Cardiff and Vale of Glamorgan Period Dignity Programme

Procurement reference

ERFX1008589

Procurement description

Cardiff Council and the Vale of Glamorgan Council are looking to establish a framework to deliver its Period Dignity Programme to communities and schools across the regions.

The Period Dignity programme aims to ensure there is a dignified way of accessing free of charge period products for those who menstruate within education and those from low-income households in the Cardiff and the Vale local authority area in the most practical and dignified way possible.

This procurement is subject to funding provided by the Welsh Government. Accordingly, there is a risk that the value of the grant may increase, decrease, or be withdrawn entirely on an annual basis. Any potential extension to the contract will be reviewed annually, subject to the continued availability of funding.

This Framework will not be offered as an Open Framework and as such suppliers will not be able to join after this tender process has concluded.

The following list of local authorities will be able to access the framework if they wish to do so throughout the contract period:

Newport City Council estimated annual spend 150,552GBP

Monmouthshire County Council estimated annual spend 69,308GBP

Torfaen County Borough Council estimated annual spend 190,038GBP

Blaenau Gwent County Borough Council estimated annual spend 120,899

Main category

Goods

Delivery regions

• UKL22 - Cardiff and Vale of Glamorgan
• UKL21 - Monmouthshire and Newport
• UKL16 - Gwent Valleys

Total value (estimated, excluding VAT)

3532712 GBP to 2213384GBP

Contract dates (estimated)

01 July 2025, 00:00AM to 30 June 2026, 23:59PM

Extension end date (if all the extensions are used): 30 June 2029

Is a framework being established?

Yes

Cardiff Council

Vale of Glamorgan Council

Torfaen County Borough Council

Monmouthshire County Council

Newport City Council

Procedure type

Open procedure

Is the total value above threshold?

Above threshold

Percentage fee charged to suppliers

0%

Type of framework

Open

Maximum number of suppliers

10

Award method when using the framework

Without reopening competition

Contracting authority locations

• UKL22
• UKL21
• UKL16

Contracting authorities that may use the framework

Newport City Council

Vale of Glamorgan Council

Monmouthshire County Council

Torfaen County Borough Council

Blaenau Gwent County Borough Council

Framework operation description

Suppliers will be ranked first and second place for each Lot

Percentage fee charged to suppliers

0%

Type of framework

Open

Maximum number of suppliers

10

Award method when using the framework

Without reopening competition

Contracting authority locations

• UKL22
• UKL21
• UKL16

Contracting authorities that may use the framework

Newport City Council

Vale of Glamorgan Council

Monmouthshire County Council

Torfaen County Borough Council

Blaenau Gwent County Borough Council

Framework operation description

Suppliers will be ranked first and second place for each Lot

Description

The Supplier shall provide for purchase and delivery of period products, including but not limited to:

- Disposable pads of varying sizes and absorbencies.

- Disposable tampons with applicators and non-applicator variants.

The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to

distribute free period products to the public.

This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.

The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.

The lot value is based on spend for the following Councils:

Cardiff Council

Vale of Glamorgan Council

Torfaen County Borough Council

Monmouthshire County Council

Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.

Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.

CPV classifications

• 33700000 - Personal care products

Delivery regions

• UKL22 - Cardiff and Vale of Glamorgan
• UKL21 - Monmouthshire and Newport
• UKL16 - Gwent Valleys

Lot value (estimated)

748528 GBP Excluding VAT

898231 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 July 2025, 00:00AM

Contract end date (estimated)

30 June 2026, 23:59PM

Extension end date (estimated)

30 June 2029, 23:59PM

Can the contract be extended?

Yes

Description of extensions

There is an option to extend for 3x 12 month periods subject to Welsh Government funding

Description of how multiple lots may be awarded

N/A

Award criteria

Description

The Supplier shall provide for purchase and delivery of period products, including but not limited to:

- Reusable menstrual cups of various sizes.

The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to

distribute free period products to the public.

This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.

The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.

The lot value is based on spend for the following Councils:

Cardiff Council

Vale of Glamorgan Council

Torfaen County Borough Council

Monmouthshire County Council

Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.

Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.

CPV classifications

• 33700000 - Personal care products

Delivery regions

• UKL22 - Cardiff and Vale of Glamorgan
• UKL21 - Monmouthshire and Newport
• UKL16 - Gwent Valleys

Lot value (estimated)

69548 GBP Excluding VAT

83458 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 July 2025, 00:00AM

Contract end date (estimated)

30 June 2026, 23:59PM

Extension end date (estimated)

30 June 2029, 23:59PM

Can the contract be extended?

Yes

Description of extensions

There is an option to extend for 3x 12 month periods, subject to Welsh Government funding.

Description of how multiple lots may be awarded

N/A

Award criteria

Description

The Supplier shall provide for purchase and delivery of period products, including but not limited to:

- Period pants of varying sizes and absorbencies, with wet bags.

The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to

distribute free period products to the public.

This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.

The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.

The lot value is based on spend for the following Councils:

Cardiff Council

Vale of Glamorgan Council

Torfaen County Borough Council

Monmouthshire County Council

Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.

Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.

CPV classifications

• 33700000 - Personal care products

Delivery regions

• UKL22 - Cardiff and Vale of Glamorgan
• UKL21 - Monmouthshire and Newport
• UKL16 - Gwent Valleys

Lot value (estimated)

1088724 GBP Excluding VAT

1306468 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 July 2025, 00:00AM

Contract end date (estimated)

30 June 2026, 23:59PM

Extension end date (estimated)

30 June 2029, 23:59PM

Can the contract be extended?

Yes

Description of extensions

There is an option to extend for 3x 12 month periods, subject to Welsh Government funding.

Description of how multiple lots may be awarded

N/A

Award criteria

Description

The Supplier shall provide for purchase and delivery of period products, including but not limited to:

Reusable cloth pads, with wet bags.

The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to

distribute free period products to the public.

This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.

The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.

The lot value is based on spend for the following Councils:

Cardiff Council

Vale of Glamorgan Council

Torfaen County Borough Council

Monmouthshire County Council

Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.

Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.

CPV classifications

• 33700000 - Personal care products

Delivery regions

• UKL22 - Cardiff and Vale of Glamorgan
• UKL21 - Monmouthshire and Newport
• UKL16 - Gwent Valleys

Lot value (estimated)

266380 GBP Excluding VAT

319656 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 July 2025, 00:00AM

Contract end date (estimated)

30 June 2026, 23:59PM

Extension end date (estimated)

30 June 2029, 23:59PM

Can the contract be extended?

Yes

Description of extensions

There is an option to extend for 3x 12 month periods, subject to Welsh Government funding.

Description of how multiple lots may be awarded

N/A

Award criteria

Description

The Supplier shall provide for purchase and delivery of period products, including but not limited to:

- Puberty & Periods Educational guides/packs.

The aim of the period dignity programme is to provide eco-friendly, high-quality products along with informational material within education settings and throughout Cardiff local authority communities, utilising Cardiff and the Vale of Glamorgan Schools and Hubs to

distribute free period products to the public.

This tender is subject to funding from Welsh Government, and as such there is the risk that the value of the grant will increase, decrease or be withdrawn entirely.

The Contracting Authorities reserve the right to include additional locations to the list over the lifetime of the Framework.

The lot value is based on spend for the following Councils:

Cardiff Council

Vale of Glamorgan Council

Torfaen County Borough Council

Monmouthshire County Council

Newport City Council and Blaenau Gwent County Borough Council spend per lot is unknown at this time.

Lot value for Cardiff and the Vale of Glamorgan is explained in more detail within the ITT documents.

CPV classifications

• 33700000 - Personal care products

Delivery regions

• UKL22 - Cardiff and Vale of Glamorgan
• UKL21 - Monmouthshire and Newport
• UKL16 - Gwent Valleys

Lot value (estimated)

40204 GBP Excluding VAT

48245 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 July 2025, 00:00AM

Contract end date (estimated)

30 June 2026, 23:59PM

Extension end date (estimated)

30 June 2029, 23:59PM

Can the contract be extended?

Yes

Description of extensions

There is an option to extend for 3x 12 month periods, subject to Welsh Government funding.

Description of how multiple lots may be awarded

N/A

Award criteria

Tender submission deadline

27 May 2025, 12:00PM

Enquiry deadline

20 May 2025, 12:00PM

Date of award of contract

30 June 2025, 23:59PM

Submission address and any special instructions

https://supplierlive.proactisp2p.com/

May tenders be submitted electronically?

Yes

Is this a recurring procurement?

No

Publication date of next tender notice (estimated)

25 May 2029, 23:59PM

Languages that may be used for submission

• English
• Welsh