The Provision of a Cashless Catering System

A Tender Notice

Contract (Services)
5 year
26 May 2020
To 11 Jun 2025 (est.)
11 Jun 2020 00:00



Caerphilly County Borough

Geochart for 2 buyers and 0 suppliers


Caerphilly County Borough Council require a single supplier to provide a cashless catering solution including support and maintenance within all Comprehensive schools, primary schools and some corporate buildings.

Total Quantity or Scope

Caerphilly County Borough Council requires a single supplier to provide a cashless catering system which will be deployed in comprehensive schools, primary schools and corporate buildings. The contract includes for the provision of hardware and software and ongoing maintenance and support for the contract duration. The scope of the initial piece of work is to: — replace till systems and dated cashless systems in up to nine secondary schools capable of accepting cashless, contactless payment, online payments, mobile phone payments or cash payments; — a rolling programme will need to be planned to meet the LA need to install a cashless solution in all primary, secondary schools, Meals Direct and Staff and Civic catering; — put in place a web-based portal that will allow parents to create accounts for their children and credit money into the account; — link online accounts to the system to ensure that money from meal transactions is coded to the correct accounts; — provide a process to allow for the acceptance of cash and cashless payments and allow the till system to be updated with free school meal allowances.

Renewal Options

5 year initial contract period with the option to extend for a further period of up to 60 months renewable on an annual basis. The Council may wish to purchase additional hardware and services through this contract if and when a requirement arises.

CPV Codes

  • 72212110 - Point of sale (POS) software development services
  • 48110000 - Point of sale (POS) software package
  • 55520000 - Catering services


  • Bids should cover the whole contract.
  • Options are available.
  • This is a recurring contract.
  • Renewals are available.

Other Information

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Portal eTendering system. Therefore, companies are invited to follow the directions below to register on the system. 1) log in to the Proactis Portal eTendering system at 2) Click the ‘Sign Up’ button. 3) Enter your details such as organisation name, details and primary contact details. 4) Please make a note of the organisation ID and login name, then click Register. 5) You may then receive an email from the system asking you to Click Here to activate your account. This takes you to enter organisation details. Or you may be redirected straight to your account home page, depending on your browser. 6) Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details. 7) In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice. 8) Accept the terms and conditions and then click Next. This takes you in to the welcome window. 9) In the welcome window please enter your organisation name, organisation ID and user name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded. 10) Now click Done and you will enter the Supplier Home page. 11) From the home page, go to the ‘Opportunities’ area, where you can search for this Opportunity. Click on the ‘Show Me Arrow’ of the relevant opportunity and then click to register your interest on the relevant button. 12) Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the ‘Show Me Arrow’ of the relevant contract again and this will take you into the create a response section of the portal. 13) Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here. 14) You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the ‘Decline’ button at the top of the page. Tenderers shall express an interest in tendering for this arrangement by registering their interest on the Proactis Portal System as stated above and then completing the online eTender submission. If you have any issues with your account please use the ‘Raise a Ticket’ function on the Proactis Portal. Instructions on how to utilise this function can be found in the attachments. Note: to register your interest in this notice and obtain any additional information please visit the Sell2Wales website at (WA Ref:101756)