Official UK procurement notice
Cashless Catering, Online Payments & Kitchen Management Software - Lot 1 - Cashless Catering
Authority: North Ayrshire Council (Local council)
What is being bought3 lots · detail below
Published requirement descriptionAs part of the existing contract renewal processes, North Ayrshire Council (NAC) has identified the need to upgrade or replace their existing Cashless Catering and Online Payment solutions, together with introducing Kitchen Management Software.
The systems will be extended for use across all 9 academies, 49 primary schools and 1 additional support needs (ASN) school within the Council’s remit. The Council also have a number of hospitality locations and outside catering units (including pop-ups) that may be included if the solution permits.
The Council are seeking contract(s) for the provision of three inter-related, cloud-based systems (including supply, installation, licences and training) and will consider suppliers who can offer all elements (or a combination thereof) but will also consider separate providers. The requirement has been split into 3 Lots as follows;
Lot 1 - Cashless Catering system (including meal ordering functionality) with full upgrades, annual maintenance and support (including software and minimum hardware)
Lot 2 - Online Payments system
Lot 3 - Kitchen Management Software with full upgrades, annual maintenance and support (including software and minimum hardware)
- Recurrence: March 2025
CPV: International payment transfer services · Point of sale (POS) software package · Software package and information systems
Lots and requirements (3)Procurement structure
3 lots · all with a published value (£290,000 together) · same evaluation weights on every lotLot #1Cashless Catering Services and EquipmentAwardedRenewalPublished value£80,000
Contract Modification for NAC/5054 Cashless Catering, Online Payments & Kitchen Management Software - Lot 1 - Cashless Catering
Lot #2Online PaymentsAwardedRenewalPublished value£180,000
The requirement under this lot will include but not be limited to:
- The supply of software systems allowing the ability for NAC to take online payments for education services from any internet connected device
- Ability for parents / guardians to go online and pay for child’s school meal, trip, and other non-meal purchases
- The ability for payments to be accepted from PayPoint terminals and / or similar (should a parent have no access to the internet).
- Integrate with existing systems used by NAC; SEEMIS and Integra / Civica Pay and newly awarded Cashless Catering and Kitchen Management systems.
Lot #3Kitchen management systemAwardedRenewalPublished value£30,000
The services required under this lot will include but not be limited to;
- Cloud-based software that meets the information management needs of primary and secondary school kitchens, hospitality locations and outside catering units (including pop-ups).
- Modular application that will allow gradual roll out of functionality in line with NAC timeline and appetite.
- Systemisation of the current Hazard Analysis Critical Control Points log.
- Provision of an innovative solution to record temperatures of equipment and food seamlessly, along with details of who took the temperatures.
- Software and minimum hardware for advanced reporting, nutritional analysis, menu planning, inventory and kitchen management.
- Provision of various interface capabilities and capability of storing/transmitting all the relevant information with central offices, with full management, backup and archive functions.
- Provision of full upgrades, annual maintenance and support.
- Integration with existing systems used by NAC including but not limited to; newly awarded Cashless Catering and Online Payment systems.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (2)
- All award criteria is stated in the ITT documents: 60%
- price: 40%
Published award criteria (2)
- All award criteria is stated in the ITT documents: 60
- Price: 40
- Suitability
If required, bidders are required to be enrolled in the relevant professional or trade registers within the country in which they are established.
- Economic & financial standing
Bidders will be required to have a minimum yearly “specific” turnover for the last 3 years in the business area covered by the contract as follows;
Lot 1 - Cashless Catering - 40,000 (GBP)
Lot 2 - Online Payments - 90,000 (GBP)
Lot 3 - Kitchen Management system - 15,000 (GBP)
North Ayrshire Council reserve the right to review the bidders financial information including information from credit reference agencies at tender stage and throughout the life of the contract, and seek clarifications if necessary. If clarifications are not satisfactory the bidder may be excluded from the tender process.
Bidders who cannot meet the required level of turnover will be excluded from this tender.
Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up or started trading.
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:
Employer’s (Compulsory) Liability Insurance = [5,000,000]GBP
www.hse.gov.uk/pubns/hse40.pdf ↗
Public Liability Insurance [5,000,000]GBP WITH CONFIRMATION that this extends to Software Liability cover
- Technical & professional ability
Bidders will be required to provide a minimum of 2 examples of services carried out in the past 3 years that demonstrate they have the relevant experience to deliver the services as described in part II.2.4 of the Contract Notice. The services must be of a similar value, size and scope. Bidders must complete examples of experience for each Lot they are applying for. Unsatisfactory experience will result in exclusion from the tender process.
Bidders will be required to provide 2 satisfactory references for 2 different services contracts on the reference templates provided.
References should be completed and signed by previous customers for contracts of a similar value, size and scope and for each lot bidders are applying for. If any of the referees score the bidder less than 2 the bidder will be excluded from the tender process.
Completed experience and reference templates must be zipped and uploaded at question 4C.1 of the qualification envelope.
Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · March 2025
- First published
- 3 Mar 2021, 17:08 GMT
- Last source update
- 16 Oct 2025, 13:51 BST
- Award evaluation window
- 9 Apr 2021 – …
- Authority reference
NAC/5054- FTS notice number
2025/S 000-065916- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-029819Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
Publisher note: This notice is to provide transparency on the contract modification that has been outlined for this contract. This is to support the mobilisation of any new contract that will supersede this current agreement. (SC Ref:812578)
How it was run
Official notice- Submission deadline
- 9 Apr 2021, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 120 days from the deadline
- Bids opened
- 9 Apr 2021, 12:00 BST
Timeline
9 Apr 2021 → 16 Oct 2025 · 3 dates- Submission deadline9 Apr 2021, 12:00 BST
- Bids opened9 Apr 2021, 12:00 BST
- Notice published371 days ago16 Oct 2025, 13:51 BST
Notice history
1 event · 3 releases on Find a Tender- Status changed to complete26 Jul 2021, 09:04 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Lot 1 · Cashless Catering Services and Equipment2 awards | |||
| CRB Cunninghams LimitedSME | £263,000 † | — | Awarded |
| CRB Cunninghams LimitedSME | £386,902 † | — | Awarded |
| Lot 2 · Online Payments1 award | |||
| CRB Cunninghams LimitedSME | £85,880 † | — | Awarded |
| Lot 3 · Kitchen management system1 award | |||
| ParentPay LtdSME | £132,708 † | — | Awarded |
Contracts
Kitchen management system · ParentPay LtdSME
- Signed
- 28 Jun 2021
- Value
- £132,708
- Status
- active
Online Payments · CRB Cunninghams LimitedSME
- Signed
- 28 Jun 2021
- Value
- £85,880
- Status
- active
Cashless Catering Services and Equipment · CRB Cunninghams LimitedSME
- Signed
- 28 Jun 2021
- Value
- £263,000
- Status
- active
Cashless Catering, Online Payments & Kitchen Management Software - Lot 1 - Cashless Catering · CRB Cunninghams LimitedSME
- Signed
- 28 Jun 2021
- Value
- £386,902
- Status
- active
- Change Modification to increase the contract value by up to 82,715.61 GBP, Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee: Modification necessary to support the expansion of school meal uptake.
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · Cashless Catering Services and Equipment | 3bids · 3 electronic · 3 from abroad | 2 | — | — |
| 2 · Online Payments | 3bids · 3 electronic · 3 from abroad | 2 | — | — |
| 3 · Kitchen management system | 2bids · 2 electronic · 2 from abroad | 1 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Kilmarnock Sheriff CourtReview body
Bidders & participating suppliers
3 commercial parties on the notice- CRB Cunninghams LimitedAwarded supplier
- Cash Registers (Buccleuch) LimitedAwarded supplier
- ParentPay LtdAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.