Item 10 - Procurement of Online Payments System
West Dunbartonshire Council · 24 June 2026
Back to Educational Services Committee — 24 June 2026 and its agenda
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WEST DUNBARTONSHIRE COUNCIL Report by the Chief Education Officer Educational Services Committee: 24 June 2026 ___________________________________________________________________ Subject: Procurement of Online Payments System 1. Purpose 1.1 This report seeks Members’ approval to tender for the reprocurement of an online payments system for all establishments, enabling parents and carers to make online payments to their children’s schools, and to grant the Chief Education Officer delegated authority to make a direct award. 2. Recommendations 2.1 It is recommended that Committee: a) Note the plan for the reprocurement of the online payment system for all establishments; b) Note that the cost of the system will be met from the existing budget for the current online payment systems being used in schools; and c) Agree to grant delegated authority for the Chief Education Officer to conclude, with the assistance of the Corporate Procurement Unit, a direct award using G-Cloud Crown Commercial Services framework. 3. Background 3.1 In June 2017, WDC approved the procurement of an online payments system for parents to allow establishments to received online payments direct to both the schools’ and Council bank accounts for meals, trips and other costs. The procurement of the system was part of the Council’s Digital Strategy to maximize the proportion of digital transactions and reduce the need for cash handling in schools. 3.2 Initially, the online payments system, which is provided by ParentPay, was an option for parents and carers to use. However, the effect of COVID-19 in 2020 required this option be reviewed in terms of safe cash handling and the potential spread of the virus. Consequently, a decision was taken to cease all cash handling and require all payments to schools to be made using ParentPay. The system has proved popular with parents and has resulted in a high take-up across the Authority. ITEM 10
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3.3 In 2022, the Council undertook a second procurement exercise to procure a replacement system. At this time, Scotland Excel had developed a framework designed to assist Councils in the tender and purchase of online payments, cashless catering and kitchen management systems. In this exercise, ParentPay were again the successful bidder, and a second contract was put in place with them running from 2022 to 2026. At this time, it was hoped that we would also be able to award a contract for cashless catering and kitchen management systems, but this was not practically possible. 3.4 In 2025, a procurement exercise took place for cashless catering and kitchen management systems, with ParentPay proving successful for the provision of those services for the Council. 3.5 Our existing contract with ParentPay is due to come to an end in July 2026. 4. Main Issues 4.1 With the assistance of the Corporate Procurement Unit we have assessed routes to market to secure continuity of service provision. Using Crown and Commercial Services Government framework – G-Cloud, we would be able to direct award to ParentPay. This would provide continuity of service and user experience at this time. 4.2 In the years since the introduction of ParentPay, we have seen growth in our schools for a number of additional areas – Early Start Club payments, school trips, school uniform shops and fundraising activities. In 2024 we started to roll this out to our Early Years establishments, who are making use of the service for administration of funded places. 4.3 Using G-Cloud, we would be able to engage in a contract for 2 years, providing the following services: • Online Payments • Lunch Management • Clubs • Trips • Shops • Donations 4.3 In a separate exercise, we have started to undertake market research for the provision of a Management Information Service (MIS) to replace SEEMiS. In this initial market testing, it has become apparent that many of the companies providing MIS solutions, also provide online payment systems as part of their core product line. With this in mind, it is likely that future MIS solutions will remove our need to procure online payment systems separately, potentially realising a saving for the council. 4.4 Timescales for the national replacement of SEEMiS are approximately two years, so we will need provision of an online payment system for this period.
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5. People Implications 5.1 There are no direct people implications resulting from this procurement. 6. Financial Implications 6.1 Presently, we have existing provision for online payments. A direct award to ParentPay for the services outlined in 4.3 above would cost the council £47,300 for a period of 2 years. The procurement of a new solution will be met by existing budget provision. 6.2 All procurement activity carried out by the Council in excess of £50K is subject to a contract strategy. The contract strategy for the online payments system has been produced by the Corporate Procurement Unit in close consultation with Education officers. The contract strategy shall include but may not be limited to; contract scope, service forward plan, the market, procurement model and routes – including existing frameworks such as Crown and Commerical Services Government G-Cloud, roles and responsibilities, risks, issues and opportunities and ongoing contract management. Further opportunities to maximise the positive social, economical and environmental impact for West Dunbartonshire through the contract will also be explored through the use of Community Benefit Clauses. 7. Risk Analysis 7.1 Failure to review and modernize the processes involved in the receiving, handling and management of school funds poses the risk that the Council will not fulfil the requirements of its Digital Strategy. These changes will contribute directly to efficient and effective frontline roles and provide easy and convenient methods of payment to parents and carers. 8. Equalities Impact Assessment (EIA) 8.1 An equalities screening has been carried out for this report and there are no equalities issues identified. 9. Consultation 9.1 Legal Services and the Section 95 Officer have been consulted on the content of this report.
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10. Strategic Assessment 10.1 Promoting the best use of technology to provide easy to use services for our parents, this contributes to Outcome 4 ‘our council is inclusive and adaptable’ in our Strategic Plan. Gillian Hamilton Chief Education Officer Date: 8 June 2026 ___________________________________________________________________ Person to Contact: Andrew Brown Senior Education Officer Email: andrew.brown@west-dunbarton.gov.uk Appendices: None. Background Papers: None. Wards Affected: All wards