately 27 000 pupils as noted below.
— 49 Primary: 13 238,
— 11 Secondary: 9 920,
— 2 ASN: 386,
— 34 Nursery/pre 5: 3 520.
Key functional requirements are as follows:
— Online school payments facility enabling parents to add funds to pupil accounts to pay for meals, trips, uniforms and other school expenses.
— Access to solution by parents to be via single sign on using the mygovscot My Account service.
— Solution supports the removal of cash from schools.
— Classroom pre-ordering to support cashless catering and eliminate the need for cash at the point of sale.
— Facilities to support morning tuck and impulse purchases for catering.
— Facilities to support residual cash payments where full cashless not in place.
— Catering management facilities including detailed management reporting.
— School fund management integrated with OSP/CC solution to prevent double keying of information.
In support of Renfrewshire Council’s ICT vision, the solution will require to be cloud based/hosted with no physical server presence in each school.
Following evaluation of the tender submission, tenderers will be invited to present their solution to the Council in the form of pre-prepared demonstration. For the demonstration and in line with the tender response, tenderers must illustrate how their solution would work in practice for the Council, further clarification questions regarding the solution may also be asked. The Council reserves the right to modify scores based on the responses provided. It is anticipated the demonstration day will take place week commencing the 19.2.2018. Tenders will be given a 1 week notice of the demonstration date. A copy of the agenda will also be issued with this communication.
II.2.5) Award criteria
Quality criterion: Meeting our requirements - desirable
/ Weighting: 2
Quality criterion: Methodology and Approach to delivery of the solution
/ Weighting: 18
Quality criterion: Implementation Approach and Plan to delivery of the solution
/ Weighting: 6
Quality criterion: Roles and responsibilities including project management
/ Weighting: 4
Quality criterion: Financial Management & Interface
/ Weighting: 4
Quality criterion: Reporting and Management Information
/ Weighting: 9
Quality criterion: Training
/ Weighting: 4
Quality criterion: Cyber Security
/ Weighting: 6
Quality criterion: Interfaces and APIs
/ Weighting: 2
Quality criterion: Community Benefits
/ Weighting: 10
Quality criterion: Fair Working Pracitces
/ Weighting: 5
Price
/ Weighting:
30
II.2.11) Information about options
Options:
Yes
Description of options:
Additional hardware and software may be required as part of the contract.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Economic Operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015. Please see the ITT in PCS-Tender project relevant to this procurement and the other Procurement Documents for further information.