Scope
Reference
PS2923
Description
Caerphilly County Borough Council is reviewing its asset management applications to consolidate multiple systems into a single solution through a tender process. The new system must comprehensively manage corporate assets including estate, land ownership, surveys, properties, finance and insurance.
Total value (estimated)
- £1,500,000 excluding VAT
- £1,800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2031
- Possible extension to 31 March 2036
- 10 years
Description of possible extension:
The contract can be extended for a period of 60 months renewable on a two year or yearly basis.
Options
The right to additional purchases while the contract is valid.
The Council reserves the right to purchase additional licences or services from the successful supplier that relate to the subject matter of the contract.
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKL - Wales
Participation
Legal and financial capacity conditions of participation
Information is provided in the Proactis eTendering system
Technical ability conditions of participation
Information is provided in the Proactis eTendering system
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
5 December 2025, 12:00am
Submission type
Tenders
Tender submission deadline
15 December 2025, 12:00am
Submission address and any special instructions
Tenders must be submitted via the Proactis eTendering system:
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
19 February 2026
Recurring procurement
Publication date of next tender notice (estimated): 14 January 2030
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| System Demonstration | The top three scoring bidders (quality questions plus price) will be invited to provide a system demonstration, questions are provided in the Proactis eTendering system. |
Quality | 40.00% |
| Price | Completion of the pricing schedule and uploading to the Proactis eTendering system. |
Price | 35.00% |
| Quality Questions | Response to quality questions set out in the Proactis eTendering system. |
Quality | 25.00% |
Other information
Payment terms
In line with the contract terms and conditions
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 follow a multi-stage evaluation process under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023. The stages are:
Stage 1: Compliance - Assessment of mandatory requirements (Pass/Fail).
Stage 2: Social Value - Evaluation of proposed social value contributions (Pass/Fail).
Stage 3: Quality - Scored responses to quality questions (25%).
Stage 4: Price - Assessment of priced submissions (35%).
Stage 5: System Demonstration - Demonstration by top-scoring bidders (40%).
Stage 6: Preferred Bidder Stage - Final clarifications and due diligence (not scored).
Stage 7: Contract Award - Formal award to the preferred bidder.
Only bidders passing the compliance stage will proceed to scoring. The top three bidders (based on combined scores from Quality and Price) will be invited to the system demonstration. In the event of a tie, all tied bidders will be invited.
Justification for not publishing a preliminary market engagement notice
Pre market engagement was undertaken as part of a previous tender process under PCR2015, however no responses were received for this element of the tender and therefore a new tender process is being undertaken in line with PA23.
Documents
Documents to be provided after the tender notice
Tender documents can be accessed via 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
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales