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PROCUREMENT OPPORTUNITY

008809 - Schools Biometric EPOS & Nutritional Analysis Solution

Newcastle City Council · Tender notice on Find a Tender

Tender information last checkedLast checked 29 Sept 2026, 23:12.

Opportunity overview

Newcastle City Council (NCC) has a requirement for a Schools Biometric EPOS & Nutritional Analysis Solution. NCC's requirements have been split into to two Lots; Lot 1 - Electronic Catering Management and Payment System Lot 2 - Nutritional & Menu Management Software Solution It is noted that systems exist that incorporate both lot elements and providers can tender for one or both lots as an integrated system solution. NCC anticipates the Contract to be awarded by the end of May 2025 and the Solution to be fully implemented with Go-Live by August 2025.

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.

CRB CUNNINGHAMS LIMITED

Matched by number
Published award value
£305.1k
Awarded
1 Jul 2025
Award ID
1
Status
active
Identifier
GB-COH SC044087
Location
Bilston Glen, UKM73, EH20 9LZ, United Kingdom

CIVICA UK LIMITED

Matched by number
Published award value
£207.7k
Awarded
1 Jul 2025
Award ID
2
Status
active
Identifier
GB-COH 01628868
Location
London, UKI44, SE1 9LQ, United Kingdom

Classification

  • CPV30000000 — Office and computing machinery, equipment and supplies except furniture and software packages
  • CPV48000000 — Software package and information systems
  • CPV55000000 — Hotel, restaurant and retail trade services
  • CPV72000000 — IT services: consulting, software development, Internet and support

Lots

  • Lot 1 - Electronic Catering Management and Payment System£175k
  • Lot 2 - Nutritional & Menu Management Software Solution£75k

Documents and notices

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
008809
Status
complete
Above Threshold
Yes
Procurement Method
open
Main Procurement Category
services
How to submit
All documents can be accessed on www.open-uk.org Reference OPEN2025488
Procurement Method Details
Open procedure

Legal basis

Id
2023/54
Scheme
UKPGA

Expected award period

Ends
19 May 2025, 23:59

Tender Period

Ends
30 Apr 2025, 12:00

Enquiry period

Ends
24 Apr 2025, 12:00

Submission terms

Electronic Submission Policy
allowed

Languages

en

Lots and requirements

Entry 1
Id
1
Title
Lot 1 - Electronic Catering Management and Payment System
Status
complete
Has Renewal
Yes
Description
Newcastle City Council (NCC) has a requirement for an Electronic Catering Management and Payment System. The system must incorporate facilities to include the following: • Electronic Point Of Sale (EPOS) solution to ensure transaction times are maximised. • Provide interface with school systems (for example SIMS / Scholar Pack) to allow for appropriate information to be used on the till systems i.e. dietary requirements, religious requirements, and allergen information. • Provide multiple options for payment at the point of sale, including but not limited to, fingerprint biometric, pin pad, contactless payment. • Meal management system including suite of reports that can be individualised by school. • Provide appropriate hardware to facilitate point of sale transactions as well as maintenance/ servicing. This should be, but not limited to the till console with touchscreen functionality, customer display, payment solutions, i.e. fingerprint biometric, Pin Pads, contactless card machine.

Value

Amount
175,000
Currency
GBP
Including VAT
210,000

Renewal

Description
2 x 12 month options to extend

Award criteria

Criteria

Criterion 1
Name
Price
Type
quality

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 2
Name
Quality
Type
quality

Numbers

Entry 1
Number
70
Weight
percentageExact

Contract period

Ends
31 May 2028, 23:59
Starts
1 Jun 2025, 00:00
Max Extent Date
31 May 2030, 23:59
Entry 2
Id
2
Title
Lot 2 - Nutritional & Menu Management Software Solution
Status
complete
Has Renewal
Yes
Description
Newcastle City Council (NCC) has a requirement for a Nutritional Analysis and Menu Management software solution. The solution must incorporate facilities to include the following: • Allergen management to highlight the 15 common allergens recognised in law. It is essential that the system can be upgraded / updated to incorporate any future changes in the law or additional allergens added to the list. • Nutritional analysis to allow NCC to comply with the school food standards and provide accurate information to parents / carers / schools for cultural / religious diets, diabetes (carbohydrates), Nutritional content and allergen information. • The system must be able to link to external manufacturer software platforms to incorporate information provided from them for example ERODUS. • Accurate recipe details and costings / menu cycle costings. • Recipe details and imagery that can be used by kitchen teams to maintain consistency and appropriate portion sizes.

Value

Amount
75,000
Currency
GBP
Including VAT
90,000

Renewal

Description
2 x 12 month options to extend

Award criteria

Criteria

Criterion 1
Name
Price
Type
price

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 2
Name
Quality
Type
quality

Numbers

Entry 1
Number
70
Weight
percentageExact

Contract period

Ends
31 May 2028, 23:59
Starts
1 Jun 2025, 00:00
Max Extent Date
31 May 2030, 23:59

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UKC
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
30000000
Scheme
CPV
Description
Office and computing machinery, equipment and supplies except furniture and software packages
Entry 2
Id
48000000
Scheme
CPV
Description
Software package and information systems
Entry 3
Id
55000000
Scheme
CPV
Description
Hotel, restaurant and retail trade services
Entry 4
Id
72000000
Scheme
CPV
Description
IT services: consulting, software development, Internet and support
Item 2
Id
2
Related Lot
2

Delivery locations

Entry 1
Region
UKC
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
30000000
Scheme
CPV
Description
Office and computing machinery, equipment and supplies except furniture and software packages
Entry 2
Id
48000000
Scheme
CPV
Description
Software package and information systems
Entry 3
Id
55000000
Scheme
CPV
Description
Hotel, restaurant and retail trade services
Entry 4
Id
72000000
Scheme
CPV
Description
IT services: consulting, software development, Internet and support

Published documents

Entry 1
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest
Entry 2
Id
011316-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
26 Mar 2025, 12:53

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PBHM-6848-TWYG
Name
Newcastle City Council

Roles

buyer

Address

Region
UKC22
Country
GB
Locality
Newcastle Upon Tyne
Postal Code
NE1 8QH
Country Name
United Kingdom
Street Address
Civic Centre

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PBHM-6848-TWYG
Scheme
GB-PPON

Contact

Organisation 2
Id
GB-COH-SC044087
Name
CRB CUNNINGHAMS LIMITED

Roles

supplier

Address

Region
UKM73
Country
GB
Locality
Bilston Glen
Postal Code
EH20 9LZ
Country Name
United Kingdom
Street Address
32 Dryden Road, Units 1-9, Loanhead

Details

Vcse
No
Scale
sme
Sheltered Workshop
No
Public Service Mission Organization
No

Identifier

Id
SC044087
Scheme
GB-COH

Contact

Additional Identifiers

Entry 1
Id
PPVC-4333-RZYQ
Scheme
GB-PPON
Organisation 3
Id
GB-COH-01628868
Name
CIVICA UK LIMITED

Roles

supplier

Address

Region
UKI44
Country
GB
Locality
London
Postal Code
SE1 9LQ
Country Name
United Kingdom
Street Address
Southbank Central, 30 Stamford Street

Details

Vcse
No
Scale
large
Sheltered Workshop
No
Public Service Mission Organization
No

Identifier

Id
01628868
Scheme
GB-COH

Contact

Additional Identifiers

Entry 1
Id
PCMJ-9641-QWWM
Scheme
GB-PPON

Award information

Award 1
Id
1
Date
2 Jul 2025, 00:00
Title
Lot 1 - Electronic Catering Management and Payment System
Status
active
Has Renewal
Yes
Above Threshold
Yes
Main Procurement Category
goods
Assessment Summaries Date Sent
2 Jul 2025, 00:00

Items

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UKC
Country
GB
Country Name
United Kingdom
Entry 2
Region
UKD
Country
GB
Country Name
United Kingdom
Entry 3
Region
UKE
Country
GB
Country Name
United Kingdom
Entry 4
Region
UKF
Country
GB
Country Name
United Kingdom
Entry 5
Region
UKG
Country
GB
Country Name
United Kingdom
Entry 6
Region
UKH
Country
GB
Country Name
United Kingdom
Entry 7
Region
UKI
Country
GB
Country Name
United Kingdom
Entry 8
Region
UKJ
Country
GB
Country Name
United Kingdom
Entry 9
Region
UKK
Country
GB
Country Name
United Kingdom
Entry 10
Region
UKC
Country
GB
Country Name
United Kingdom
Entry 11
Region
UKD
Country
GB
Country Name
United Kingdom
Entry 12
Region
UKE
Country
GB
Country Name
United Kingdom
Entry 13
Region
UKF
Country
GB
Country Name
United Kingdom
Entry 14
Region
UKG
Country
GB
Country Name
United Kingdom
Entry 15
Region
UKH
Country
GB
Country Name
United Kingdom
Entry 16
Region
UKI
Country
GB
Country Name
United Kingdom
Entry 17
Region
UKJ
Country
GB
Country Name
United Kingdom
Entry 18
Region
UKK
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
30000000
Scheme
CPV
Description
Office and computing machinery, equipment and supplies except furniture and software packages
Entry 2
Id
48000000
Scheme
CPV
Description
Software package and information systems

Value

Amount
305,123.25
Currency
GBP
Including VAT
366,147

Renewal

Description
2 x 12 month options to extend

Documents

Entry 1
Id
050064-2025
Format
text/html
Notice Type
UK6
Description
Contract award notice on Find a Tender
Document Type
awardNotice
Published
20 Aug 2025, 10:49

Suppliers

Supplier 1
Id
GB-COH-SC044087
Name
CRB CUNNINGHAMS LIMITED

Milestones

Entry 1
Id
1
Type
futureSignatureDate
Status
scheduled
Due
2 Sept 2025, 23:59

Related lots

1

Contract period

Ends
31 Aug 2028, 23:59
Starts
2 Sept 2025, 00:00
Max Extent Date
31 Aug 2030, 23:59

Standstill Period

Ends
1 Sept 2025, 23:59
Award 2
Id
2
Date
2 Jul 2025, 00:00
Title
Lot 2 - Nutritional & Menu Management Software Solution
Status
active
Has Renewal
Yes
Above Threshold
Yes
Main Procurement Category
services
Assessment Summaries Date Sent
2 Jul 2025, 00:00

Items

Item 1
Id
2
Related Lot
2

Delivery locations

Entry 1
Region
UKC
Country
GB
Country Name
United Kingdom
Entry 2
Region
UKD
Country
GB
Country Name
United Kingdom
Entry 3
Region
UKE
Country
GB
Country Name
United Kingdom
Entry 4
Region
UKF
Country
GB
Country Name
United Kingdom
Entry 5
Region
UKG
Country
GB
Country Name
United Kingdom
Entry 6
Region
UKH
Country
GB
Country Name
United Kingdom
Entry 7
Region
UKI
Country
GB
Country Name
United Kingdom
Entry 8
Region
UKJ
Country
GB
Country Name
United Kingdom
Entry 9
Region
UKK
Country
GB
Country Name
United Kingdom
Entry 10
Region
UKC
Country
GB
Country Name
United Kingdom
Entry 11
Region
UKD
Country
GB
Country Name
United Kingdom
Entry 12
Region
UKE
Country
GB
Country Name
United Kingdom
Entry 13
Region
UKF
Country
GB
Country Name
United Kingdom
Entry 14
Region
UKG
Country
GB
Country Name
United Kingdom
Entry 15
Region
UKH
Country
GB
Country Name
United Kingdom
Entry 16
Region
UKI
Country
GB
Country Name
United Kingdom
Entry 17
Region
UKJ
Country
GB
Country Name
United Kingdom
Entry 18
Region
UKK
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
72000000
Scheme
CPV
Description
IT services: consulting, software development, Internet and support

Value

Amount
207,743
Currency
GBP
Including VAT
249,291

Renewal

Description
2 x 12 month options to extend

Documents

Entry 1
Id
050064-2025
Format
text/html
Notice Type
UK6
Description
Contract award notice on Find a Tender
Document Type
awardNotice
Published
20 Aug 2025, 10:49

Suppliers

Supplier 1
Id
GB-COH-01628868
Name
CIVICA UK LIMITED

Milestones

Entry 1
Id
1
Type
futureSignatureDate
Status
scheduled
Due
2 Sept 2025, 23:59

Related lots

2

Contract period

Ends
31 Aug 2028, 23:59
Starts
2 Sept 2025, 00:00
Max Extent Date
31 Aug 2030, 23:59

Standstill Period

Ends
1 Sept 2025, 23:59

Contracts and changes

Entry 1
Id
1
Title
Lot 1 - Electronic Catering Management and Payment System
Status
active
Award ID
1
Date Signed
2 Sept 2025, 00:00
Has Renewal
Yes
Above Threshold
Yes

Value

Amount
305,123.25
Currency
GBP
Including VAT
366,147

Period

Ends
31 Aug 2028, 23:59
Starts
2 Sept 2025, 00:00
Max Extent Date
31 Aug 2030, 23:59

Renewal

Description
2 x 12 month options to extend

Documents

Entry 1
Id
053437-2025
Format
text/html
Notice Type
UK7
Description
Contract details notice on Find a Tender
Document Type
contractNotice
Published
3 Sept 2025, 10:47

Agreed Metrics

Entry 1
Id
1
Title
N/A
Entry 2
Id
2
Title
Lot 2 - Nutritional & Menu Management Software Solution
Status
active
Award ID
2
Date Signed
2 Sept 2025, 00:00
Has Renewal
Yes
Above Threshold
Yes

Value

Amount
207,743
Currency
GBP
Including VAT
249,291

Period

Ends
31 Aug 2028, 23:59
Starts
2 Sept 2025, 00:00
Max Extent Date
31 Aug 2030, 23:59

Renewal

Description
2 x 12 month extensions

Documents

Entry 1
Id
053437-2025
Format
text/html
Notice Type
UK7
Description
Contract details notice on Find a Tender
Document Type
contractNotice
Published
3 Sept 2025, 10:47

Agreed Metrics

Entry 1
Id
1
Title
N/A

Recorded locations

  • Buyer location · Newcastle Upon Tyne · UKC22 · NE1 8QH · United Kingdom
  • Delivery location · UKC · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-04f8e9-2025-09-03T10:47:53+01:00Tender notice on Find a Tender ·