The Provision of a Leisure Management System

Procurement reference

CCBC/PS2976/26/JT

Procurement 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.

Main category

Services

Delivery regions

• UKL16 - Gwent Valleys

Total value (estimated, excluding VAT)

1300000.00 GBP to 1300000.00GBP

Contract dates (estimated)

01 September 2027, 00:00AM to 31 August 2032, 23:59PM

Extension end date (if all the extensions are used): 31 August 2037

Caerphilly County Borough Council

Procedure type

Competitive flexible procedure

Is the total value above threshold?

Above threshold

Trade agreements

Government Procurement Agreement (GPA)

CPV classifications

• 48000000 - Software package and information systems
• 72000000 - IT services: consulting, software development, Internet and support

Delivery regions

• UKL16 - Gwent Valleys

Lot value (estimated)

1300000.00 GBP Excluding VAT

1560000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 September 2027, 00:00AM

Contract end date (estimated)

31 August 2032, 23:59PM

Extension end date (estimated)

31 August 2037, 23:59PM

Can the contract be extended?

Yes

Description of extensions

The Council reserves the right to extend the contract for a further period of up to 60 months.

Does the lot include options?

Yes

Description of options

The Council reserves the right to purchase additional products, modules, licences and/or services during the contract term, where these are related to and enhance or extend the functionality of the solution within the scope of this procurement.

Award criteria

Tender submission deadline

26 May 2026, 12:00PM

Enquiry deadline

14 May 2026, 12:00PM

Date of award of contract

10 July 2026, 23:59PM

Submission address and any special instructions

https://supplierlive.proactisp2p.com/Account/Login

May tenders be submitted electronically?

Yes

Is this a recurring procurement?

No

Publication date of next tender notice (estimated)

01 August 2035, 23:59PM

Languages that may be used for submission

• English
• Welsh

Document type

Documents can be accessed via: https://supplierlive.proactisp2p.com/Account/Login