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PROCUREMENT OPPORTUNITY

Provision of a Cashless Catering System

Pembrokeshire County Council · compiled

Tender information last checkedLast checked 29 Sept 2026, 19:13.

Opportunity overview

Pembrokeshire County Council operates a centrally managed catering service. This service currently provides catering arrangements for 52 primary schools, 3 middle schools, 5 secondary schools, 1 special school and 1 pupil learning centre. In addition to its school settings the Council also has 2 mobile units which provide catering for outdoor events. Initially the Council is seeking tenders for the supply and installation of a centralised Cashless Catering system in all education settings and mobile units.

Awarded to

Amounts belong to published awards or contracts. Where several suppliers share one value, it is labelled as shared and is not a supplier-specific allocation.

Haven Systems Ltd

Match pending…
Contract value
£398.4k
Awarded
Not supplied
Contract signed
25 Jun 2025
Award ID
038301-2025-PROC/2324/154-1
Status
active
Location
Haverfordwest, UKL14, SA623NZ, United Kingdom

Classification

  • CPV30142000 — Accounting machines and cash registers
  • CPV48000000 — Software package and information systems
  • CPV48110000 — Point of sale (POS) software package
  • CPV48444000 — Accounting system
  • CPV55512000 — Canteen management services
  • CPV55520000 — Catering services
  • CPV55524000 — School catering services
  • CPV72514000 — Computer facilities management services

Lots

  • Initially the Council is seeking tenders for the supply and installation of a centralised Cashless Catering system in all education settings and mobile units. The new system must improve the management information in relation to the following: - Improved uptake of school meals in secondary schools. - A reduced risk of errors in ordering in each establishment. - A more stable and reliable system within schools, which will reduce queuing and improve the overall dining experience. - Improved monitoring by service management to drive down waste and costs. The successful supplier will be responsible for migrating Pembrokeshire County Council’s existing data for pupils into the new system by no later than 1st September 2025Value not stated

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
PROC/2324/154
Status
complete
Has Recurrence
Yes
Procurement Method
open
Main Procurement Category
goods
Procurement Method Details
Open procedure

Covered By

GPA

Bid Opening

Date
13 Mar 2025, 14:00

Legal basis

Id
32014L0024
Scheme
CELEX

Recurrence

Description
At the end of the 5 years initial contract period or after 5 years if the extension option is utilised

Expected award period

Starts
13 Mar 2025, 14:00

Tender Period

Ends
13 Mar 2025, 14:00

Communication

Future Notice Date
10 Jun 2024, 00:00

Classification

Id
48110000
Scheme
CPV
Description
Point of sale (POS) software package

Submission terms

Languages

en

Submission Method

electronicSubmission

Lots and requirements

Entry 1
Id
1
Status
cancelled
Has Options
Yes
Has Renewal
Yes
Description
Initially the Council is seeking tenders for the supply and installation of a centralised Cashless Catering system in all education settings and mobile units. The new system must improve the management information in relation to the following: - Improved uptake of school meals in secondary schools. - A reduced risk of errors in ordering in each establishment. - A more stable and reliable system within schools, which will reduce queuing and improve the overall dining experience. - Improved monitoring by service management to drive down waste and costs. The successful supplier will be responsible for migrating Pembrokeshire County Council’s existing data for pupils into the new system by no later than 1st September 2025

Options

Description
Option to purchase Nutritional Analysis Software and Secondary and Middle School pre-order Software.

Renewal

Description
up to 24 months

Award criteria

Criteria

Criterion 1
Name
Core Functionality
Type
quality
Description
15
Criterion 2
Name
System Integration
Type
quality
Description
11
Criterion 3
Name
User Experience and Usability
Type
quality
Description
6
Criterion 4
Name
Support and Maintenance
Type
quality
Description
6
Criterion 5
Name
Contract Management
Type
quality
Description
4
Criterion 6
Name
Innovation and Future Development
Type
quality
Description
3
Criterion 7
Name
Desirable Requirements
Type
quality
Description
5
Criterion 8
Type
price
Description
50

Contract period

Ends
31 Aug 2030, 23:59
Starts
1 Sept 2025, 00:00

Submission terms

Variant Policy
notAllowed

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery Location

Description
Pembrokeshire

Delivery locations

Entry 1
Region
UKL14
Entry 2
Region
UKL14
Entry 3
Region
UKL14

Additional Classifications

Entry 1
Id
55520000
Scheme
CPV
Description
Catering services
Entry 2
Id
55524000
Scheme
CPV
Description
School catering services
Entry 3
Id
48444000
Scheme
CPV
Description
Accounting system
Entry 4
Id
48110000
Scheme
CPV
Description
Point of sale (POS) software package
Entry 5
Id
30142000
Scheme
CPV
Description
Accounting machines and cash registers
Entry 6
Id
72514000
Scheme
CPV
Description
Computer facilities management services
Entry 7
Id
55512000
Scheme
CPV
Description
Canteen management services
Entry 8
Id
48000000
Scheme
CPV
Description
Software package and information systems

Published documents

Entry 1
Id
economic
Document Type
economicSelectionCriteria
Entry 2
Id
technical
Document Type
technicalSelectionCriteria

Buyer, suppliers and contacts

Organisation 1
Id
GB-FTS-700
Name
Pembrokeshire County Council

Roles

buyer

Address

Region
UKL14
Locality
Pembrokeshire
Postal Code
SA61 1TP
Country Name
United Kingdom
Street Address
County Hall, Haverfordwest

Details

Classifications

Entry 1
Id
REGIONAL_AUTHORITY
Scheme
TED_CA_TYPE
Description
Regional or local authority
Entry 2
Id
09
Scheme
COFOG
Description
Education

Identifier

Legal Name
Pembrokeshire County Council

Contact

Fax Number
+44 1437776510
Telephone
+44 1437775905
Organisation 2
Id
GB-FTS-111
Name
High Court

Roles

reviewBody

Address

Locality
London
Postal Code
WC2A 2LL
Country Name
United Kingdom
Street Address
Royal Courts of Justice, The Strand

Identifier

Legal Name
High Court

Contact

Telephone
+44 2079477501
Organisation 3
Id
GB-FTS-153778
Name
Haven Systems Ltd

Roles

supplier

Address

Region
UKL14
Locality
Haverfordwest
Postal Code
SA623NZ
Country Name
United Kingdom
Street Address
Vine Road, Johnston

Details

Scale
sme

Identifier

Legal Name
Haven Systems Ltd

Award information

Award 1
Id
038301-2025-PROC/2324/154-1
Status
active

Suppliers

Supplier 1
Id
GB-FTS-153778
Name
Haven Systems Ltd

Related lots

1

Contracts and changes

Entry 1
Id
038301-2025-PROC/2324/154-1
Status
active
Award ID
038301-2025-PROC/2324/154-1
Date Signed
26 Jun 2025, 00:00

Value

Amount
398,379
Currency
GBP

Recorded locations

  • Buyer location · Pembrokeshire · UKL14 · SA61 1TP · United Kingdom
  • Delivery location · UKL14

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-045534-2025-07-08T15:09:37+01:00compiled ·