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EPOS system for Carmarthenshire County Council's leisure service

Carmarthenshire County Council

This public procurement record has 2 releases in its history.

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 is actively seeking to procure a multifunctional EPOS system for its Healthy Communities & Public Protection Service, aiming to enhance customer service and drive sales while reducing costs. This procurement, categorised under services, is currently at the tender stage, with a final submission deadline on 18th May 2026. The estimated contract value stands at £90,000 gross, and the EPOS system is intended for use in various leisure-based facilities including cafes, restaurants, and retail outlets across Carmarthenshire. The procurement method is an open competition, below the threshold, and the project is expected to commence on 1st June 2026, and run through to 31st May 2029, with potential for renewal based on 12-month extensions.

This EPOS system tender provides significant opportunities for businesses specialising in point-of-sale software packages, sales and marketing software, and businesses that offer retail trade services, restaurant, and catering solutions. With a strong emphasis on real-time data management, mobile selling capabilities, and integration with existing systems, suppliers that can deliver comprehensive and flexible digital solutions are well-suited to compete. The tender also encourages participation from SMEs and VCSEs, presenting a valuable growth opportunity for smaller organisations to secure a government contract and expand their business presence in the public sector.

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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/041525-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender 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
6 May 20263 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
Active
Lots Status
Active
Awards Status
Not Specified
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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