Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Aberdeenshire Council
Woodhill House, Westburn Road
Aberdeen
AB16 5GB
UK
Contact person: Angela Cook
Telephone: +44 1467530600
E-mail: cpssprocurement@aberdeencity.gov.uk
NUTS: UKM50
Internet address(es)
Main address: http://www.aberdeenshire.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00232
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
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
Cashless Catering and Online Payment Solution
Reference number: 000-DHKP4388
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.1.4) Short description
The aim of this tender is to procure a Cashless Catering and Online Payment Solution in accordance with the Statement of Requirements, for use by School Catering and Education and Children’s Services (ECS). Aberdeenshire Council currently has two separate contracts in place for a cashless catering and online payment solution that are nearing expiry.
The Catering Service must ensure it has an appropriate solution in place that will continue to provide a front of house service and also to generate the accurate critical data that is required to run reports for data analysis that will help the Service to continue to operate efficiently. There is also a desire to push more payments online to stop the need for cash handling that is presently undertaken by staff and reduce the associated risks with those processes.
II.1.5) Estimated total value
Value excluding VAT:
675 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48000000
48100000
48110000
II.2.3) Place of performance
NUTS code:
UKM50
Main site or place of performance:
Aberdeenshire
II.2.4) Description of the procurement
The aim of this tender is to procure a Cashless Catering and Online Payment Solution in accordance with the Statement of Requirements, for use by School Catering and Education and Children’s Services (ECS). Aberdeenshire Council currently has two separate contracts in place for a cashless catering and online payment solution that are nearing expiry.
Together these systems should enable:
Parents to pay for their child’s school meals online.
Provides visibility for parents on meal orders.
Enables pupils to top up their balance in schools.
Allows staff, pupils, and visitors to pay for catering in schools.
Allows primary school pupils to order in the classroom with the teacher.
Facilitate the online payment for school supplies/trips etc.
Facilitate multi-basket payments.
Continues to facilitate cash transactions where necessary.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 50
Price
/ Weighting:
50
II.2.6) Estimated value
Value excluding VAT:
675 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
The Council shall have the sole option of extending the contract for a further period (or periods) of up to two (2) years
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:
No
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
If any mandatory (Must-Have) requirements cannot be met, the supplier should not proceed with the tender. Should a supplier continue with their bid without meeting all mandatory requirements, the Council reserves the right to disqualify on the basis of non-compliance.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
As per ITT documentation
III.1.2) Economic and financial standing
List and brief description of selection criteria:
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
Employers liability - statutory minimum 5 million GBP, each and every claim and in the aggregate
Public and products liability - minimum 5 million GBP, each and every claim and in the aggregate
Professional indemnity - minimum 1 million GBP in respect of any one claim and in the aggregate
Minimum level(s) of standards required:
The Council will use Creditsafe to assist in its determination of the organisations financial status and risk. Where the credit score reflects moderate (30-50) or high risk (21-29) the Council shall seek further financial information required to satisfy the suitability of the Tenderer to undertake a contract of this size, the Council reserves the right to disqualify the Tenderer should they be unable to satisfy this requirement.
Tenderers will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. Sub-Contractors will also be required to complete an SPD as detailed in Public Contract Scotland Portal.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Tenderers will be required to provide 3 examples that demonstrate that they have the relevant experience to deliver the services/supplies as described in the Procurement Documents and SPD (Scotland).
III.2) Conditions related to the contract
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.2.2) Time limit for receipt of tenders or requests to participate
Date:
26/01/2024
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
26/01/2024
Local time: 12:00
Information about authorised persons and opening procedure:
The tender documents will be opened in accordance with the procedures under the Council's Scheme of Governance
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
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
1. The Council currently has two separate contracts for online school payments and cashless catering systems provided by CRB Cunninghams.
The current contracts for these services will expire on 30th March 2024, however there may be a requirement for a short term extension to allow for sufficient time to fully implement any new solution.
2. Hosted and On-premise Solution
The Council's preference is for a fully hosted solution as detailed in the Statement of Requirements, however should pricing be offered for an On Premises system and Solution, which may result in additional configuration costs for the Council, examples include: additional software; hardware, additional server space costs. The Council reserves the right to add any additional costs which it identifies will be required to configure and operate the particular Solution and System. The Council will clarify the proposed additional costs with the Tenderer providing the system or solution and this cost will be added to the Pricing Schedule value and used for the purpose of evaluation of Tender Submissions.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=753939.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(SC Ref:753939)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=753939
VI.4) Procedures for review
VI.4.1) Review body
Aberdeen Sherriff Court
Union Street
Aberdeen
UK
VI.5) Date of dispatch of this notice
21/12/2023