The Provision of Clothing to Support the Period Dignity Grant

Procurement reference

CCBC/PS2687/25/TY

Procurement description

Caerphilly County Borough Council (the Council) has the requirement to provide Clothing to support the Period Dignity Grant. Welsh Government are working on eradicating period poverty, which means ensuring that having a period does not lead to missed education, absences from employment or withdrawal from sport and social activities. The entire menstrual cycle has profound impacts on people’s mental and physical health and the ways in which they can live their lives. Therefore, in addition to the provision of period products, the grant issued to Local Authorities, allows for spare clothing to be provided to support anyone who may experience an accident and stained clothing during their period.

Providers are invited to tender for the supply and delivery of clothing to support the period dignity grant.

The tender is split into two lots, Lot 1 - Children and Lot 2 - Adults. Providers must be able to offer all the core items listed in the pricing schedule and tender specification for both lots.

The arrangement shall be awarded to one provider who is able to meet the full requirements of the tender specification.

The tender shall be evaluated in two stages

Stage One - Evaluation of Samples, Social Value and Method statement of contract management.

Stage Two - Price 100%

Samples must be provided by the closing date and time of 12:00 Thursday 25 September 2025:

Thomas Young

Procurement Officer

Procurement Services

Penallta House, Tredomen Park,

Ystrad Mynach

CF82 7PG

Samples not delivered to the stipulated Officer / Address by the date and time will be excluded from the tendering process.

Full details can be found in the tender documents.(ITT)

Main category

Goods

Delivery regions

• UKL16 - Gwent Valleys

Total value (estimated, excluding VAT)

120000 GBP to 120000GBP

Contract dates (estimated)

01 October 2025, 00:00AM to 30 September 2027, 23:59PM

Extension end date (if all the extensions are used): 28 September 2029

Caerphilly County Borough Council

Procedure type

Below threshold - open competition

Is the total value above threshold?

Below threshold

Description

Children's clothing.

CPV classifications

• 18000000 - Clothing, footwear, luggage articles and accessories

Delivery regions

• UKL16 - Gwent Valleys

Lot value (estimated)

60000 GBP Excluding VAT

72000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 October 2025, 00:00AM

Contract end date (estimated)

30 September 2027, 23:59PM

Extension end date (estimated)

28 September 2029, 23:59PM

Can the contract be extended?

Yes

Description of extensions

2 + 2 (Year on year)

Simple description of award criteria

100% Cost

0% Quality

Pass / Fail Included within the Invitation to Tender Document

Description

Adults Clothing

CPV classifications

• 18000000 - Clothing, footwear, luggage articles and accessories

Delivery regions

• UKL16 - Gwent Valleys

Lot value (estimated)

60000 GBP Excluding VAT

72000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 October 2025, 00:00AM

Contract end date (estimated)

30 September 2027, 23:59PM

Extension end date (estimated)

01 October 2029, 23:59PM

Can the contract be extended?

Yes

Description of extensions

2 + 2 (year on year)

Simple description of award criteria

100% Cost

0% Quality

Pass / Fail included

Tender submission deadline

25 September 2025, 12:00PM

Enquiry deadline

18 September 2025, 17:00PM

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 instructionsensuring 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 thetender 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. Pleaseremember 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 haveread and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registrationprocess. 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 mustcontain 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 underthe 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 bluearrow.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 anyquestions/queries via telephone/email.A supplier guide title "Supplier_step-by-step_guide" is available via the portal and this contract notice detailing how to useregister on the Proactis Plaza system.If you require assistance please contact Jemma Ford 01443 863163 - fordj1@caerphilly.gov.ukWhen submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing atender submission using our Proactis Plaza system.(WA Ref:139137)The buyer considers that this contract is suitable for consortia bidding.(WA Ref:137124)Relates to the following project/programme financed by EU Community Funds: These projects are funded by a combination of funding routes as prescribed in the procurement documents.The buyer considers that this contract is suitable for consortia bidding.

May tenders be submitted electronically?

Yes