Hampshire is in the top ten of the largest counties by land area, with a population of 1 320 000. Each year Hampshire is visited by 4 500 000 staying visitors and a further 52 000 000 day visitors. The County Council provides a mix of services to its residents and visitors including, archives and records service, 48 libraries and discovery centre's, over 80 countryside sites including; 5 major country parks, outdoor centres providing leisure activities, plus other visitor attractions.

There has been a long-standing requirement to have a unified membership, booking and electronic point of sales solution across the Culture, Communities and Business Services (CCBS) Directorate within Hampshire County Council.

Hampshire County Council are looking to establish a 4 (four) year framework, the call off contracts under the framework will have a max term of 10 years (Ten).

The total max budget has been approved by Hampshire County Council is 5 000 000 GBP across the maximum call off term allowing for all requirements, however there is no obligation on Hampshire County Council to utilise the framework or enter into any call off contracts.

The Authority is undertaking a competition in accordance with the Official Journal of the European Union for Membership, Booking and EPOS solution, with the intent of appointing a single supplier framework for the specified work.

Any Framework Agreement awarded as a result of this procurement process will be for a Software as a Service (SaaS) solution, Hardware and supporting services for a membership, booking and EPOS solution with upgrades to include any application software, third party software, and/or reporting tools required to operate the solution effectively. The Framework Agreement will include initial set up/implementation of the solution and ongoing support and maintenance services

The Authority is seeking the provision of necessary system components required to deliver the proposed solution, including, but not limited to:

Membership System

Bookings System

EPOS System

Supporting Software (Stock and Sales)

Maintenance and Support contract for up to 10 years

Training and Implementation.

Assistance with the loading/migrating of existing records via text files e.g. csv or xml is required.

HCC envisage that where possible suppliers will utilise, reuse, recycle or sell existing Hardware which HCC own in order to reduce waste.

The Authority is also seeking rate cards for expert technical consultancy related to the solution. This is optional and may or may not be required during the term of the framework.

There is further opportunity to provide rates for additional elements of your services which would assist HCC in achieving their objectives but are not covered in our requirements. Rate/s should be included in the non-scored section of the Tenderers Response Sheet.