Consultancy Service - Terms of Reference (TOR) for Point of Sale (POS) Solutions

Project Background:

In pursuit of enhancing efficiency and modernizing operations in its retail and hospitality outlets, is seeking a robust Point of Sale (POS) system. The foundation aims to streamline transactions and improve overall management through the integration of advanced POS technology.

Objectives:

The primary objective of this initiative is to procure and implement a comprehensive POS solution that meets the diverse needs of organization's retail and hospitality outlets. The chosen system should facilitate efficient transaction management, seamless integration with peripherals, inventory management, sales reporting, secure payment processing, and comprehensive financial reporting.

Scope of Work and Expected Outputs / Deliverables:

1. System Development and Implementation:
• Develop a customized POS system or select appropriate software that meets organization's requirements.
• Ensure seamless integration with peripherals such as cash registers, barcode scanners, and payment terminals.
• Implement the POS solution across designated outlets: PC Malamjaba Outlet, PC Bhurbhan Outlet, and Serena Peshawar Outlet.
2. Functionality and Features:
• Provide inventory management capabilities, including product list management and tracking of stock sales.
• Generate detailed sales reports on a daily, monthly, and yearly basis.
• Enable all-in-one report generation in PDF and Excel formats for easy analysis.
• Incorporate expense tracking features to monitor operational costs.
• Facilitate management of payments received from three centers and track payments made to the Head Office.
• Record payments made to suppliers for stock sales.
3. Training and Support:
• Conduct training sessions for staff members on POS system usage and functionality.
• Provide ongoing technical support and maintenance to ensure smooth operation of the system.

Methodology:

The vendor should propose a methodology that outlines the development, implementation, and support phases of the POS solution. This should include detailed timelines, milestones, and strategies for training and support.

Time Frame and Input:

The procurement and implementation of the POS solution should be completed within a reasonable timeframe to minimize disruption to operations. The vendor should provide a detailed timeline for system development, testing, and rollout.

Key Qualifications of Vendor:

• Demonstrated experience in developing and implementing POS solutions for retail and hospitality businesses.
• Expertise in software development and integration with peripheral devices.
• Strong track record of providing ongoing technical support and maintenance services.
• Familiarity with the specific requirements and challenges of the hospitality industry in Pakistan.

Terms of Payment:

Payment for the vendor's services will be based on mutually agreed milestones and deliverables. The payment structure should be outlined in the vendor's proposal.