Scope
Reference
CCBC/PS2869/25/JT
Description
The Council has a requirement to procure a modern, scalable, secure and accessible Leisure Management System (LMS) to support the delivery of leisure services across the County Borough. The system will be used by customers, staff, and administrators, and must support full self-service capabilities. It must comply with relevant Welsh and UK public sector standards and be suitable for integration into a local authority digital ecosystem.
The Council aims to increase usage and income at its leisure centres by enhancing customer experience through improved communications, digital self-service and targeted marketing, while supporting corporate and national objectives around health, wellbeing and social inclusion. The approach focuses on building customer loyalty and delivering best value via stable, data-informed service improvements.
The Council's Sport & Leisure Services consist of 9x leisure centres, 1x Athletics Hub, 1x Centre for Sporting Excellence and 4x School Sport Facilities. Park Services consists of 116x grass pitches, which play host to several thousand rugby, football and cricket matches each year as well as sport and public events.
Further information can be found in the Procurement Document in the Proactis eTendering system.
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
Description of possible extension:
The contract can be extend for up to a further 60 months, the Council have the option to renew the contract annually or every 24 months until the end of the 60 month period.
Options
The right to additional purchases while the contract is valid.
If additional sites are added to the Council's portfolio during the contract period the option will be available to use the services procured under the contract for those additional sites.
The Council reserve the right to procure additional services throughout the duration of the contract if they assist with improving the customer experience or provide innovation to enhance the service, within the subject matter of the contract.
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKL16 - Gwent Valleys
Participation
Legal and financial capacity conditions of participation
Bidders will be required to confirm their acid-test ratio is higher than one (1) and that their turnover for the last FY was more than £400k.
Technical ability conditions of participation
Bidders must provide evidence that they hold a valid security accreditation, such as Cyber Essentials, ISO27001, or an equivalent recognised certification.
Bidders must confirm that their solution aligns with the principles and requirements set out in the Digital Service Standard for Wales, as defined by the Centre for Digital Public Services.
Bidders must describe how the proposed solution supports bilingual functionality in line with Welsh Language legislation and the expectations set out in the Digital Service Standard for Wales, including the Bilingual Technology Toolkit.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
20 October 2025, 12:00pm
Submission type
Tenders
Tender submission deadline
27 October 2025, 12:00pm
Submission address and any special instructions
All tenders must be submitted electronically via the Proactis eTendering system, link below:
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
2 December 2025
Recurring procurement
Publication date of next tender notice (estimated): 1 September 2035
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| System Demonstration | Bidders shall attend a three hour system demonstration and shall be scored against the questions set out in the Proactis eTendering system. |
Quality | 40.00% |
| Pricing Schedule | Completion of the pricing schedule provided in the Proactis eTendering system. |
Price | 30.00% |
| Tender Response Questions | Response to the quality questions set out in the Proactis eTendering system. |
Quality | 20.00% |
| Social Value | Bidders are required to submit the completed National TOMs document, outlining what social value they will deliver throughout the duration of the contract. |
Quality | 10.00% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This procurement will be evaluated using the Most Advantageous Tender (MAT) methodology and will include the following stages:
Pre-Market Engagement
Compliance Stage (Pass/Fail Questions)
Tender Response (Quality Questions, Social Value and Pricing)
System Demonstration (3 hour demonstration in person or online)
Preferred Bidder Stage
Award Stage
The three top scoring bidders from the tender response stage will be taken through to the system demonstration stage. The highest overall scoring bidder, taking into consideration tender response and system demonstration scores will be taken through to the preferred bidder stage.
If a bidder fails any of the compliance questions this will result in their tender submission being disregarded and not considered further.
Bidders shall note that scoring twenty (20) marks or less in any of the quality/demonstration questions will result in their submission being disqualified and not considered further.
Documents
Documents to be provided after the tender notice
The tender documentation can be found in the Proactis eTendering system:
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