Scope
Reference
CCBC/PS2687/25/TY
Description
Caerphilly County Borough Council (the Council) has the requirement to provide Clothing to support the Period Dignity Grant. Welsh Government are working on eradicating period poverty, which means ensuring that having a period does not lead to missed education, absences from employment or withdrawal from sport and social activities. The entire menstrual cycle has profound impacts on people's mental and physical health and the ways in which they can live their lives. Therefore, in addition to the provision of period products, the grant issued to Local Authorities, allows for spare clothing to be provided to support anyone who may experience an accident and stained clothing during their period.
Providers are invited to tender for the supply and delivery of clothing to support the period dignity grant.
The tender is split into two lots, Lot 1 - Children and Lot 2 - Adults. Providers must be able to offer all the core items listed in the pricing schedule and tender specification for both lots.
The arrangement shall be awarded to one provider who is able to meet the full requirements of the tender specification.
The tender shall be evaluated in two stages
Stage One - Evaluation of Samples, Social Value and Method statement of contract management.
Stage Two - Price 100%
Samples must be provided by the closing date and time of 12:00 Thursday 25 September 2025:
Thomas Young
Procurement Officer
Procurement Services
Penallta House, Tredomen Park,
Ystrad Mynach
CF82 7PG
Samples not delivered to the stipulated Officer / Address by the date and time will be excluded from the tendering process.
Full details can be found in the tender documents.(ITT)
Total value (estimated)
- £120,000 excluding VAT
- £144,000 including VAT
Below the relevant threshold
Main procurement category
Goods
CPV classifications
- 18000000 - Clothing, footwear, luggage articles and accessories
Contract locations
- UKL16 - Gwent Valleys
Not the same for all lots
Contract dates are shown in Lot sections, because they are not the same for all lots.
Lot 1. Children
Description
Children's clothing.
Lot value (estimated)
- £60,000 excluding VAT
- £72,000 including VAT
Contract dates (estimated)
- 1 October 2025 to 30 September 2027
- Possible extension to 28 September 2029
- 3 years, 11 months, 28 days
Description of possible extension:
2 + 2 (Year on year)
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. Adults
Description
Adults Clothing
Lot value (estimated)
- £60,000 excluding VAT
- £72,000 including VAT
Contract dates (estimated)
- 1 October 2025 to 30 September 2027
- Possible extension to 1 October 2029
- 4 years, 1 day
Description of possible extension:
2 + 2 (year on year)
Same for all lots
CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot 1. Children
Lot 2. Adults
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
18 September 2025, 5:00pm
Tender submission deadline
25 September 2025, 12:00pm
Submission address and any special instructions
Tenderers must express an interest in this tender by completing the following process:
1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login
2.Click the "Sign Up" option on the Portal homepage (If already registered go to point 11.)
3.Enter your correct Organisation Name, Details and Primary Contact Details.
4.Please make a note of the Organisation ID and User Name, then click "Register".
5.You will then receive an email from the system asking you follow a link to activate your account.
6.Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions
ensuring that you enter all applicable details.
7.In the Classification section please ensure that you select the Product Classification Codes (CPV Codes)that appear in the
tender notice, it is essential that only CPV Codes,specific to your organisation are added to your profile.
8.Buyer Selection - At this stage you are required to indicate which Buyer Organisations you would like to register with. Please
remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities.
9.Terms & Conditions - Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have
read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration
process. Once you have agreed click on the blue arrow to move on to the next stage.
10.Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must
contain at least 2 number(s). Once completed select 'Complete Registration' and you will
enter the Supplier Home page.
11.From the Home Page, go to the "Opportunities" icon, all current opportunities will be listed. Click on the blue arrow under
the field 'Show Me' of the relevant opportunity then click to register your interest on the applicable button.
12.Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue
arrow.
13.Note the closing date for completion of the relevant project. To find all available documentation please drop down the
'Request Documents' option and click to download all documents.
14.You can now either complete your response or "Decline" this opportunity.
All queries are to be made via the messaging system on the Proactis portal. Please note we will NOT accept any
questions/queries via telephone/email.
A supplier guide title "Supplier_step-by-step_guide" is available via the portal and this contract notice detailing how to use
register on the Proactis Plaza system.
If you require assistance please contact Jemma Ford 01443 863163 - fordj1@caerphilly.gov.uk
When submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing a
tender submission using our Proactis Plaza system.
(WA Ref:139137)
The buyer considers that this contract is suitable for consortia bidding.
(WA Ref:137124)
Relates to the following project/programme financed by EU Community Funds: These projects are funded by a combination of funding routes as prescribed in the procurement documents.
The buyer considers that this contract is suitable for consortia bidding.
Tenders may be submitted electronically
Yes
Award criteria
Lot 1. Children
100% Cost
0% Quality
Pass / Fail Included within the Invitation to Tender Document
Lot 2. Adults
100% Cost
0% Quality
Pass / Fail included
Procedure
Procedure type
Below threshold - open competition
Contracting authority
Caerphilly County Borough Council
- Public Procurement Organisation Number: PWHP-2369-JPYL
Penallta House, Tredomen Park
Hengoed
CF82 7PG
United Kingdom
Contact name: Thomas Young
Telephone: 01443 863108
Email: youngt@caerphilly.gov.uk
Website: https://www.caerphilly.gov.uk
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales