Scope
Description
Caerphilly's Sport & Leisure Services are seeking a new Leisure Management System (LMS) to replace the current solution introduced in 2007. As part of the Council's ongoing commitment to enhancing community services, we plan to implement a new integrated leisure management software solution across our park and leisure sites.
The existing LMS is utilised across 9 leisure centres, 1 Athletics Hub, 1 Centre for Sporting Excellence and 4 School Sport Facilities. It manages 180,000 member records and processes approximately 2,346,000 transactions annually.
The new system aims to improve the customer experience by providing:
• Online self-service portal for joining
• Online self-service portal for Direct Debit set up
• Online self-service portal for Direct Debit cancellation (in accordance with the new Digital Consumer Bill 2026)
• Bookings
• Payment administration (including direct debit management with full integration with Bacs and monthly Invoicing)
• Account management
• Course management (Swimming Lessons) with a Parent Portal
• Access control (Automated Card Swipe and/or QR Code Entry)
• Mobile App
• Compatibility with various devices, including smartphones
• Statistical analysis reports
• Intelligent marketing and communication capabilities
Additionally, Park Services require a new Pitch Booking Management System to replace the solution introduced in 2013. It manages approximately 116 pitches across rugby, football and cricket, 80 clubs made up of various age groups and processes approximately 3500 bookings annually.
The new system aims to improve the customer experience by providing:
• Online self-service portal for joining
• Online self-service portal for card and BAC's payments
• Online self-service portal for read only access (view availability, statements, balance etc).
• Bookings
• Payment administration
• Account management
• Mobile App
• Compatibility with various devices, including smartphones
• Booking & Audit reports
• Intelligent marketing and communication capabilities
Additionally, all customer facing platforms must be fully bi-lingual in compliance with Welsh Language Standards regulations.
Total value (estimated)
- £1,000,000 excluding VAT
- £1,200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 August 2031
- Possible extension to 31 August 2036
- 10 years
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKL16 - Gwent Valleys
Engagement
Engagement deadline
8 August 2025
Engagement process description
Interested suppliers will be invited to attend individual engagement sessions with the project team to discuss the requirements, ask any questions and provide feedback on the brief provided in this notice. The sessions will be 30 minutes long and held via Microsoft Teams w/c 04 August 2025. Interested suppliers should email Jessica Thomas (thomaj11@caerphilly.gov.uk) confirming they wish to attend an engagement session and provide email addresses of the attendees.
Interested suppliers are also able to provide relevant information on their solutions, including:
• System Capabilities
• Security Features
• Integration Options
• Roadmap for Future Enhancements
• Support and Maintenance Plans
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
1 October 2025
Contracting authority
Caerphilly County Borough Council
- Public Procurement Organisation Number: PWHP-2369-JPYL
Penallta House, Tredomen Park
Hengoed
CF82 7PG
United Kingdom
Contact name: Jessica Thomas
Telephone: 01443863382
Email: thomaj11@caerphilly.gov.uk
Website: http://www.caerphilly.gov.uk
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales