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Find a TenderAwardedContract details notice
Published 26 Mar 2025, 12:53 GMT

Official UK procurement notice

008809 - Schools Biometric EPOS & Nutritional Analysis Solution

Official notice

Authority: Newcastle City Council (Local council)

2 lotsServicesOpen procedureAbove thresholdSME suitable
Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30)Software Packages & ERP (48)Hotel, restaurant and retail trade services (55)
+1 moreIT Services & Software (72)
 Delivery: North East (UKC)North West (UKD)Yorkshire & Humber (UKE)
+6 moreEast Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)South West (UKK)
Published estimate£250,000envelope for 2 lots · £300,000 inc. VAT
Submissions closed 30 Apr 2025awarded 2 Jul 2025
Awarded to CRB Cunninghams Limited, CIVICA UK LIMITED2 awards
Contract term 3 yrsends 31 May 2028 · up to 31 May 2030 with extensions · starts 1 Jun 2025

What is being bought2 lots · detail below

Published requirement description

Newcastle City Council (NCC) has a requirement for a Schools Biometric EPOS & Nutritional Analysis Solution. NCC's requirements have been split into to two Lots;

Lot 1 - Electronic Catering Management and Payment System

Lot 2 - Nutritional & Menu Management Software Solution

It is noted that systems exist that incorporate both lot elements and providers can tender for one or both lots as an integrated system solution. NCC anticipates the Contract to be awarded by the end of May 2025 and the Solution to be fully implemented with Go-Live by August 2025.

CPV: Hotel, restaurant and retail trade services · IT services: consulting, software development, Internet and support · Office and computing machinery, equipment and supplies except furniture and software packages · Software package and information systems

Lots and requirements (2)Procurement structure

2 lots · all with a published value (£250,000 together) · same evaluation weights on every lot
Lot #1Electronic Catering Management and Payment SystemAwardedRenewal 3 yrsPublished value£175,000

Newcastle City Council (NCC) has a requirement for an Electronic Catering Management and Payment System. The system must incorporate facilities to include the following:

  • Electronic Point Of Sale (EPOS) solution to ensure transaction times are maximised.
  • Provide interface with school systems (for example SIMS / Scholar Pack) to allow for appropriate information to be used on the till systems i.e. dietary requirements, religious requirements, and allergen information.
  • Provide multiple options for payment at the point of sale, including but not limited to, fingerprint biometric, pin pad, contactless payment.
  • Meal management system including suite of reports that can be individualised by school.
  • Provide appropriate hardware to facilitate point of sale transactions as well as maintenance/ servicing. This should be, but not limited to the till console with touchscreen functionality, customer display, payment solutions, i.e. fingerprint biometric, Pin Pads, contactless card machine.
Contract period: 1 Jun 2025 – 31 May 2028 (3 yrs) · up to 31 May 2030 with extensionsValue: £175,000 exc. VAT · £210,000 inc. VAT
Delivery: North East
Extensions: 2 x 12 month options to extend
30000000 Office and computing machinery, equipment and supplies except furniture and software packages48000000 Software package and information systems55000000 Hotel, restaurant and retail trade services72000000 IT services: consulting, software development, Internet and support
Lot #2Nutritional & Menu Management Software SolutionAwardedRenewal 3 yrsPublished value£75,000

Newcastle City Council (NCC) has a requirement for a Nutritional Analysis and Menu Management software solution. The solution must incorporate facilities to include the following:

  • Allergen management to highlight the 15 common allergens recognised in law. It is essential that the system can be upgraded / updated to incorporate any future changes in the law or additional allergens added to the list.
  • Nutritional analysis to allow NCC to comply with the school food standards and provide accurate information to parents / carers / schools for cultural / religious diets, diabetes (carbohydrates), Nutritional content and allergen information.
  • The system must be able to link to external manufacturer software platforms to incorporate information provided from them for example ERODUS.
  • Accurate recipe details and costings / menu cycle costings.
  • Recipe details and imagery that can be used by kitchen teams to maintain consistency and appropriate portion sizes.
Contract period: 1 Jun 2025 – 31 May 2028 (3 yrs) · up to 31 May 2030 with extensionsValue: £75,000 exc. VAT · £90,000 inc. VAT
Delivery: North East
Extensions: 2 x 12 month options to extend
30000000 Office and computing machinery, equipment and supplies except furniture and software packages48000000 Software package and information systems55000000 Hotel, restaurant and retail trade services72000000 IT services: consulting, software development, Internet and support

What it takes to win
i

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 more
How bids were scored · same split on all 2 lots
Quality: 70%Price: 30%
Published award criteria (2)
  • Price
  • Quality
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 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
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
26 Mar 2025, 12:53 GMT
Last source update
3 Sept 2025, 10:47 BST
Award evaluation window
Submission end – 19 May 2025
Authority reference
008809
FTS notice number
2025/S 000-011316
Latest notice
Contract details notice (UK7)
Classification (CPV)
Hotel, restaurant and retail trade servicesIT services: consulting, software development, Internet and supportOffice and computing machinery, equipment and supplies except furniture and software packagesSoftware package and information systems
Delivery area
North East (UKC)North West (UKD)Yorkshire & Humber (UKE)East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)
+1 moreSouth West (UKK)
Official registry OCID
ocds-h6vhtk-04f8e9 Find a Tender

How it was run

Official notice
Submission deadline
30 Apr 2025, 12:00 BST
Clarification deadline
24 Apr 2025, 12:00 BST
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

All documents can be accessed on www.open-uk.org ↗

Reference OPEN2025488

Timeline

26 Mar 2025 → 3 Sept 2025 · 8 dates
  1. Tender notice published
    26 Mar 2025, 12:53 GMT
  2. Clarification questions by
    24 Apr 2025, 12:00 BST
  3. Submission deadline
    30 Apr 2025, 12:00 BST
  4. Award decision expected by
    19 May 2025, 23:59 BST
  5. Contract starts
    1 Jun 2025, 00:00 BST
  6. Assessment summaries sent
    2 Jul 2025, 00:00 BST
  7. Standstill ends
    1 Sept 2025, 23:59 BST
  8. Latest notice published
    3 Sept 2025, 10:47 BST

Notice history

5 events · 3 releases on Find a Tender · since 26 Mar 2025
  1. Tender notice published
    26 Mar 2025, 12:53 GMT
    UK4
  2. Contract award notice published
    20 Aug 2025, 10:49 BST
    UK6
  3. Status changed to complete
    20 Aug 2025, 10:49 BST
  4. Contract signature expected
    2 Sept 2025, 23:59 BST
    scheduled
  5. Contract details notice published
    3 Sept 2025, 10:47 BST
    UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 2
Awarded value £512,8662 awards exc. VAT
Bids received 54 from SMEs
Contracts signed 2latest 2 Sept 2025
Awarded toValueDateStatus
Lot 1 · Electronic Catering Management and Payment System1 award
CRB Cunninghams LimitedSME2 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2030Extensions: 2 x 12 month options to extend£305,1232 Jul 2025Awarded
Lot 2 · Nutritional & Menu Management Software Solution1 award
CIVICA UK LIMITED2 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2030Extensions: 2 x 12 month options to extend£207,7432 Jul 2025Awarded

Contracts

  • Lot 1 - Electronic Catering Management and Payment System · CRB Cunninghams LimitedSME

    Signed
    2 Sept 2025
    Value
    £305,123
    Period
    2 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2030 with extensions
    Status
    active
    Extensions
    2 x 12 month options to extend
    1 agreed KPI: N/A
    • N/A

  • Lot 2 - Nutritional & Menu Management Software Solution · CIVICA UK LIMITED

    Signed
    2 Sept 2025
    Value
    £207,743
    Period
    2 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2030 with extensions
    Status
    active
    Extensions
    2 x 12 month extensions
    1 agreed KPI: N/A
    • N/A

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Electronic Catering Management and Payment System3final-stage tenders30—
2 · Nutritional & Menu Management Software Solution2final-stage tenders10—

Contracting authority & participating public bodies

Newcastle City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PBHM-6848-TWYG Civic Centre, Newcastle Upon Tyne, North East, NE1 8QHContact email

Bidders & participating suppliers

2 commercial parties on the notice
  • CIVICA UK LIMITEDAwarded supplierGB-COH: 01628868GB-PPON: PCMJ-9641-QWWM Southbank Central, 30 Stamford Street, London, London, SE1 9LQContact email
  • CRB CUNNINGHAMS LIMITEDAwarded supplierGB-COH: SC044087GB-PPON: PPVC-4333-RZYQ 32 Dryden Road, Units 1-9, Loanhead, Bilston Glen, Scotland, EH20 9LZContact email

Official documents & specifications (5)

Official links; attachments are not copied

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender