Scope
Reference
ERFX1008589
Description
Cardiff Council and the Vale of Glamorgan Council are looking to establish a framework to deliver its Period Dignity Programme to communities and schools across the regions.
The Period Dignity programme aims to ensure there is a dignified way of accessing free of charge period products for those who menstruate within education and those from low-income households in the Cardiff and the Vale local authority area in the most practical and dignified way possible.
This procurement is subject to funding provided by the Welsh Government. Accordingly, there is a risk that the value of the grant may increase, decrease, or be withdrawn entirely on an annual basis. Any potential extension to the contract will be reviewed annually, subject to the continued availability of funding.
This Framework will not be offered as an Open Framework and as such suppliers will not be able to join after this tender process has concluded.
The following list of local authorities will be able to access the framework if they wish to do so throughout the contract period:
Newport City Council estimated annual spend 150,552GBP
Monmouthshire County Council estimated annual spend 69,308GBP
Torfaen County Borough Council estimated annual spend 190,038GBP
Blaenau Gwent County Borough Council estimated annual spend 120,899
Commercial tool
Establishes a framework
Total value (estimated)
- £3,532,712 excluding VAT
- £4,239,254 including VAT
Above the relevant threshold
Main procurement category
Goods
CPV classifications
- 33700000 - Personal care products
Contract locations
- UKL22 - Cardiff and Vale of Glamorgan
- UKL21 - Monmouthshire and Newport
- UKL16 - Gwent Valleys
Lot constraints
Description of how multiple lots may be awarded:
N/A
Not the same for all lots
Contract dates are shown in Lot sections, because they are not the same for all lots.
Lot 1. Lot 1 - Eco-friendly disposable period products (pads and tampons)
Description
The Supplier shall provide for purchase and delivery of period products, including but not limited to:
- Disposable pads of varying sizes and absorbencies.
- Disposable tampons with applicators and non-applicator variants.
The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to
distribute free period products to the public.
This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.
The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.
The lot value is based on spend for the following Councils:
Cardiff Council
Vale of Glamorgan Council
Torfaen County Borough Council
Monmouthshire County Council
Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.
Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.
Lot value (estimated)
- £748,528 excluding VAT
- £898,231 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 1 July 2025 to 30 June 2026
- Possible extension to 30 June 2029
- 4 years
Description of possible extension:
There is an option to extend for 3x 12 month periods subject to Welsh Government funding
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 2. Lot 2 - Menstrual Cups
Description
The Supplier shall provide for purchase and delivery of period products, including but not limited to:
- Reusable menstrual cups of various sizes.
The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to
distribute free period products to the public.
This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.
The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.
The lot value is based on spend for the following Councils:
Cardiff Council
Vale of Glamorgan Council
Torfaen County Borough Council
Monmouthshire County Council
Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.
Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.
Lot value (estimated)
- £69,548 excluding VAT
- £83,458 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 1 July 2025 to 30 June 2026
- Possible extension to 30 June 2029
- 4 years
Description of possible extension:
There is an option to extend for 3x 12 month periods, subject to Welsh Government funding.
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 3. Lot 3 - Period Pants and wet bags
Description
The Supplier shall provide for purchase and delivery of period products, including but not limited to:
- Period pants of varying sizes and absorbencies, with wet bags.
The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to
distribute free period products to the public.
This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.
The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.
The lot value is based on spend for the following Councils:
Cardiff Council
Vale of Glamorgan Council
Torfaen County Borough Council
Monmouthshire County Council
Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.
Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.
Lot value (estimated)
- £1,088,724 excluding VAT
- £1,306,468 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 1 July 2025 to 30 June 2026
- Possible extension to 30 June 2029
- 4 years
Description of possible extension:
There is an option to extend for 3x 12 month periods, subject to Welsh Government funding.
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 4. Lot 4 - Reusable cloth pads and wet bags
Description
The Supplier shall provide for purchase and delivery of period products, including but not limited to:
Reusable cloth pads, with wet bags.
The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to
distribute free period products to the public.
This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.
The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.
The lot value is based on spend for the following Councils:
Cardiff Council
Vale of Glamorgan Council
Torfaen County Borough Council
Monmouthshire County Council
Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.
Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.
Lot value (estimated)
- £266,380 excluding VAT
- £319,656 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 1 July 2025 to 30 June 2026
- Possible extension to 30 June 2029
- 4 years
Description of possible extension:
There is an option to extend for 3x 12 month periods, subject to Welsh Government funding.
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Lot 5. Lot 5 - Educational Material
Description
The Supplier shall provide for purchase and delivery of period products, including but not limited to:
- Puberty & Periods Educational guides/packs.
The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to
distribute free period products to the public.
This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.
The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.
The lot value is based on spend for the following Councils:
Cardiff Council
Vale of Glamorgan Council
Torfaen County Borough Council
Monmouthshire County Council
Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.
Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.
Lot value (estimated)
- £40,204 excluding VAT
- £48,245 including VAT
Framework lot values may be shared with other lots
Contract dates (estimated)
- 1 July 2025 to 30 June 2026
- Possible extension to 30 June 2029
- 4 years
Description of possible extension:
There is an option to extend for 3x 12 month periods, subject to Welsh Government funding.
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Framework
Maximum number of suppliers
10
Maximum percentage fee charged to suppliers
0%
Framework operation description
Suppliers will be ranked first and second place for each Lot
Award method when using the framework
Without competition
Contracting authorities that may use the framework
Newport City Council
Vale of Glamorgan Council
Monmouthshire County Council
Torfaen County Borough Council
Blaenau Gwent County Borough Council
Contracting authority location restrictions
- UKL22 - Cardiff and Vale of Glamorgan
- UKL21 - Monmouthshire and Newport
- UKL16 - Gwent Valleys
Participation
Particular suitability
Lot 1. Lot 1 - Eco-friendly disposable period products (pads and tampons)
Lot 2. Lot 2 - Menstrual Cups
Lot 3. Lot 3 - Period Pants and wet bags
Lot 4. Lot 4 - Reusable cloth pads and wet bags
Lot 5. Lot 5 - Educational Material
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
20 May 2025, 12:00pm
Tender submission deadline
27 May 2025, 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)
30 June 2025
Recurring procurement
Publication date of next tender notice (estimated): 25 May 2029
Award criteria
Lot 1. Lot 1 - Eco-friendly disposable period products (pads and tampons)
Lot 2. Lot 2 - Menstrual Cups
Lot 3. Lot 3 - Period Pants and wet bags
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 70.00% |
| Price | Price | 20.00% |
| Community Well Being Benefits | Quality | 10.00% |
Lot 4. Lot 4 - Reusable cloth pads and wet bags
Lot 5. Lot 5 - Educational Material
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 70.00% |
| Price | Price | 20.00% |
| Community Well Being Benefits | Quality | 10.00% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
https://supplierlive.proactisp2p.com/Account/Login
All tender documentation can be accessed through the Proactis Procurement Portal
Technical specifications to be met
https://supplierlive.proactisp2p.com/Account/Login
Contracting authorities
Cardiff Council
- Public Procurement Organisation Number: PVHP-5769-YHRQ
County Hall
Cardiff
CF10 4UW
United Kingdom
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales
Vale of Glamorgan Council
- Public Procurement Organisation Number: PVJL-7881-XMJT
Civic Offices, Holton Road
Barry
CF63 4RU
United Kingdom
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - sub-central government
Torfaen County Borough Council
- Public Procurement Organisation Number: PDNG-5431-HGYV
Civic Centre
Pontypool
NP4 6YB
United Kingdom
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Monmouthshire County Council
- Public Procurement Organisation Number: PMQT-2889-YGXR
County Hall, The Rhadyr
Usk
NP15 1GA
United Kingdom
Region: UKL21 - Monmouthshire and Newport
Organisation type: Public authority - sub-central government
Newport City Council
- Public Procurement Organisation Number: PWLP-4583-NQGG
Godfrey Road
Newport
NP20 4UR
United Kingdom
Contact name: Laura Pine
Email: laura.pine2@cardiff.gov.uk
Region: UKL21 - Monmouthshire and Newport
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales