Tender for kitchen management system for Department of Welfare and Department of Education & Youth

Description of the action and objectives

Green Deal action

The aim is to implement the same kitchen management system for both the Department of Welfare and the Department of Education & Youth:

  1. To reduce food waste through better utilization of food and a simpler ordering system
  2. To standardize recipes and purchases, which could lead to an increased selection of vegetarian dishes at cafeterias
  3. To be able to monitor and reduce the carbon footprint of meals
  4. To increase the possibilities for quality control of food supply and food recommendations
  5. To improve the information provided to the clients regarding the nutritional content of food, its origin, and allergens

 

Implementation period

Planned completion in the second half of 2024

Status: In progress

Status report on July 1, 2025

Once the bidding process was complete and the contract was in place, preparations began immediately.

The system has been loaded with nutritional information from raw material databases provided by ÍSGEM and Landspítali Hospital. Since the hospital recently implemented the same system, there has been strong collaboration between the organizations. Reykjavík City's Matilda product manager, working with staff from the Department of Welfare's production kitchen, has attended regular training sessions with Matilda to learn the system and customize it to meet their specific needs. Extensive work has gone into inputting raw materials, recipes, menus, supplier price lists, service user information and additional data into the system. Staff has worked to establish user access groups for the system along with handling various other setup tasks.

The plan is for the Department of Welfare production kitchen to officially begin using the system in fall 2025, while also beginning to register recipes from primary schools.

Older status reports

Below you can find older status reports with information on the progress of the action since its inception (if you're using your phone, it's better to turn it sideways).
  Timeline Progress description
  January 2024 The invitation to tender for the kitchen management system has been published and two bids have been received. Negotiations for the contract are planned, and system implementation will begin following the selection.
  July 2023 Work on the kitchen management system tender is complete, with the tender process set to begin in fall 2023, followed by system implementation.
  January 2023 The review process for requirement specifications is almost complete. Our change manager has started work in the team, and a system product manager has been appointed. A tender is planned to be sent out before the fall of 2023.
  July 2022 The preceding year, work has been underway on creating a tender for the Department of Welfare. There's ongoing work to review requirements, correct, and standardize in the tender document.

 

Connection of action to Reykjavík City's policies:

 

Reykjavík City departments:

 

Related actions

The table below contains actions related to this initiative, and you can access more information by clicking on the "action title" in the table (if you're using your phone, it's better to turn it sideways).
Action name Status Completion Departments
Expanding access to Air Quality Information (AQI) In progress 2025 HER
Ocean related outdoor activities In progress 2025 Department of Environment & Planning
Training of institutional chefs in primary schools and preschools Completed 2022 Department of Education & Youth
Health labels on shopping lists for cafeterias In progress 2025 Department of Education & Youth
Development of a 6 week menu Completed 2022 Department of Education & Youth
Kitchen management system tender In progress 2024 Department of Education & Youth
Department of Welfare