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EPOS system for Carmarthenshire County Council's leisure service

Carmarthenshire County Council

This public procurement record has 3 releases in its history.

TenderCancellation

09 Sep 2026 at 15:56

UK12 - Procurement Termination Notice
Tender

06 May 2026 at 14:09

UK4 - Tender Notice
Planning

18 Aug 2025 at 16:56

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Carmarthenshire County Council sought a multifunctional electronic point-of-sale system for its leisure service. The system is intended for cafés and restaurants in leisure centres, country parks, a small hotel, museums, art venues and theatres across Carmarthenshire. It must support food and beverage sales, retail transactions, admissions and ticketing, memberships, stock management and financial reporting. Configurations should be adaptable to each venue, from basic catering and retail through to ticketing and membership services. The requirement also covers online retail, event and workshop management, promotions, loyalty schemes, coupons, discounts, mobile tablet-based selling and order-and-pay functionality. A cloud-based, multi-site back office is required, with real-time site-level and collective monitoring, analysis, financial data and stock information.

The procurement reached tender through a below-threshold open competition, with electronic submission permitted through the council’s e-tendering portal. The enquiry deadline was 11 May 2026 at 14:00, and the tender submission deadline was 18 May 2026 at 14:00. The intended contract period was 1 June 2026 to 31 May 2029, with two possible 12-month extensions, allowing a maximum end date of 31 May 2031. The estimated value was £75,000 excluding VAT, or £90,000 including VAT. Bids were to be evaluated on cost at 60% and quality at 40%. The tender is complete: the council received no compliant responses, will not award the contract and decided to discontinue and retender it.

This opportunity suited SMEs and voluntary, community or social enterprises able to supply and support configurable EPOS technology across multiple leisure, hospitality, cultural and outdoor venues. Strong candidates would combine experience in point-of-sale systems with catering, retail, ticketing, admissions, memberships and event sales. The requirement called for cloud delivery, real-time multi-site administration, mobile tablet selling, stock allocation between central and satellite locations, supplier-ordering integration and detailed financial and stock reporting. Useful capability included online retail, app or browser-based ordering and payment, flexible pricing, bundled offers, promotions, loyalty programmes and workshop management. Suppliers needed the capacity to tailor installations to different venue requirements and provide a complete electronic tender response, including required information and attachments, through the specified e-tendering system.

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Notice Information

Notice Title

EPOS system for Carmarthenshire County Council's leisure service

Notice Description

Carmarthenshire County Council Healthy Communities & Public Protection Service are looking to procure an EPOS system that is multifunctional and can operate across several facilities. The system should be able to manage both catering and retail operations as well as having the capability to offer additional functionality detailed in the specification below, to help facilities manage their daily financial transactions with a key driver being to reduce costs, drive sales and deliver better customer service. The EPOS system will be installed in cafes and restaurants within leisure-based facilities such as leisure centres, country parks, small hotel, museums, art venues and theatres. The system will be expected to help facilitate the daily operation of such venues to varying degrees, the capability to tailor the system set up based on a venues requirement will be an important factor (i.e. some facilities will only require an EPOS to run F&B and retail sales, where another may need to be able to facilitate F&B, Retail, Ticketing and Membership capability etc.). The ability to manage facility admissions, retail sales, daily stock management and provide comprehensive real time back-office management data are just some of the key functionalities expected of the system.

Lot Information

Lot 1

Renewal: Possible extension terms of 12 months followed by another period of 12 months

Planning Information

The purpose of this early market engagement exercise is to invite potential suppliers to demonstrate their existing EPOS systems that are currently available on the market which would enable us to gain information which we could incorporate and finalise our specification of requirements to inform the procurement route. The system must be able to meet the following requirements: Our needs range from small café areas with limited F&B provision to restaurants with extensive offerings, including self-service and order/pay from table via an app or web browser. Additionally, the system must support stock allocation from a central delivery location to satellite sites and integrate with our existing F&B suppliers for the purposes of ordering. Our cultural and outdoor recreation facilities also sell retail items such as books, jewellery, pottery, paintings, and gifts in retail shops / online retail, the EPOS system must accommodate these transactions. The system should handle (but not limited to) flexible venue ticketing and pricing, bundled pricing (e.g., tickets with F&B), e-ticketing, promotions, event and workshop management, facility memberships, loyalty programmes, and promotions with coupons, discounts, and offers. Mobile selling capabilities via handheld tablet devices are essential for flexibility across our facilities. The system must be cloud-based with a multi-site, real-time back-office system for monitoring and analysis at both site-specific and collective levels, offering comprehensive financial and stock data reports. We would like to invite interested parties to email Richard Stradling at rstradling@carmarthenshire.gov.uk to arrange an online engagement meeting via Teams. Early market engagement process will take place week commencing 8th September 2025. The information you provide will be used and retained by the Council and will assist the Council in shaping the project and the related procurement.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-058a17
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/085508-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK12 - Procurement Termination Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

55 - Hotel, restaurant and retail trade services

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

48110000 - Point of sale (POS) software package

48480000 - Sales, marketing and business intelligence software package

55300000 - Restaurant and food-serving services

55400000 - Beverage-serving services

55500000 - Canteen and catering services

55900000 - Retail trade services

79211120 - Sales and purchases recording services

Notice Value(s)

Tender Value
£75,000 Under £100K
Lots Value
£75,000 Under £100K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
9 Sep 20261 months ago
Submission Deadline
18 May 2026Expired
Future Notice Date
1 Oct 2025Expired
Award Date
Not specified
Contract Period
1 Jun 2026 - 31 May 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Cancelled
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Carmarthenshire County Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CARMARTHEN
Postcode
SA31 1JP
Postcode Area
Swansea
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL4 Mid and South West Wales
Small Region (ITL 3)
TLL42 South West Wales
Delivery Location
TLL14 South West Wales
Local Authority
Carmarthenshire
Electoral Ward
Carmarthen Town North and South
Westminster Constituency
Caerfyrddin

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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