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EPOS system for Carmarthenshire County Council's leisure service

Carmarthenshire County Council

This public procurement record has 1 release in its history.

Tender

09 Sep 2026 at 16:00

UK4 - Tender Notice
Summary of the contracting process

Carmarthenshire County Council is buying a multifunctional electronic point-of-sale system for its leisure service. The system will support catering and retail operations across leisure-based facilities including leisure centres, country parks, a small hotel, museums, art venues and theatres in Carmarthenshire. Requirements vary by venue: some will need food, beverage and retail sales, while others may also need ticketing, membership and facility-admission functions. The service should support daily stock management, financial transactions and comprehensive real-time back-office reporting. The requirement also covers sales recording, business intelligence and related point-of-sale software capabilities. The council wants a system that can be tailored to each facility, reduce operating costs, increase sales and improve customer service. This is a services procurement suited to suppliers delivering EPOS technology and implementation for mixed leisure, hospitality and visitor-attraction environments.

The procurement has reached tender: the council invited offers through a below-threshold open competition, and the requirement is a retender. The contract is for 14 October 2026 to 13 October 2029, with possible extensions of 12 months followed by a further 12 months, giving a maximum end date of 13 October 2031. The estimated value is £75,000 excluding VAT and £90,000 including VAT. Questions or clarification requests had to be submitted by 23 September 2026 at 14:00, and tenders had to be submitted by 30 September 2026 at 14:00. Electronic submission is allowed through the council’s e-tendering portal. There is one lot. Evaluation is weighted 60% cost and 40% quality. The opportunity is identified as suitable for SMEs and VCSEs.

This opportunity suits an EPOS supplier able to provide, configure and support a flexible system across venues with different operating models. Strong candidates will understand hospitality, catering, retail and visitor-attraction environments, including food and beverage sales, merchandise, admissions, ticketing, memberships and stock control. The system needs to handle routine transactions reliably while giving managers real-time operational and financial information through back-office reporting and business intelligence. Suppliers should be able to tailor configurations for individual facilities rather than offer a single fixed setup, and demonstrate how the solution can support better customer service and increased sales. Capability to implement across varied leisure sites, integrate the required functions and provide ongoing service support will be commercially relevant. The requirement is explicitly suitable for small and medium-sized enterprises and voluntary, community or social enterprises, making it accessible to established specialists as well as larger technology providers.

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Notice Information

Notice Title

EPOS system for Carmarthenshire County Council's leisure service

Notice Description

THIS IS A RETENDER TO OCID ocds-h6vhtk-058a17 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

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06f5f1
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/085515-2026
Current Stage
Tender
All Stages
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
9 Sep 20266 days ago
Submission Deadline
30 Sep 20262 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
14 Oct 2026 - 13 Oct 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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