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Published 9 Sept 2026, 16:00 BST

Official UK procurement notice

EPOS system for Carmarthenshire County Council's leisure service

Official notice

Authority: Carmarthenshire County Council (Local council)

ServicesBelow threshold - open competitionBelow thresholdSME suitableVCSE suitable
Sectors: Software Packages & ERP (48)Hotel, restaurant and retail trade services (55)Business Services & Consultancy (79) Delivery: Wales (UKL14)
Published estimate£75,000≈ £25k / year · £90,000 inc. VAT
Submissions closed 30 Sept 2026
Contract term 3 yrsends 13 Oct 2029 · up to 13 Oct 2031 with extensions · starts 14 Oct 2026

What is being bought

Published requirement description

THIS IS A RETENDER TO OCID ocds-h6vhtk-058a17

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.

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 published
Lot #1Renewal 3 yrsSMEVCSEPublished value£75,000
Contract period: 14 Oct 2026 – 13 Oct 2029 (3 yrs) · up to 13 Oct 2031 with extensionsValue: £75,000 exc. VAT · £90,000 inc. VAT
Delivery: WalesEligibility: SME eligibleVCSE eligible
Extensions: Possible extension terms of 12 months followed by another period of 12 months
48110000 Point of sale (POS) software package48480000 Sales, marketing and business intelligence software package55300000 Restaurant and food-serving services55400000 Beverage-serving services55500000 Canteen and catering services55900000 Retail trade services
Pre-qualification & selection criteria (PQQ)1
  • 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_126327

    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"
    1. 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
    1. 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:

    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 win
i

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 more
How bids were scored
Quality: 40%Price: 60%
Published sub-criteria (2)
  • Quality criteria: 40%
  • Cost criteria: 60%
Published award criteria (2)
  • Quality criteria
  • Cost criteria
Conditions of participation1
  • 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_126327

    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"
    1. 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…
What this means for your bid
  • 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
Closed
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
9 Sept 2026, 16:00 BST
Last source update
9 Sept 2026, 16:00 BST
FTS notice number
2026/S 000-085515
Latest notice
Tender notice (UK4)
Classification (CPV)
Beverage-serving servicesCanteen and catering servicesPoint of sale (POS) software packageRestaurant and food-serving servicesRetail trade servicesSales and purchases recording servicesSales, marketing and business intelligence software package
Delivery area
Wales (UKL14)
Official registry OCID
ocds-h6vhtk-06f5f1 Find a Tender

How it was run

Official notice
Run through: Sell2Wales · Who buys & how to bid on Sell2Wales
Supplier login requiredElectronic submission allowed
Access & registration note: Free Wales registration; eTenderWales runs on Jaggaer
Submission deadline
30 Sept 2026, 14:00 BST
Clarification deadline
23 Sept 2026, 14:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Detailed submission instructions & authority contactsFrom official release

etenderwales.ukp.app.jaggaer.com ↗

Timeline

9 Sept 2026 → 14 Oct 2026 · 4 dates
  1. Tender notice published46 days ago
    9 Sept 2026, 16:00 BST
  2. Clarification questions by32 days ago
    23 Sept 2026, 14:00 BST
  3. Submission deadline25 days ago
    30 Sept 2026, 14:00 BST
  4. Contract starts12 days ago
    14 Oct 2026, 00:00 BST

Notice history

1 event · 1 release on Find a Tender
  1. Tender notice published
    9 Sept 2026, 16:00 BST
    UK4

Contracting authority & participating public bodies

Carmarthenshire County Council

Contracting authorityPublic authority - sub-central governmentWelsh devolved regulations apply GB-PPON: PTVL-7854-TMRZ County Hall, Carmarthen, Wales, SA31 1JPContact name, email, phone

Official documents & specifications (1)

Official links; attachments are not copied

Notices published for this procedure

  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender