Scope
Reference
ERFX1008760
Description
A single contractor to collect a variety of disabled adaptation equipment to deliver a decontamination service and return the items back for reuse.
Commercial tool
Establishes a framework
Total value (estimated)
- £480,000 excluding VAT
- £576,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 13 April 2027
- Possible extension to 15 April 2030
- 4 years, 15 days
Description of possible extension:
As per the framework agreement, the option to extend will be 12+12+12.
Main procurement category
Services
CPV classifications
- 85000000 - Health and social work services
- 42924720 - Decontamination equipment
Contract locations
- UKL22 - Cardiff and Vale of Glamorgan
Framework
Maximum number of suppliers
1
Maximum percentage fee charged to suppliers
0%
Justification for framework term over 4 years
N/A - Framework Term including extensions is a maximum of 4 years.
Framework operation description
Only Tenderers that satisfy all of the Conditions of Participation and meet the all of the mandatory requirements will progress to have their Tenders evaluated against the Award Criteria.
Price: 90% of the available 100% weighting.
Community Well-being Benefits: 10% of the available weighting.
Price assessment accounts for 90% of the overall evaluation. Tenderers are required to submit a fully completed Pricing Schedule which can be found at Appendix 3. Failure to submit prices for all items may result in suppliers being disqualified from the tendering process. The tenderer should not submit any blanks, "nil" or "included" in pricing schedules or any other texts or caveats. All prices submitted will remain fixed for the period of the contract, subject to an annual adjustment in line with CPI, please refer to the framework agreement.
-- The Successful Contractor(s) will be expected to work with the Council to maximise the community wellbeing benefits delivered through the Framework. Tenderers are required to submit a "Community Wellbeing Benefits Plan" using the template provided at Appendix 10 contained in the ITT. Failure to comply with this requirement may result in your tender being disqualified. The plan should set out details of what community wellbeing benefits (including quantitative details) they can commit to delivering during the term of the framework and their methodology for delivery. Tenderers should note that their submitted Community Wellbeing Benefits Plan and its' commitments will form part of the Framework Agreement, and Contractors will be obliged to deliver benefits they have committed to in their plan.
Award method when using the framework
With competition
Contracting authorities that may use the framework
Establishing party only
Participation
Legal and financial capacity conditions of participation
Please refer to the tender documentation.
Technical ability conditions of participation
Please refer to the tender documentation which can be found within the Proactis Portal. Participating bidders are requested to use the reference ERFX1008760 to identify the project and thereafter the tender documentation.
Bidders are requested to register on our supplier portal via the link https://supplierlive.proactisp2p.com/Account/Login as this is where we advertise opportunities and receive responses electronically. Further guidance notes can be found at the following link:
Bidders will only be required to complete mandatory details at the registration stage, although it is also important that bidders select Cardiff Council in "Step 5 - Buyer Selection", although not mandatory, bidders will not receive details of any opportunities from Cardiff if this option is not selected.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
27 January 2026, 12:00pm
Tender submission deadline
3 February 2026, 12:00pm
Submission address and any special instructions
Please refer to the tender documentation which can be found within the Proactis Portal. Participating bidders are requested to use the reference ERFX1008760 to identify the project and thereafter the tender documentation.
Bidders are requested to register on our supplier portal via the link https://supplierlive.proactisp2p.com/Account/Login as this is where we advertise opportunities and receive responses electronically. Further guidance notes can be found at the following link:
Bidders will only be required to complete mandatory details at the registration stage, although it is also important that bidders select Cardiff Council in "Step 5 - Buyer Selection", although not mandatory, bidders will not receive details of any opportunities from Cardiff if this option is not selected.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
4 March 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 90.00% |
| Community Well-being Benefits | Quality | 10.00% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Timescales
Contracting authority
Cardiff Council
- Public Procurement Organisation Number: PVHP-5769-YHRQ
County Hall
Cardiff
CF10 4UW
United Kingdom
Email: Charlotte.Williams4@cardiff.gov.uk
Website: http://www.cardiff.gov.uk
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - sub-central government