Scope
Reference
CCBC/PS2864/AB/25
Description
Caerphilly County Borough Council's (the Council) Town Centre Support Team are seeking to appoint a qualified and competent bidder to supply, install and maintain sub-surface mounted, outdoor digital totems within the borough's five (5) principal town centres of Bargoed, Blackwood, Caerphilly, Risca and Ystrad Mynach for a minimum period of three years. Due to potential budget constraints in delivering all five (5) digital totems the Council has developed three options (3, 4 or 5 totems). Applicants will be required to price against ALL three options as part of their submission. The Council will determine the final locations of the totems within the town centres, and which option (number) of totems will be awarded.
Total value (estimated)
- £130,000 excluding VAT
- £156,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 3 November 2025 to 31 March 2029
- Possible extension to 31 March 2036
- 10 years, 4 months, 28 days
Description of possible extension:
The Council reserves the right, at its sole discretion, to extend the contract beyond this date in successive periods of two (2) years, subject to satisfactory performance and continued operational requirements. Such extensions may continue for the life of the digital totems, as determined by the Council.
Main procurement category
Goods
CPV classifications
- 44423400 - Signs and related items
- 34928470 - Signage
- 30231300 - Display screens
- 45310000 - Electrical installation work
- 79341200 - Advertising management services
Contract locations
- UKL16 - Gwent Valleys
Participation
Conditions of participation
As per the procurement documents
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
15 October 2025, 5:00pm
Tender submission deadline
22 October 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/Login2. 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 willenter 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.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.
Tenders may be submitted electronically
Yes
Award criteria
| Name | Description | Type |
|---|---|---|
| Cost and Commission | Priced Submission (including proposed commission) (60%) |
Cost |
| Quality | Quality Submission (40%) |
Quality |
Weighting description
A combination of cost and quality will be evaluated as per the Procurement Documents.
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
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales