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Published 10 Jul 2023, 10:19 BST

Official UK procurement notice

YPO - 001205 Electronic Catering Management and Payment Solutions

Official notice

Authority: YPO (Public body)·Consortium: 3 public authorities

Framework agreement6 lotsGoodsOpen procedure
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: UK
Framework ceiling (notional)£40,000,000total for 6 lots · framework ceiling, not attributable revenue · 1 value update
Submissions closed 29 May 2024awarded 8 Aug 2024
Lots 6see the lot list below
Framework period 4 yrsends 5 Aug 2028 · extension options published · starts 6 Aug 2024

What is being bought6 lots · detail below

Published requirement description

YPO are looking for Providers to be appointed onto a Framework Agreement for the provision of Electronic Catering Management and Payment Solutions. YPO’s intention is to create a compliant route to market for our customers and also the awarded Suppliers. It is to enable the public sector a route to purchasing Electronic Catering Management and Payment solutions from one Framework with an array of Suppliers and offerings.

YPO is the lead Public Sector Buying Organisation for this Framework Agreement working in

collaboration with NEPO.

  • Recurrence: There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement date

CPV: Administration software package · Business transaction and personal business software package · Canteen and catering services · Canteen services · Communication and multimedia software package · Compliance software package · Custom software development services · Document creation software package · Document management software package · Financial analysis and accounting software package · IT services: consulting, software development, Internet and support · IT software development services · +32 more

How this framework works

From the published notice
Bids received
9 bids on the busiest of 5 lots · 14 suppliers appointed
Framework period
4 yrs from 6 Aug 2024

Lots and requirements (6)Procurement structure

6 lots · no lot values published · same evaluation weights on every lot
Lot #1YPO envisage that the new Framework may be divided into the following Lots, but this…PlannedRenewal

YPO envisage that the new Framework may be divided into the following Lots, but this may be subject to change following pre-engagement.

Lot 1 - A full solution comprising of software and hardware – Cloud Hosted or Off premise

Lot 2 - Software Only Lot – Cloud Hosted or Off premise

Lot 3 - Additional enhancements or bespoke bolt ons to increase scope

Lot 4 - Online Payment applications

Lot 5 -Communication Software via omni channels solutions email/SMS

Lot 6 - Cashless catering systems

Lot 7 - Registration solutions

Lot 8 - Application Software (APP) to integrate with internal systems for a one log on one view

Lot 9 - Management Information Systems

Lot 10 - Pupil Attainment Solutions

YPO's Aim is to re procure this highly successful framework but ensure we capture any changes and innovations in the market and incorporate new sectors such as NHS and the offering they are now using - Electronic bedside meal ordering system (PMOS) as well as kitchen management , payment solutions , cashless catering and communications. All solutions now appear to be cloud based with some hardware device requirements to access the software in kitchens and at the bedside amongst management of allergens and calories but not limited to.

Delivery: UK
Extensions: There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement date
Lot #2Electronic Meal Ordering and Catering Management for Wider Public Sector (WPS)AwardedRenewal 4 yrs

Lot 2 is for the provision of Electronic Meal Ordering and Catering Management solution hosted within the cloud, which enables end users to order meals digitally, and the Contracting Authority to manage any food related information for the purposes of reducing waste, paper and time. This Lot will be open to the whole of the Public Sector but it is expected to be utilised primarily within education environments, more specifically primary schools.

Contract period: 6 Aug 2024 – 5 Aug 2028 (4 yrs)
Delivery: UK
Extensions: The Framework Agreement will cover the period from 20th August 2024 – 19th August 2026 with the option of 1 x 24 months extension to 19th August 2028, after the initial two years. The decision to extend the Framework period will be taken by the end of April 2026 and will be dependent on satisfactory completion of all aspects of the Framework to date, the current market conditions for this category and YPO’s contracting structures. Suppliers will be made aware of the decision to take extensions 3 months prior. The maximum contract period will therefore be 4 years, from 20th August 2024 – 19th August 2028 · There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement dateVariant bids: not allowed
30213200 Tablet computer48000000 Software package and information systems48170000 Compliance software package48211000 Platform interconnectivity software package48219300 Administration software package48310000 Document creation software package
Lot #3Cashless Catering SystemsAwardedRenewal 4 yrs

Lot 3 is for the provision of Cashless Catering Systems, which will be hosted within the cloud. The system will allow for payment and recognition methods which enable the end user to utilise the account and pay for meals. This Lot will be open to the whole of the Public Sector but it is expected to be utilised primarily within education environments, more specifically secondary schools.

Contract period: 6 Aug 2024 – 5 Aug 2028 (4 yrs)
Delivery: UK
Extensions: The Framework Agreement will cover the period from 20th August 2024 – 19th August 2026 with the option of 1 x 24 months extension to 19th August 2028, after the initial two years. The decision to extend the Framework period will be taken by the end of April 2026 and will be dependent on satisfactory completion of all aspects of the Framework to date, the current market conditions for this category and YPO’s contracting structures. Suppliers will be made aware of the decision to take extensions 3 months prior. The maximum contract period will therefore be 4 years, from 20th August 2024 – 19th August 2028 · There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement dateVariant bids: not allowed
30213200 Tablet computer48000000 Software package and information systems48100000 Industry specific software package48110000 Point of sale (POS) software package48170000 Compliance software package48211000 Platform interconnectivity software package
Lot #4Online Payment SolutionsAwardedRenewal 4 yrs

Lot 4 is for the provision of Online Payment Solutions, which will be hosted within the cloud. The system will allow for payment methods which enable the end user to utilise the account and pay for items. This Lot will be open to the whole of the Public Sector but utilised primarily within education environments.

A secure online payment system allowing end users to pay for items/services digitally, and incorporate future cashless options, remaining in line with all relevant up to date regulations.

Contract period: 6 Aug 2024 – 5 Aug 2028 (4 yrs)
Delivery: UK
Extensions: The Framework Agreement will cover the period from 20th August 2024 – 19th August 2026 with the option of 1 x 24 months extension to 19th August 2028, after the initial two years. The decision to extend the Framework period will be taken by the end of April 2026 and will be dependent on satisfactory completion of all aspects of the Framework to date, the current market conditions for this category and YPO’s contracting structures. Suppliers will be made aware of the decision to take extensions 3 months prior. The maximum contract period will therefore be 4 years, from 20th August 2024 – 19th August 2028 · There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement dateVariant bids: not allowed
30213200 Tablet computer48000000 Software package and information systems48110000 Point of sale (POS) software package48210000 Networking software package48211000 Platform interconnectivity software package48217000 Transaction-processing software package
Lot #5Electronic Meal Ordering and Catering Management for the NHS - Cloud HostedAwardedRenewal 4 yrs

Lot 1a is for the provision of Electronic Meal Ordering and Catering Management solutions - Cloud Hosted across the NHS or any other hospital or Health and Social Care environment which enables end users to order meals digitally, and the Contracting Authority to manage any food related information for the purposes of reducing waste, paper, and time.

Contract period: 6 Aug 2024 – 5 Aug 2028 (4 yrs)
Delivery: UK
Extensions: The Framework Agreement will cover the period from 20th August 2024 – 19th August 2026 with the option of 1 x 24 months extension to 19th August 2028, after the initial two years. The decision to extend the Framework period will be taken by the end of April 2026 and will be dependent on satisfactory completion of all aspects of the Framework to date, the current market conditions for this category and YPO’s contracting structures. Suppliers will be made aware of the decision to take extensions 3 months prior. The maximum contract period will therefore be 4 years, from 20th August 2024 – 19th August 2028 · There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement dateVariant bids: not allowed
30213200 Tablet computer48000000 Software package and information systems48100000 Industry specific software package48170000 Compliance software package48211000 Platform interconnectivity software package48219300 Administration software package
Lot #6Electronic Meal Ordering and Catering Management for the NHS On PremiseAwardedRenewal 3 yrs 8 mo

Lot 1b is for the provision of Electronic Meal Ordering and Catering Management solutions - On Premises across the NHS or any other hospital or Health and Social Care environment which enables end users to order meals digitally, and the Contracting Authority to manage any food related information for the purposes of reducing waste, paper, and time.

Contract period: 6 Aug 2024 – 5 Apr 2028 (3 yrs 8 mo)
Delivery: UK
Extensions: The Framework Agreement will cover the period from 20th August 2024 – 19th August 2026 with the option of 1 x 24 months extension to 19th August 2028, after the initial two years. The decision to extend the Framework period will be taken by the end of April 2026 and will be dependent on satisfactory completion of all aspects of the Framework to date, the current market conditions for this category and YPO’s contracting structures. Suppliers will be made aware of the decision to take extensions 3 months prior. The maximum contract period will therefore be 4 years, from 20th August 2024 – 19th August 2028 · There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement dateVariant bids: not allowed
48000000 Software package and information systems48100000 Industry specific software package48110000 Point of sale (POS) software package48217000 Transaction-processing software package48219300 Administration software package48310000 Document creation software package

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 5 lots
Quality: 55%Price: 30%Social value: 15%
Published sub-criteria (3)
  • Quality: 55%
  • Cost: 30%
  • Social Value, Sustainability and Modern Slavery: 15%
Conditions of participation1
  • Suitability

    Organisations must ensure that they are not in breach of any of the mandatory or discretionary exclusions contained in Regulation 57 of the Public Contracts Regulations 2015. Please refer to the Tender Documentation/Online Tender located on our E-Procurement system. The web address can be found under ‘Procurement Documents’ in the ‘Communication’ section of this notice.

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.
  • “YPO - 001205 Electronic Catering Management and Payment Solutions” is a framework: the contest is a place on its panel, not a single contract.

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
Goods
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement

Yes · There is a possibility that this Framework will be subject to renewal after 3.5 years from the commencement date

First published
10 Jul 2023, 10:19 BST
Last source update
4 Sept 2024, 09:09 BST
Award evaluation window
22 May 2024 – …
Authority reference
001205
FTS notice number
2024/S 000-028211
Classification (CPV)
Administration software packageBusiness transaction and personal business software packageCanteen and catering servicesCanteen servicesCommunication and multimedia software packageCompliance software packageCustom software development servicesDocument creation software packageDocument management software packageFinancial analysis and accounting software package
+34 moreIT services: consulting, software development, Internet and supportIT software development services
Delivery area
UK
Official registry OCID
ocds-h6vhtk-03e024 Find a Tender
Contract terms
Performance terms

Please refer to the Framework Agreement Terms and Conditions located in our E-Procurement system. The web address can be found under ‘Procurement Documents’ in the ‘Communication’ Section in this notice.

Publisher note: YPO are purchasing on the behalf of other contracting authorities. Please see the below link for details: https://www.ypo.co.uk/about/customers/permissible-users . YPO will incorporate a standstill period at the point of notification of the award of the contract is provided to all bidders. The standstill period will be for a minimum of 10 calendar days, and provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredLanguage: EN
Access & registration note: Free · short registration with manual review; public opportunity list
Appointment period ends
29 May 2024, 14:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bid validity
120 days from the deadline
Bids opened
22 May 2024, 14:00 BST
Detailed submission instructions & authority contactsFrom official release

procontract.due-north.com/register ↗

Timeline

1 Apr 2024 → 4 Sept 2024 · 5 dates
  1. Next notice expected
    1 Apr 2024, 00:00 BST
  2. Bids opened
    22 May 2024, 14:00 BST
  3. Admission / appointment period endsperiod end, not a bid countdown
    29 May 2024, 14:00 BST
  4. Contract starts
    6 Aug 2024, 00:00 BST
  5. Notice published
    4 Sept 2024, 09:09 BST

Notice history

6 events · 4 releases on Find a Tender · since 16 Apr 2024
  1. Published value updated to £40,000,000
    16 Apr 2024, 14:34 BST
    was £15,000,000
  2. Status changed to active
    16 Apr 2024, 14:34 BST
  3. Procurement method changed
    16 Apr 2024, 14:34 BST
  4. Deadline published: 22 May 2024, 14:00 BST
    16 Apr 2024, 14:34 BST
  5. Deadline moved to 29 May 2024, 14:00 BST
    26 Apr 2024, 11:55 BST
    +7 days · was 22 May 2024, 14:00 BST
  6. Status changed to complete
    4 Sept 2024, 09:09 BST
Published amendments (1 · 1 deadline change)
WhenWhatBeforeAfterShift
—DeadlineTime limit for receipt of tenders or requests to participate · IV.2.222 May 202429 May 2024+7 d
—Bid openingConditions for opening of tenders · IV.2.722 May 202429 May 2024+7 d

Please note the closing date and time for this tender along with the conditions for opening of tenders has changed from 22 May 2024 at 14.00 pm to 29 May 2024 at 14.00 pm

Routine re-releases (4)
  • 2023-07: 1 release · 10 Jul 2023

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 14admitted to the panel · see the list ↓
Bids received 9busiest of 5 lots
Contracts signed 5latest 8 Aug 2024

5 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

All 5 of these contracts carry the same published figure, £40,000,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.

  • Lot 1a - Electronic Meal Ordering and Catering Management for the NHS - Cloud Hosted

    Signed
    8 Aug 2024
    Value
    ceiling above
    Period
    … – 5 Aug 2028
    Status
    active

  • Lot 1b - Electronic Meal Ordering and Catering Management for the NHS On Premise

    Signed
    8 Aug 2024
    Value
    ceiling above
    Period
    … – 5 Apr 2028
    Status
    active

  • Lot 2 - Electronic Meal Ordering and Catering Management for Wider Public Sector (WPS)

    Signed
    8 Aug 2024
    Value
    ceiling above
    Period
    … – 5 Aug 2028
    Status
    active

  • Lot 3 - Cashless Catering Systems

    Signed
    8 Aug 2024
    Value
    ceiling above
    Period
    … – 5 Aug 2028
    Status
    active

  • Lot 4 - Online Payment Solutions

    Signed
    8 Aug 2024
    Value
    ceiling above
    Period
    … – 5 Aug 2028
    Status
    active

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
2 · Electronic Meal Ordering and Catering Management for Wider Public Sector (WPS)8bids———
3 · Cashless Catering Systems9bids———
4 · Online Payment Solutions8bids———
5 · Electronic Meal Ordering and Catering Management for the NHS - Cloud Hosted8bids———
6 · Electronic Meal Ordering and Catering Management for the NHS On Premise3bids———

Contracting authority & participating public bodies

2 public bodies on the notice

YPO

Contracting authorityPublic bodyBody governed by public lawGeneral public services 41 Industrial Park, Wakefield, Yorkshire & Humber, WF2 0XEContact name, email, phone Published organisation website ↗

Consortium members and other public bodies

  • Association of North East Councils, trading as the North East Procurement Organisation (NEPO)Contracting authority Gateshead, North EastContact email

Dispute resolution & review bodies

  • High Court of England and WalesReview body London

Framework contractors & participating bidders

16 commercial parties on the notice
Show 6 more suppliers

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria