Scope
Description
Caerphilly County Borough Council is undertaking preliminary market engagement with suitable providers who are passionate about supporting children with disabilities and their families. The Council is looking to commission services that offers both outreach and respite support for children aged 5 to 17, who are ordinarily resident in Caerphilly and have substantial and permanent disabilities, life-limiting conditions, or complex health needs.
This service will play a vital role in helping families manage the demands of caring, while also enabling children to thrive through meaningful play, social interaction, and skill development. Outreach support will focus on helping children build independence and confidence in their communities, while respite will provide essential breaks for unpaid carers.
The Council is seeking suitable service providers who can deliver flexible, child-centred support in a variety of settings-including the child's home, community venues, and public spaces. Services must be appropriately registered with Care Inspectorate Wales (CIW) and capable of offering both individual and group-based support, tailored to each child's needs.
Staff should be trained in communication methods such as PECS and Makaton, and familiar with behavioural approaches like PBS, PACE, and Team Teach. The ability to work outside standard school hours is essential.
This is an opportunity to work in close partnership with the Council to co-design and deliver services that make a real difference. We want to collaborate with providers who share our commitment to inclusive, responsive, and empowering support for children and families.
If your organisation is interested in helping shape this provision, please can you provide an expression of interest to procurement@caerphilly.gov.uk and or advise your ability to attend the supplier event planed as outline in this notice
The value of this tender will be approx. £350,000.00 EX VAT per annum, actual costs will be advertised at the time of tender.
Commercial tool
Establishes a framework
Total value (estimated)
- £735,000 excluding VAT
- £882,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 February 2026 to 31 January 2030
- Possible extension to 31 January 2032
- 6 years
Main procurement category
Services
CPV classifications
- 85000000 - Health and social work services
- 98000000 - Other community, social and personal services
Contract locations
- UKL16 - Gwent Valleys
Engagement
Engagement deadline
30 September 2025
Engagement process description
Caerphilly County Borough Council is undertaking preliminary market engagement with suitable providers who are passionate about supporting children with disabilities and their families. The Council is looking to commission services that offers both outreach and respite support for children aged 5 to 17, who are ordinarily resident in Caerphilly and have substantial and permanent disabilities, life-limiting conditions, or complex health needs. This service will play a vital role in helping families manage the demands of caring, while also enabling children to thrive through meaningful play, social interaction, and skill development. Outreach support will focus on helping children build independence and confidence in their communities, while respite will provide essential breaks for unpaid carers.
The Council is seeking suitable providers who can deliver flexible, child-centred support in a variety of settings-including the child's home, community venues, and public spaces. Services must be appropriately registered with Care Inspectorate Wales (CIW) and capable of offering both individual and group-based support, tailored to each child's needs.
Staff should be trained in communication methods such as PECS and Makaton, and familiar with behavioural approaches like PBS, PACE, and Team Teach. The ability to work outside standard school hours is essential.
This is an opportunity to work in close partnership with the Council to co-design and deliver services that make a real difference. The Council wants to collaborate with service providers who share our commitment to inclusive, responsive, and empowering support for children and families.
If your organisation is interested, please can you express an interest for the preliminary supplier engagement as per the guidance set put below ;-
The Council is holding a preliminary supplier engagment event on Tuesday 16 September 2025 at 13:30 Hours at Ty Penallta, Tredomen Park, Ystrad Mynach, Hengoed CF82 7PG.
To register an interest Service Providers must send their request via email to procurement@caerphilly.gov.uk.
All requests must be received by 15:00 hours Friday 25 July 2025.
This notice is to commence market engagement prior to going to tender to understand services available to the Council and understand the future structure of the tender. It is anticipated that the Council will devise a framework with a number of suitable providers awarded to the framework.
Please note that this notice is not a contract notice for a call for competition, it is to advise the market of the Councils intension to visit the market for such services and to commence preliminary market engagement. Full details of the service specification shall be issued with the call for competition and fully detailed in the tender documents.
It is anticipated that the contract commencement date is 01 February 2026 for a period of four (4) years with the option to extend for up to a further period of two (2) years - contract period will be confirmed in the tender documents.
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Publication date of tender notice (estimated)
13 October 2025
Procedure
Special regime
Light touch
Contracting authority
Caerphilly County Borough Council
- Public Procurement Organisation Number: PWHP-2369-JPYL
Penallta House, Tredomen Park
Hengoed
CF82 7PG
United Kingdom
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales