Point of sale (POS) software development services

Tender description

Renfrewshire Council are seeking an integrated online school payment, school fund management and cashless catering solution for their school estate. One of the main goals of this project is to eliminate, where possible, all cash processing in our pre 5/primary establishments and significantly reduce cash processing in secondary schools. Renfrewshire Council are seeking an integrated online school payment, school fund management and cashless catering solution for their school estate. One of the main goals of this project is to eliminate, where possible, all cash processing in our pre 5/primary establishments and significantly reduce cash processing in secondary schools. Schools typically receive in excess of 3.4m GBP per annum via 1.14m GBP transactions of which 1.4m GBP relates to catering income. School trips account for around 900k GBP of that figure with the other amounts relating to uniform sales, in-school activities and school fund monies. Due to the more complex nature of the catering service in our secondary schools, the cashless catering element of the solution will require to support cash processing with the aim to gradually move to a fully cashless model over time. The cashless catering model at primary level is much simpler than at secondary level and this should be noted by tenderers. The Council will be guided by the successful service provider as per the implementation approach. Our requirements are outlined in the ITT Document and take account of our 11 PPP establishments where the contractor, Amey, is responsible for the management of catering services and these establishments are therefore excluded from that aspect of the requirements. — School fund management: 49 primary, 11 secondary, 2 ASN schools, 22 nursery classes and 12 pre-5 centres, — Online school payments: 49 primary, 11 secondary, 2 ASN schools, 22 nursery classes and 12 pre-5 centres, — Cashless catering system supporting cash processing: 7 secondary, — Cashless catering system supporting cashless processing: 42 primary and 2 ASN schools. School roll information — approximately 27,000 pupils as noted below. — 49 Primary — 13,238, — 11 Secondary — 9,920, — 2 ASN — 386, — 34 Nursery/pre 5 — 3,520. Key functional requirements are as follows: — Online school payments facility enabling parents to add funds to pupil accounts to pay for meals, trips, uniforms and other school expenses, — Access to solution by parents to be via single sign on using the mygovscot My Account service, — Solution supports the removal of cash from schools, — Classroom pre-ordering to support cashless catering and eliminate the need for cash at the point of sale, — Facilities to support morning tuck and impulse purchases for catering, — Facilities to support residual cash payments where full cashless not in place, — Catering management facilities including detailed management reporting, — School fund management integrated with OSP/CC solution to prevent double keying of information. In support of Renfrewshire Council’s ICT vision, the solution will require to be cloud based/hosted with no physical server presence in each school. Following evaluation of the tender submission, tenderers will be invited to present their solution to the Council in the form of pre-prepared demonstration. For the demonstration and in line with the tender response, tenderers must illustrate how their solution would work in practice for the Council, further clarification questions regarding the solution may also be asked. The Council reserves the right to modify scores based on the responses provided. It is anticipated the demonstration day will take place week commencing 19 February 2018. Tenders will be given a 1-week notice of the demonstration date. A copy of the agenda will also be issued with this communication.