Official UK procurement notice
EPOS system for Carmarthenshire County Council's leisure service
Authority: Carmarthenshire County Council (Local council)
What is being bought
Published requirement descriptionCarmarthenshire 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.
CPV: Beverage-serving services · Canteen and catering services · Point of sale (POS) software package · Restaurant and food-serving services · Retail trade services · Sales and purchases recording services · Sales, marketing and business intelligence software package
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£75,000
- Condition 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:
- 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"
- 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
- 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: jaggaer.my.site.com/suppliersupportreque… ↗
- Supplier Registration Video: 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.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (2)
- Quality criteria: 40%
- Cost criteria: 60%
Published award criteria (2)
- Quality criteria
- Cost criteria
- Condition 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:
- 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"
- 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)
- Cl…
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Below threshold - open competition
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Cancelled
- Procurement threshold
- Below threshold
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 18 Aug 2025, 16:56 BST
- Last source update
- 9 Sept 2026, 15:56 BST
- FTS notice number
2026/S 000-041525- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-058a17Find a Tender
How it was run
Official notice- Submission deadline
- 18 May 2026, 14:00 BST
- Clarification deadline
- 11 May 2026, 14:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
Timeline
18 Aug 2025 → 9 Sept 2026 · 8 dates- Planning notice published18 Aug 2025, 16:56 BST
- Market engagement1 Sept 2025, 23:59 BST
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 [email protected] 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.
- Next notice expected384 days ago1 Oct 2025, 23:59 BST
- Tender notice published168 days ago6 May 2026, 14:09 BST
- Clarification questions by163 days ago11 May 2026, 14:00 BST
- Submission deadline156 days ago18 May 2026, 14:00 BST
- Contract starts142 days ago1 Jun 2026, 00:00 BST
- Latest notice published42 days ago9 Sept 2026, 15:56 BST
Notice history
8 events · 3 releases on Find a Tender · since 18 Aug 2025- Preliminary market engagement notice published18 Aug 2025, 16:56 BSTUK2
- Tender notice published6 May 2026, 14:09 BSTUK4
- Published value updated to £75,0006 May 2026, 14:09 BSTwas £80,000
- Status changed to active6 May 2026, 14:09 BST
- Procurement method changed6 May 2026, 14:09 BST
- Deadline published: 18 May 2026, 14:00 BST6 May 2026, 14:09 BST
- Procurement termination notice published9 Sept 2026, 15:56 BSTUK12
- Status changed to complete9 Sept 2026, 15:56 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 9 Jul 2026 | CancelledFollowing the tender process, the council received no compliant responses. As a result, the council has determined that it will not proceed to award the contract and has decided to discontinue the procurement and retender. |
Contracting authority & participating public bodies
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender