---
title: "EPOS system for Carmarthenshire County Council's leisure service"
ocid: "ocds-h6vhtk-058a17"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-058a17"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-058a17.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-058a17.json"
source: "Find A Tender Service"
current_stage: "Tender"
buyer: "CARMARTHENSHIRE COUNTY COUNCIL"
published: "2026-05-06"
---

# EPOS system for Carmarthenshire County Council's leisure service

Buyer: CARMARTHENSHIRE COUNTY COUNCIL  
Current stage: Tender  
OCID: ocds-h6vhtk-058a17

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## Summary

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.

## Notice

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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/041525-2026 |
| 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 |
| All stages | Planning, Tender |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 6 May 2026 |
| Submission deadline | 18 May 2026 |
| Future notice date | 1 Oct 2025 |
| Award date | Not specified |
| Contract period | 31 May 2026 - 31 May 2029 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £75,000 |
| Lots value | £75,000 |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Active |
| Lots status | Active |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | CARMARTHENSHIRE COUNTY COUNCIL |
| Locality | CARMARTHEN |
| Post town | Swansea |
| Postcode | SA31 1JP |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL4 Mid and South West Wales |
| ITL 3 | TLL42 South West Wales |
| Local authority | Carmarthenshire |
| Electoral ward | Carmarthen Town North and South |
| Westminster constituency | Caerfyrddin |
| Delivery location | TLL14 South West Wales |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 55 - Hotel, restaurant and retail trade services
- 79 - Business services: law, marketing, consulting, recruitment, printing and security

### 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

## Release History

- 6 May 2026 at 13:09 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/041525-2026
- 18 Aug 2025 at 15:56 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/049637-2025

## Documents

- https://www.find-tender.service.gov.uk/Notice/041525-2026
  6th May 2026 - Tender notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/049637-2025
  18th August 2025 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- https://app.screencast.com/2srN0n260W9nX
- https://etenderwales.ukp.app.jaggaer.com
- https://jaggaer.my.site.com/suppliersupportrequestaf/s/
- https://www.carmarthenshire.gov.wales
- https://www.legislation.gov.uk/ukpga/2023/54/contents

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-058a17. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-058a17.json.