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  • Notice Summary
    United Kingdom-Southampton: Provision of a Catering Payment Solution (EPOS)
    279299-2019
    University of Southampton
    17 June 2019
    16 July 2019
    Contract Notice - Open Procedure
  • Notice Abstract

    The University of Southampton (UoS) is seeking to procure a Catering Payment Solution (EPOS) that will replace the existing cash register system and provide enhanced hardware and software capability and web-/app-based payment, marketing and loyalty services.The right system will support the University in:— delivering an excellent customer experience through the provision of an up-to-date and supportable catering payments service, comparable to that of a major high street retailer,— provide a sustainable and scalable service that is able to meet changing customer needs in respect to payments and ordering requirements,— speed up transactions at the till,— encourage customers to use bank card or e-payment over cash transactions thus reducing cash handling, cash reconciliation and associated bank charges,— ensure compliance with the payment card industry data security standards.

  • Notice Details

    Contract notice

    Directive 2014/24/EU - Public Sector Directive

    Directive 2014/24/EU

    Section I: Contracting Change entity

    I.1) Name and addresses

    University of Southampton

    University Road

    Southampton

    SO17 1BJ

    UK

    Contact person: Vicki Becheley

    Telephone: +44 2380595000

    E-mail: Procurement@soton.ac.uk

    NUTS: UKJ32

    Internet address(es)

    Main address: http://www.southampton.ac.uk

    Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton

    I.3) Communication

    The procurement documents are available for unrestricted and full direct access, free of charge at:

    https://in-tendhost.co.uk/universityofsouthampton


    Additional information can be obtained from the abovementioned address


    Tenders or requests to participate must be sent electronically to:

    https://in-tendhost.co.uk/universityofsouthampton


    I.4) Type of the contracting authority

    Body governed by public law

    I.5) Main activity

    Education

    Section II: Object

    II.1) Scope of the procurement

    II.1.1) Title

    Provision of a Catering Payment Solution (EPOS)

    Reference number: 2019UoS-0066

    II.1.2) Main CPV code

    48110000

     

    II.1.3) Type of contract

    Supplies

    II.1.4) Short description

    The University of Southampton (UoS) is seeking to procure a Catering Payment Solution (EPOS) that will replace the existing cash register system and provide enhanced hardware and software capability and web-/app-based payment, marketing and loyalty services.

    The right system will support the University in:

    — delivering an excellent customer experience through the provision of an up-to-date and supportable catering payments service, comparable to that of a major high street retailer,

    — provide a sustainable and scalable service that is able to meet changing customer needs in respect to payments and ordering requirements,

    — speed up transactions at the till,

    — encourage customers to use bank card or e-payment over cash transactions thus reducing cash handling, cash reconciliation and associated bank charges,

    — ensure compliance with the payment card industry data security standards.

    II.1.5) Estimated total value

    Value excluding VAT: 410 000.00 GBP

    II.1.6) Information about lots

    This contract is divided into lots: No

    II.2) Description

    II.2.2) Additional CPV code(s)

    48481000

    II.2.3) Place of performance

    NUTS code:

    UKJ32

    UKJ36


    Main site or place of performance:

    Southampton, Hampshire, UK.

    Winchester, Hampshire, UK.

    II.2.4) Description of the procurement

    The University of Southampton (UoS) is seeking to procure a catering payment solution that will replace the existing cash register system and provide enhanced hardware and software capability and web-/app-based payment, marketing and loyalty services.

    The right system will support the University in:

    — delivering an excellent customer experience through the provision of an up-to-date and supportable catering payments service, comparable to that of a major high street retailer,

    — provide a sustainable and scalable service that is able to meet changing customer needs in respect to payments and ordering requirements,

    — speed up transactions at the till,

    — encourage customers to use bank card or e-payment over cash transactions thus reducing cash handling, cash reconciliation and associated bank charges,

    — ensure compliance with the payment card industry data security standards.

    The University is conducting the procurement using the open procedure in accordance with the requirements of the Public Contracts Regulations 2015 (PCR 2015) for the purpose of procuring the goods/services described in the invitation to tender document set.

    The University proposes to enter into a contract for an estimated maximum period of 7 years (84 months) with the successful tenderer(s).

    This will comprise of an initial contract period of 5 years with an option to extend by a further 2 years extension period at yearly increments (5 + 1 + 1) subject to satisfactory performance and at the discretion of the University.

    The contract will be effective on signing, the initial term of the warranty which will be agreed as part of tenderers proposals and will run from the date of delivery of the equipment with extensions if agreed, running from the expiry of the initial contract period, if so agreed by the University. The contract will be for a maximum of seven years from the date of delivery.

    The anticipated value of the proposed catering payment solution (EPOS) is within the region of 380 000 GBP — 410 000 GBP, excluding VAT. This value includes all related components, services and maintenance for the initial contract period.

    II.2.5) Award criteria

    Criteria below:

    Quality criterion: Qualitative criterion — mandatory functional and non functional requirements / Weighting: Pass/Fail

    Quality criterion: Qualitative criterion — functional requirements / Weighting: 30 %

    Quality criterion: Qualitative non-functional requirements / Weighting: 20 %

    Quality criterion: Qualitative — scenario demonstrations question 1 / Weighting: 5 %

    Quality criterion: Qualitative — scenario demonstrations question 2 / Weighting: 5 %

    Quality criterion: Qualitative — scenario demonstrations question 3 / Weighting: 5 %

    Quality criterion: Qualitative — scenario demonstrations question 4 / Weighting: 5 %

    Cost criterion: Commercial response / Weighting: 30 %

    II.2.6) Estimated value

    Value excluding VAT: 410 000.00 GBP

    II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

    Duration in months: 84

    This contract is subject to renewal: Yes

    Description of renewals:

    The contract for the service, software and maintenance is like to be subject to renewal towards the end of this contract period.

    II.2.9) Information about the limits on the number of candidates to be invited

    II.2.10) Information about variants

    Variants will be accepted: No

    II.2.11) Information about options

    Options: No

    II.2.13) Information about European Union funds

    The procurement is related to a project and/or programme financed by European Union funds: No

    II.2.14) Additional information

    Lots: this contract is not suitable for splitting into lots. The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.

    Section III: Legal, economic, financial and technical information

    III.1) Conditions for participation

    III.1.2) Economic and financial standing

    List and brief description of selection criteria:

    To support the financial assessment, the University will obtain a business risk report for all tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.

    The University reserves the right to exclude a tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a tenderer's business risk score is: ‘Moderate Risk’; ‘High Risk’; ‘Very High Risk’; or ‘Not Rated’, based on the rating provided by Creditsafe.

    Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.


    Minimum level(s) of standards required:

    Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:

    — employers (compulsory) liability: 10 000 000 GBP per occurrence,

    — public liability: 10 000 000 GBP per occurrence,

    — product liability: 10 000 000 GBP per occurrence and in aggregate,

    — professional indemnity insurance: 5 000 000 GBP per occurrence.

    III.1.3) Technical and professional ability

    List and brief description of selection criteria:

    Tenderers attention is drawn to the following mandatory requirements of the award criteria:

    — grounds for mandatory exclusion,

    — grounds for discretionary exclusion,

    — economic and financial standing,

    — insurance,

    — environmental management,

    — health and safety — control of contractors health and safety (CC3) form,

    — compliance with conditions of contract,

    — mandatory requirement of the specification — please refer to the invitation to tender document set (File 4).


    III.2) Conditions related to the contract

    Section IV: Procedure

    IV.1) Description

    IV.1.1) Type of procedure

    Open procedure

    IV.1.8) Information about Government Procurement Agreement (GPA)

    The procurement is covered by the Government Procurement Agreement: Yes

    IV.2) Administrative information

    IV.2.2) Time limit for receipt of tenders or requests to participate

    Date: 16/07/2019

    Local time: 12:00

    IV.2.4) Languages in which tenders or requests to participate may be submitted

    EN

    IV.2.6) Minimum time frame during which the tenderer must maintain the tender

    Duration in months: 4 (from the date stated for receipt of tender)

    IV.2.7) Conditions for opening of tenders

    Date: 16/07/2019

    Local time: 12:01

    Section VI: Complementary information

    VI.1) Information about recurrence

    This is a recurrent procurement: Yes

    Estimated timing for further notices to be published:

    The estimated timing for a recurrent procurement will be on approximately 1.10.2026.

    VI.2) Information about electronic workflows

    Electronic ordering will be used

    Electronic invoicing will be accepted

    VI.3) Additional information

    E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).

    All documentation in relation to this tender can be downloaded from In-Tend.

    Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of selection stage and/or invitation to tender responses will be conducted via In-Tend.

    Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.

    If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.

    Once you have logged in as a supplier: click on ‘Tenders’; locate the relevant project; and click ‘View Details’. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.

    Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.

    Further instructions for the submission of responses are below:

    To submit your return:

    1) Login;

    2) Click 'Tenders';

    3) Locate the relevant project;

    4) View details;

    5) Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender');

    6) Click on the 'Attach Documents' button and upload your return;

    7) Check all your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return;

    8) Click the red 'Submit Return' button.

    Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.

    Publication of award details: in accordance with Regulation 50, Paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.

    Costs and expenses: potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.

    The University is not liable for any costs in the event of the cancellation of this procurement process.

    VI.4) Procedures for review

    VI.4.1) Review body

    University of Southampton

    Southampton

    SO17 1BJ

    UK

    VI.5) Date of dispatch of this notice

    13/06/2019