Notice Information
Notice Title
EPOS system for Carmarthenshire County Council's leisure service
Notice Description
Carmarthenshire County Council Leisure Services Division is preparing to undertake a procurement exercise for a comprehensive EPOS system across the service to be in place by January 2026. Our needs range from small cafe 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 expect to utilise existing hardware where possible, provided it meets the necessary specifications. Therefore, we anticipate we will be seeking cost proposals for both software only and software with hardware. Participation in this engagement is for information and planning purposes only and does not commit the Council to any procurement or award. All interested parties are encouraged to register their interest, attend the engagement session where we would like to see a demonstration of your system. Details of the procurement route, specification including contract structure will be confirmed following this engagement process.
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/049637-2025
- Current Stage
- Planning
- All Stages
- Planning
Procurement Classification
- Notice Type
- UK2 - Preliminary Market Engagement Notice
- Procurement Type
- Standard
- Procurement Category
- Goods
- Procurement Method
- Not Specified
- Procurement Method Details
- Not specified
- Tender Suitability
- SME
- Awardee Scale
- Not specified
Common Procurement Vocabulary (CPV)
- CPV Divisions
48 - Software package and information systems
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
79211120 - Sales and purchases recording services
Notice Value(s)
- Tender Value
- £80,000 Under £100K
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 18 Aug 20256 months ago
- Submission Deadline
- Not specified
- Future Notice Date
- 1 Oct 2025Expired
- Award Date
- Not specified
- Contract Period
- 27 Jan 2026 - 26 Jan 2029 3-4 years
- Recurrence
- Not specified
Notice Status
- Tender Status
- Planning
- Lots Status
- Planning
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- CARMARTHENSHIRE COUNTY COUNCIL
- Contact Name
- Chris Davies
- Contact Email
- chddavies@carmarthenshire.gov.uk
- Contact Phone
- +441267246239
Buyer Location
- Locality
- CARMARTHEN
- Postcode
- SA31 1AD
- Post Town
- 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
- Not specified
-
- Local Authority
- Carmarthenshire
- Electoral Ward
- Carmarthen Town North and South
- Westminster Constituency
- Caerfyrddin
Further Information
Notice Documents
-
https://www.find-tender.service.gov.uk/Notice/049637-2025
18th August 2025 - Preliminary market engagement notice on Find a Tender
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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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