Online payments and cashless catering

Renfrewshire Council seeks a Service Provider to deliver a single integrated online school payment and cashless catering system (including school fund management). The requirements (as detailed in the Procurement documents) have been broken down into different sections however there must be an overall single integrated solution.

Renfrewshire Council seeks a Service Provider to deliver a single integrated online school payment and cashless catering system (including school fund management). The requirements have been broken down into different sections however there must be an overall single integrated solution delivered. Further information can be located within procurement documents in Public Contract Scotland Tender Portal.

The Contract is for 10 years with the right to Contract Review at 5 years with the right to exercise a Break Clause and terminate after Contract Review as detailed in section 4 of the Invitation to tender (ITT) document contained within Public Contract Scotland Tender Portal. It is anticipated that the contract will be awarded week commencing the 18th December 2023 and the Start Date will be confirmed in the Letter of Acceptance.

The Council contract for online payments and cashless catering with ParentPay Limited expires on the 25th of April 2024 for continuity of services, the Council has agreed an interim contract with ParentPay Limited to allow for a mobilisation of a new solution to expire on the 25th October 2025 and therefore it is critical that any Service Solution offered by a Tenderer must go live on or before this date.

Following evaluation, where there is a change of Service Provider, it is anticipated that the Contract will commence on the 8th January 2024, the exact date to be confirmed in the Letter of Acceptance, and the Service will be live by no later than the 25th October 2025. Where the incumbent Service Provider, ParentPay Limited is successful limited mobilisation would be anticipated by the Council. The Contract will be for a period of 10 years and will expire on the 7th of January 2034 however the Contract will be reviewed at 5 years with the right to exercise a Break Clause and terminate after Contract Review as detailed in section 4 of the ITT.. 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.

1. The Council currently has an integrated online school payment and cashless catering system provided by ParentPay Limited.

The current contract for this service will expire on 24th April 2024, however the Council is looking to award an interim contract that will expire on the 25th of October 2025 to allow sufficient time to fully implement a new solution in all Council premises and before the expiry of the interim contract. Information can be found in the Procurement Documents.

2. A cost of change is anticipated where the Council’s Online Payment and Cashless Catering Service moves to a new Service Provider. The Council have calculated a cost-to-change figure of 93,320.40 (GBP) which is made up of the various components listed in the Pricing Schedule document, part of the Procurement Documents. This cost-to-change figure will be added to the total cost of each Tender Submission provided by any Tenderer who is not the incumbent Service Provider. This cost-to-change value will be added to the Tenderer Submission Pricing and used for commercial evaluation. Information can be found in the Procurement Documents.

3. Hosted and On-premise Solution

Pricing Offered for a Software as a Service (SaaS )system may be differently priced than 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.

4. Review

There will be a Contract Review in Financial Year 5. This Contract Review will be in addition to performance and monitoring meetings against agreed Performance Indicators and any Quarterly or annual meetings required by the Council. The Council reserves the right to exercise a Break Clause where the outcome of the Contract Review is not satisfactory to the Council. Further information can be found in the Procurement Documents.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 24479. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/

A summary of the expected community benefits has been provided as follows:

Community Benefits are included in this requirement and further details can be found in the Procurement Documents on Public Contract Scotland Tender Portal