Supply New EPOS System

Supply New EPOS System

New EPOS system for Pembroke Castle Shop and Cafe.


1 Authority Details


Authority Name and Address


Pembroke Castle Trust

Manager, Pembroke Castle, Castle Terrace ,


SA70 8JD


Jon Williams

+44 1646681510


Address from which documentation may be obtained

As in 1.1


Completed documents must be returned to:

As in 1.1

2 Contract Details



New EPOS system for Pembroke Castle Shop and Cafe


Description of the goods or services required

Pembroke Castle is a medieval heritage site and visitor centre that also has a gift shop and café within its grounds. It attracts approx 90,000 visitors per year, mostly during the school holidays and summer tourist season. It also hosts a number of events for which it sells tickets online through the website and through the Castle Gift Shop. The Castle is managed by Pembroke Castle Trust which is a private charitable trust.

The Gift Shop sells high quality gifts, books, toys and jewellery items to the castle visitors. It is also the main entrance point for all visitors and handles the admission of visitors. As visitors enter the castle they are encouraged to Gift Aid their entries which is a financial boost to the castle.

The Castle Café is within the castle grounds and offers a range of food and drink options to the castle visitors.

We are looking to install an EPOS (electronic point of sale) system that will be used across the venue. At present we operate on a stand-alone touch screen system which is not linked to any stock control software and is not connected to the internet.

In particular we will need the system to perform the following functions.

1. Ability to take Gift Aid Admission transactions and capture the visitor information that the inland revenue require for us to claim the gift aid donation. Potentially linked to a postcode search database to make transactions swift and accurate.

2. Prompt the cashier to offer Gift Aid entry while conducting each transaction.

3. The ability to export the gift aid admission details and data into a spreadsheet that can be sent on to the Inland Revenue each month.

4. Internet based tills that can connect to a back of office software stock control system

5. Bar-code scanning

6. Ability for ticket sales and shop item sales to be taken on the same till.

7. Ability for staff to log in individually.

8. We would like to issue branded tickets for admissions.

9. Ability to adapt the system to serve the Café offering members discounts on food and drink items etc.

10. A printer for creating our own bar code labels for shop items that do not have bar codes.

11. The ability to log Annual Members details, name, address, email, photograph etc.

12. The ability to create a plastic Annual Membership Card which will be given to each member, this card should be capable of initiating discount in shop and café.

13. The ability to scan a bar code or strip on the Annual Membership Card so that the Members can be logged on the system when admitted.

14. The till needs to display the photograph of each Annual Member as the card is scanned

15. The system will need to prompt us as and when Memberships are due to expire.

16. Full stock-taking and stock control ability through the back of office software.

17. ability to link our online website ticket sales to the system.

We are looking at the following timescale:

• Tenders received by 15th September

• Shortlist of tenders invited for interview 22nd September.

• Interviews / presentations of three shortlisted tenders to take place by 6th October.

• Successful company selected by 1st November.

• Install and training to take place from 1st December

To submit a tender we will need the following information

1. Confirm that you can deliver all elements 1-12 as listed above.

2. Confirm whether or not you will be able to deliver within the timescale outlined above.

3. Offer a breakdown of approximate costs of equipment, training, travel, software and any licences required.

4. Offer four relevant references with contact details that we can contact. Ideally they would have similar requirements to ours.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at


Notice Coding and Classification

  30000000   Office and computing machinery, equipment and supplies except furniture and software packages
  31000000   Electrical machinery, apparatus, equipment and consumables; lighting
  48000000   Software package and information systems
  51000000   Installation services (except software)
  55000000   Hotel, restaurant and retail trade services
  55900000   Retail trade services
  66151100   Electronic marketplace retailing services
  72000000   IT services: consulting, software development, Internet and support

  1014   South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)


Total quantity or scope of tender

Four tills, printers, bar code scanners and till draws along with software required. Three to be installed into Shop and one into Cafe, linked to two PC’s one in the shop and one in the administration office.

3 Conditions for Participation


Minimum standards and qualification required

see document attached

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority

EPOS 2014 Pembroke Castle


Time Limits

  a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
    15-09-2014  Time  12:00

c) Estimated award date 03-11-2014


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



Tender Submission Postbox

5 Other Information


Additional Information

see document attached

(WA Ref:13990)


Additional Documentation

  Invitation to Quote – Pembroke Castle Tills


Publication date of this notice



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