CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Wales Millennium Centre - Cashless Hospitality EPOS System

2.2

Description of the goods or services required

Wales Millennium Centre is going through an exciting digital transformation with changes planned that will improve the way the Centre operates and the service it provides. The opportunity to purchase Snacks and Beverage and a variety of Merchandise will be a key factor in the customer experience during their visit. An EPOS system will therefore play a core role in servicing the multiple theatre bars and cabaret style spaces within the building. It has been decided that WMC catering facilities will go completely cashless with payments only being accepted by Credit and Debit cards or Mobile Phone payments such as Apple and Google Pay. It is also envisaged that WMC will have its own closed loop Pre-payment card as a one-off purchase and would look at ways to integrate the current Members card so it can be used as a “purse” to load and decrement via a cloud account.

PLEASE READ THE ATTACHED 'INVITATION TO TENDER & REQUEST FOR INFORMATION' DOCUMENT ALSO.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=109513.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The EPOS system should deliver a robust but user friendly and efficient experience for front facing teams and be able to integrate with Tessitura Ticketing and CRM Solution. The solution should be able to efficiently manage stock levels across all selling platforms and allow for easy upload of new inventory, as well as discounts and promotions. There should be the option for multiple user types with various levels of access and authority. Refunds and amendments of stock/payment methods should be easily accessible to the relevant users. A stock-inventory system will be required in the tender. The catering outlets will mostly be wet stock as the eating and dining facilities will be outsourced and will not come within the scope of this project. However; snacks, ice-cream and confectionary will be sold by WMC at various points

Wales Millennium Centre will be reopening with a Covid safe awareness and capacity; consequently, the EPOS solution should accommodate the ability to roam via a hand-held mobile device, as well as provide stand-alone till points. The ability to operate in a contactless and socially distanced way is essential. The EPOS solution should be run on standard non-proprietary hardware to allow for a flexible approach in order to scale up and down as required.

The EPOS solution should also include the opportunity for pop-up bars, ‘click and collect’ style, via mobile phone App or pre-ordering from a till point. The vendor should include in their proposal a summary of their ability to provide an integrated Mobile Phone App within their suite of services. Please include information whether this App is white labelled to allow for our branding and configurable in any way to suit our requirement. Alternatively, if the vendor does not have their own app, then the vendor should indicate their ability and willingness to provide an integration with a third party App provider. Please indicate whether it is a cost or whether without charge.

Our CRM system (Tessitura) currently produces QR codes for customers via e-vouchers when booking tickets and auxiliary items such as Interval Drinks, and the EPOS solution should allow for scanning and/or reconciliation of these. The solution should allow a two way integration in real-time to allow for accurate inventory management as well as customer usage reporting. The solution should offer pick up points for customers who have pre-booked at the nearest bar to their seats for ease, as well as throughout the front of house areas. All seating plans can be provided during implementation.

Through the Tessitura CRM integration, there should be the possibility for Customer Recognition at the EPOS Sales Point, specifically for members who are entitled to a discount or VIPs/staff members. The identification of members should be potentially via QR codes and/or membership cards, and payment options such as gift vouchers and Internal Accounts should be reported back directly to customer records within the database. WMC welcomes any suggestions from vendors on further options for recognition and integration in this area.

The solution should be able to offer a Reports Generator for analysis of sales which can be easily manipulated and used for internal and external recipients. This data should also be able to be exported and fed into a 3rd party Business Intelligence System in the future for analysis.

Any system selected by WMC must be an integrated solution and “future proofed” able to integrate with emerging technologies including future mobile payment solutions. A 3rd party module phone ordering App would be considered provided it has already been integrated into the vendor’s core offering. WMC preference would be for a “turnkey” solution from one provider with single source database. Existing Tessitura CRM/Ticketing and Sage Accounts “must be” integrated into the overall solution as well as a Stock Control package, Chip & Pin payment and Pre-paid cashless solution.

WMC would also like to be able to offer “contactless giving” and also a round-up on purchases with donations.

PLEASE READ THE ATTACHED 'INVITATION TO TENDER & REQUEST FOR INFORMATION' DOCUMENT ALSO.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Selection criteria will be a combination of both financial and non-financial factors and will consider areas, in addition to suitability for purpose, such as:

a. Vendor Acceptability – status of Vendor in relation to background, principal activities (past and present), Parent Group details and professional/commercial accreditations

b. Economic and financial standing – The Vendor must be in a sound financial position and independent financial checks may be carried out.

c. Vendor track record – The Vendor must be able to demonstrate a successful track record of providing similar services to those specified in this document. Three references are requested in Section 13 of this Tender.

d. Vendor capacity and capability – The Vendor must be capable of sustaining resources and core competences for the term of the contract which is envisaged as 5 years.

e. Vendor proposed solution, including the ability to deliver, install and support. The Vendor should have the ability to develop the proposed solution for future change or to fit the specification required by WMC.

f. UK based support staff and support structures in place.

g. Value for money – The Vendor must provide an economically sound, innovative and commercially attractive proposal, offering outstanding customer service and satisfaction.

The information supplied will be checked for completeness and compliance before responses are evaluated.

Where, in the opinion of WMC, the response is considered inadequate or questions have not been answered without good reason, WMC may decide not to proceed further with the Vendor.

WMC have no liability or responsibility in the costs accrued by the Vendor in creating their response to tender.

In the event that none of the offers are deemed satisfactory, WMC reserves the right to consider alternative procurement options.

PLEASE READ THE ATTACHED 'INVITATION TO TENDER & REQUEST FOR INFORMATION' DOCUMENT ALSO.

4 Administrative Information

4.1

Type of Procedure

Dual stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Please confirm if it is your intention to tender directly to phillip@eposconsultant.com at your earliest convenience.

The submission of tender should be one Electronic copy in pdf format submitted via Sell2Wales. Any ancillary documentation or appendices should be included with the submission and clearly referenced in the body of the main document. However, please do not include marketing material instead of answering in full the question in the body of this document.

Any clarification needed should be addressed by email only to phillip@eposconsultant.com. Details must clearly show who the contact person is for replies and answers with both email address and telephone number of contact. All clarifications will be shared between all prospective Vendors anonymously.

The closing date for tender will be 5pm on April 18th 2021. WMC is looking to go to pilot, Covid Regulations permitting, by end of May 2021 and full installation complete and live by the beginning of October 2021

A decision on the Shortlist will be made April 21st 2021. Should you be successful you will be notified by a phone call and a date made for presentation arranged. Terms and Conditions of contract will be discussed with Vendors on the shortlist at this time.

PLEASE READ THE ATTACHED 'INVITATION TO TENDER & REQUEST FOR INFORMATION' DOCUMENT ALSO.

(WA Ref:109513)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice