Tender

Kilmartin Museum EPOS system tender

KILMARTIN MUSEUM COMPANY LTD

This public procurement record has 1 release in its history.

Tender

06 Feb 2020 at 00:00

PCS Notice - Website Contract Notice
Summary of the contracting process

The Kilmartin Museum Company Ltd in Argyll, UK, is currently conducting a procurement process for an EPOS system as part of its £7 million Redevelopment Project. The tender, valued at £10,000, requires submissions for a flexible and efficient till system to enhance transaction and stock management, with a deadline for submissions by 20 February 2020. The procurement is at the Tender stage, requiring businesses to submit their proposals electronically or in writing, with the implementation scheduled for completion by 23 March 2020 in preparation for the upcoming tourist season.

This tender presents an excellent opportunity for technology firms specialising in retail and hospitality solutions, particularly those with experience in developing EPOS systems tailored for museums and cafés. Companies that can offer innovative, wireless-capable designs that integrate with existing accounting software will be well-suited to compete for this contract. Additionally, businesses that can provide solutions to cater for the museum's unique operational needs and the flexibility required during the redevelopment phase will find significant potential for collaboration and business growth in this procurement process.

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Notice Information

Notice Title

Kilmartin Museum EPOS system tender

Notice Description

Kilmartin Museum requires a flexible, fit for purpose EPOS and till system to manage transactions and stock information more efficiently as part of its 7 million GBP Redevelopment Project. This till system will replace the current systems in the cafe and shop, and will be implemented by 23rd March 2020 for the 2020 tourist season.

Lot Information

Lot 1

We require an EPOS system that will replace our current admin-heavy workflows for cafe sales, shop sales, museum ticket sales, processing of electronic payments, and to enable stock management in the shop and cafe. Preferably, the system would allow us to collect details (donor name, address and ticket to declare payment is Gift Aided) for Gift Aid purposes on donations. As part of the Redevelopment Project our operations will be re-located during the capital work build period, starting in late 2020, for 18 months. This will necessitate a flexible system that can be easily moved around the site for the duration of the Redevelopment Project and in future for events. The remote, rural location of Kilmartin Museum necessitates a system that can connect via wireless technology, the system would ideally also be able to function offline for a period until the connection can be re-established. The software solution must be able to integrate with our Sage 50 accounting system, providing real-time information on sales and cost of goods sold / stock usage, card and cash sales. This information must include the output VAT on the sale. Initially we require 3 terminals: - Retail - Cafe - Flexible for events, stock management or to supplement during busy periods (handheld). We currently use two Sharp tills (one is a XE-A303), that were purchased in the late 1990s and 2000s, with World Pay card readers. Kilmartin Museum uses a Microsoft based system running Windows Server, further information can be supplied to shortlisted candidates if required. The 2019 gross income for the Trading Company was approximately 347,000 GBP. As we are a small team, staff operating the new terminals should be able to easily switch profiles from cafe to retail and vice versa so that they can process payments from each side of the operation at peak times. Two different types of users will interact with the system; managers and team members. Managers should be able to access all information, whilst team members will have restricted access. As a small, independent charity, gift aid is an important income stream for us. We collect gift aid on museum ticket sales and donations, and the EPOS system must allow for immediate capture of Gift Aid claims to be saved in an exportable format for in-house submission to HMRC. The system should provide management reporting including daily, weekly and monthly sales by product line and by team member; daily, weekly and monthly cash and card sales; stock usage and levels to help increase profits as well as have the ability to provide an e-commerce platform in the future.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000613773
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB379816
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
PCS Notice - Website Contract Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

55 - Hotel, restaurant and retail trade services

CPV Codes

48110000 - Point of sale (POS) software package

55000000 - Hotel, restaurant and retail trade services

Notice Value(s)

Tender Value
£10,000 Under £100K
Lots Value
£10,000 Under £100K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
6 Feb 20206 years ago
Submission Deadline
20 Feb 2020Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
25 Feb 2020 - 22 Mar 2020 30 days
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
KILMARTIN MUSEUM COMPANY LTD
Contact Name
Not specified
Contact Email
eilidh@kilmartin.org
Contact Phone
+44 1546510278

Buyer Location

Locality
ARGYLL
Postcode
PA31 8RQ
Post Town
Paisley
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM2 Highlands and Islands
Small Region (ITL 3)
TLM20 Highlands and Islands
Delivery Location
TLM63 Lochaber, Skye and Lochalsh, Arran and Cumbrae, and Argyll and Bute
Local Authority
Argyll and Bute
Electoral Ward
Mid Argyll
Westminster Constituency
Argyll, Bute and South Lochaber

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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