Scope
Description
Caerphilly County Borough Council is conducting a pre market engagement exercise to gather information on current and emerging lone worker safety solutions. This RFI is intended to inform the Council's understanding of available technologies and services in preparation for potential future procurement activity.
The Council currently has a contract in place for lone worker safety solutions until 30 April 2026. The existing provision includes a combination of fob-style devices and mobile applications installed on employees' smartphones.
Approximately 150 employees across various departments-including Housing, Environmental Health, and Trading Standards-are currently using the system.
The Council is seeking to: - Understand the range of lone worker safety solutions currently available in the market. - Explore innovative technologies that enhance lone worker protection. - Assess the scalability, integration capabilities, and user experience of available solutions. - Identify potential suppliers for future procurement opportunities.
Total value (estimated)
- £200,000 excluding VAT
- £240,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 May 2026 to 30 April 2029
- Possible extension to 30 April 2031
- 5 years
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKL16 - Gwent Valleys
Engagement
Engagement deadline
1 September 2025
Engagement process description
Interested suppliers are invited to respond with information addressing the following areas:
Company Overview
Company background and relevant experience.
Existing clients in the public sector (if applicable).
Product/Service Description
Overview of lone worker devices and/or software solutions.
Key features (e.g., GPS tracking, panic alerts, two-way communication, fall detection).
Compatibility with mobile platforms (iOS/Android) and wearable devices.
Innovation and Differentiation
Unique features or innovations.
Integration with other systems (e.g., HR, incident reporting, emergency services).
Support and Maintenance
Service levels and support arrangements.
Training and onboarding processes.
Data Security and Compliance
Approach to data protection and GDPR compliance.
Hosting arrangements (e.g., cloud-based, on-premise).
Commercial Information
Indicative pricing models (e.g., per user, per device).
Contractual flexibility and licensing options.
Please submit your response electronically to: Jessica Thomas (thomaj11@caerphilly.gov.uk) by 23:59 on Monday 01 September 2025.
Responses should be no more than 5 pages in length and may include supporting brochures or product sheets as appendices.
This RFI is issued solely for information-gathering purposes and does not constitute a commitment to procure any goods or services. The Council is not liable for any costs incurred by respondents in the preparation or submission of responses.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
3 November 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