Scope
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 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 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.
Total value (estimated)
- £80,000 excluding VAT
- £99,998 including VAT
Below the relevant threshold
Contract dates (estimated)
- 27 January 2026 to 26 January 2029
- Possible extension to 26 January 2031
- 5 years
Main procurement category
Goods
CPV classifications
- 48110000 - Point of sale (POS) software package
- 48480000 - Sales, marketing and business intelligence software package
- 79211120 - Sales and purchases recording services
Contract locations
- UK - United Kingdom
Engagement
Engagement deadline
1 September 2025
Engagement process description
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.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
1 October 2025
Contracting authority
Carmarthenshire County Council
- Public Procurement Organisation Number: PTVL-7854-TMRZ
County Hall
Carmarthen
SA31 1AD
United Kingdom
Contact name: Chris Davies
Telephone: +441267246239
Email: chddavies@carmarthenshire.gov.uk
Website: http://www.carmarthenshire.gov.uk
Region: UKL14 - South West Wales
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales