EPOS system for Carmarthenshire County Council's leisure service

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.