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UK4

EPOS system for Carmarthenshire County Council's leisure service

  • First published: 06 May 2026
  • Last modified: 06 May 2026
  • Version: 1
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Information icon

The buyer is not using this website to administer the notice.

To record your interest or obtain additional information or documents please find instructions within the Full Notice Text. (NOTE: Contract Award Notices and Prior Information Notices do not normally require a response)

Contents

Summary

OCID:
ocds-h6vhtk-058a17
Published by:
Carmarthenshire County Council
Authority ID:
AA0281
Publication date:
06 May 2026
Deadline date:
18 May 2026
Notice type:
UK4
Has documents:
No
Has SPD:
No
Has Carbon Reduction Plan:
N/A

Abstract

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 cafés 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.

Full notice text

Scope

Procurement description

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 cafés 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.

Main category

Services

Delivery regions

  • UKL14 - South West Wales

Total value (estimated, excluding VAT)

75000.00 GBP to 75000.00GBP

Contract dates (estimated)

01 June 2026, 00:00AM to 31 May 2029, 23:59PM

Extension end date (if all the extensions are used): 31 May 2031

Contracting authority

Carmarthenshire County Council

Identification register:

  • GB-PPON

Address 1: County Hall

Town/City: Carmarthen

Postcode: SA31 1JP

Country: United Kingdom

Website: https://www.carmarthenshire.gov.wales

Public Procurement Organisation Number: PTVL-7854-TMRZ

Contact name: Chris Davies

Email: chddavies@carmarthenshire.gov.uk

Telephone: +441267246239

Organisation type: Public authority - sub-central government

Devolved regulations that apply: Wales

Procedure

Procedure type

Below threshold - open competition

Is the total value above threshold?

Below threshold

Lots

Divided into 1 lots

Lot number: 1

CPV classifications

  • 55300000 - Restaurant and food-serving services
  • 55900000 - Retail trade services
  • 55500000 - Canteen and catering services
  • 55400000 - Beverage-serving services
  • 48110000 - Point of sale (POS) software package
  • 48480000 - Sales, marketing and business intelligence software package
  • 79211120 - Sales and purchases recording services

Delivery regions

  • UKL14 - South West Wales

Lot value (estimated)

75000.00 GBP Excluding VAT

90000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 June 2026, 00:00AM

Contract end date (estimated)

31 May 2029, 23:59PM

Extension end date (estimated)

31 May 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Possible extension terms of 12 months followed by another period of 12 months

Participation

Conditions of participation

To assist you in locating these opportunities on the BRAVO E Procurement System the project code is: project_62676

As this is an Open procedure , Tenderers must ensure that all ITT questions are fully responded to. The following ITT Project codes may further assist you in locating the opportunities:

ITT Code: itt_124066

Please also ensure you check the Attachments area for any documents/ information which may assist you with your submission or you are required to upload as part of your submission as per information contained within the tender pack.

Suppliers Instructions How to express interest in this Tender:

1. Register your company on the etenderwales portal (this is only required once)

- Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk

- Click the "Suppliers register here" link

- Enter your correct business and user details

- Note the username you chose and click "Save" when complete

- You will shortly receive an email with your unique password (please keep this secure)

- Agree to the terms and conditions and click "continue"

2. Express an Interest in the Project

- Login to the portal with the username/password

- Click the "ITTs Open to All Suppliers" link. (These are Invitation to Tender Documents open to any registered supplier)

- Click on the relevant ITT to access the content.

- Click the "Express Interest" button at the top of the screen

- This will move the ITT into your "My ITTs" page. (This is a secure area reserved for your projects only)

- Click on the ITT code, you can now access any attachments by clicking the ''Buyer Attachments" on the left hand side of the screen

3. Responding to the tender

- At the top of the screen you can choose to Create Response or Decline to Respond (please give a reason if declining)

- You can now use the Messages function on to communicate with the buyer and seek any clarification

- Note the deadline for completion, then follow the onscreen instructions to complete the ITT

- There may be a mixture of online & offline actions for you to perform (there is detailed online help available)

If you require any further assistance use the online help, or the BravoSolution help desk is available Mon - Fri (8am - 6pm) on:

- Supplier Support Request: https://jaggaer.my.site.com/suppliersupportrequestaf/s/

- Supplier Registration Video: https://app.screencast.com/2srN0n260W9nX

- Phone: 0800 069 8634

Carmarthenshire County Council will be conducting this procurement exercise through the Value Wales e-Tendering portal. This can be found at www.etenderwales.bravosolution.co.uk, all information may be downloaded and returned through this channel.

Award criteria

Type: quality

Name

Quality criteria

Description

Quality criteria

Weighting: 40.00

Weighting type: percentageExact

Type: cost

Name

Cost criteria

Description

Cost criteria

Weighting: 60.00

Weighting type: percentageExact

Submission

Tender submission deadline

18 May 2026, 14:00PM

Enquiry deadline

11 May 2026, 14:00PM

Submission address and any special instructions

https://etenderwales.ukp.app.jaggaer.com

May tenders be submitted electronically?

Yes

Coding

Commodity categories

ID Title Parent category
There are no commodity categories for this notice.

Delivery locations

ID Description
1014 South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)

Document family

Notice details
Publication date:
18 August 2025
Deadline date:
01 September 2025 23:59
Notice type:
UK2
Version:
1
Authority name:
Carmarthenshire County Council
Publication date:
06 May 2026
Deadline date:
18 May 2026 14:00
Notice type:
UK4
Version:
1
Authority name:
Carmarthenshire County Council

About the buyer

Main contact:
n/a
Admin contact:
n/a
Technical contact:
n/a
Other contact:
n/a

Further information

Date Details

0800 222 9004

Lines are open 8:30am to 5pm Monday to Friday.

Rydym yn croesawu galwadau'n Gymraeg.

We welcome calls in Welsh.