Scope
Description
Denbighshire County Council are looking to procure and implement a new information system within the Housing Repairs and Maintenance function of the Council.
Housing Services in Denbighshire require a working information system to be available in line with the timetable within the ITT. The system will be commercially off the shelf, but will be configurable to Denbighshire's specification, appropriate training and post implementation support will be provided to the Council.
The working system will be populated with appropriate data migrated from the existing Housing system, integration between various other systems will also be required and are detailed within the ITT.
All documentation relating to this project can be found within the documents tab of Proactis. https://supplierlive.proactisp2p.com/Account/Login
Suppliers should also note that the terms and conditions and ICT Special Terms are not negotiable.
Suppliers should note that there has been pre-market engagement. This was undertaken under the previous regulations (Public Contract Regulations 2015) via a Speculative Notice and resulted in demonstrations from a number of suppliers. Details of the notice can be found in the attached PDF Notice.
Total value (estimated)
- £1 excluding VAT
- £1 including VAT
Above the relevant threshold
Contract dates (estimated)
- 20 April 2026 to 19 April 2031
- Possible extension to 19 April 2046
- 20 years
Description of possible extension:
The initial contract duration will be 5 years with the option to extend to 20 years on an annual basis
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
- 48000000 - Software package and information systems
Contract locations
- UKL13 - Conwy and Denbighshire
Participation
Legal and financial capacity conditions of participation
Please see procurement documentation.
Technical ability conditions of participation
Please see procurement documentation.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
10 February 2026, 5:00pm
Tender submission deadline
18 February 2026, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
23 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 20 November 2030
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Quality carries a weighting of 70% and consists of the following: 80% of the 70% is applied to Functionality 10% of the 70% is applied to Service & Support Provision 10% of the 70% is applied to... |
Quality | 70.00% |
| Price | Price |
Price | 30.00% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=357778
Pre-market Engagement Notice (Speculative Notice) details.
Contracting authority
Denbighshire County Council
- Public Procurement Organisation Number: PTPG-8659-JMCD
Wynnstay Road
Ruthin
LL15 1YN
United Kingdom
Contact name: Lisa Rainford
Email: procurement@denbighshire.gov.uk
Website: https://www.denbighshire.gov.uk
Region: UKL13 - Conwy and Denbighshire
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales