Catering System for Leisure Facilities

The Council requires the Catering System to offer improved functionality such as a modern and secure system, touch screen operation for efficient and effective point of sales, programmable drop down menus and improved sales and stock reporting. A full stock management system however, will not be necessary as systems are already in place for online ordering, good receiving, and invoice processing, linking our purchasing and payment systems. - The system will be geared for the Hospitality sector, fast and efficient for customer satisfaction and easy to use so that training new staff will be straightforward. Additional requirements will include initiatives to save money and increase profits, potentially with marketing and loyalty modules.

• The system will have a centralised management solution with site level control of EPoS and back office systems for monitoring and reporting financial and statistical data. Also, it will have the ability to segment groups by site with multiple pricing and menu options.
• A cash management process is desired but not essential within the system to provide full reconciliation and record of income and VAT against corporate income codes, together with enhanced management reporting with both standard and bespoke options. If this functionality is available, the Catering System will need to be configured to report banked income and VAT to the Council’s corporate financial system Agresso. The system should facilitate direct payments integration with Agresso and to have the ability to implement a chip and pin option.
• The system will be implemented in phases which will include but is not limited to, the deployment of the new system across five sites, migration from the legacy system and user acceptance testing and training of staff.
• The Council requires a product needing no bespoke software development other than for items details in the specification. The system should allow modifications to the appearance of reports and templates (e.g. adding the Council’s logo) if applicable.

Additional information: The contract duration will be for a maximum of five years, covering an initial period of three years plus an optional extension of two years (i.e. 3 + 2). There may be a requirement to extend the Catering system to other leisure facilities within the borough during the 5 year contractual agreement.

Organisations must register their interest against the South East Business Portal advert in order to receive any changes or notifications issued by the Council during this tender process. The Council will not be held responsible for lack of communication to any organisation who does not register their interest.