Preliminary Market Engagement for 3D Reality Capture, Scanning and Digital Asset Recording Solution

Procurement description

Carmarthenshire County Council wishes to undertake preliminary market engagement in relation to a potential requirement for a professional 3D reality capture solution capable of supporting surveying, spatial data capture, measured building survey work, CAD/BIM workflows and digital asset recording activities across the Authority.

The requirement may include suitable scanning or imaging equipment, associated accessories, compatible software, licenses, training, implementation support, technical support, maintenance and related services.

The Council is considering a potential requirement for a specialist 3D reality capture solution to support surveying, spatial data capture, point cloud production, CAD/BIM-related activity and digital asset recording. The purpose of this preliminary market engagement is to understand the range of solutions available and to gather information on technical capability, functionality, interoperability, data ownership, data hosting, software and licensing models, training, implementation, support, maintenance and whole-life cost considerations.

Interested suppliers are invited to provide information on available equipment, software and service options that may meet the Council's operational requirements, including compatibility with public sector workflows, examples of use by comparable public bodies, whole-life cost models and availability through public sector frameworks or other compliant procurement arrangements.

Indicative Scope

Professional terrestrial laser scanning, imaging or equivalent 3D reality capture equipment suitable for measured building survey and spatial data capture work.

Associated accessories, including tripods, batteries, chargers, cases and any other required field equipment.

Software for point cloud registration, processing, viewing, export and use within CAD/BIM workflows.

Licences, subscriptions or cloud services required to operate, process, store, host, access or share captured data.

Training, implementation support, technical support, maintenance, warranty and upgrade options.

Clear explanation of data ownership, data hosting, export formats, retention arrangements and ongoing access requirements.

This invitation is issued for information-gathering and early market engagement purposes only. It does not constitute an invitation to tender, a commitment to proceed with a future procurement process, or a commitment to award a contract.

Main category

Goods

Delivery regions

• UKL14 - South West Wales

Total value (estimated)

33333.33 GBP Excluding VAT

40000.00 GBP Including VAT

Contract dates (estimated)

01 October 2026, 00:00AM to 30 September 2027, 23:59PM

Carmarthenshire County Council

Is the total value above threshold?

Below threshold

CPV classifications

• 38636100 - Lasers
• 38290000 - Surveying, hydrographic, oceanographic and hydrological instruments and appliances
• 48326000 - Mapping software package

Delivery regions

• UKL14 - South West Wales

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 October 2026, 00:00AM

Contract end date (estimated)

30 September 2027, 23:59PM

Engagement process description

Interested suppliers are requested to respond by email with concise written information addressing the areas set out in this notice. The Council may invite suppliers to take part in follow-up clarification discussions, demonstrations or Teams meetings where this would assist understanding of the market. Any such engagement will be managed to avoid giving any supplier an unfair advantage and to support a fair and transparent approach.

Interested parties should contact Shane Evans via email at ShEvans@carmarthenshire.gov.uk. Suppliers should clearly mark their response as: Preliminary Market Engagement - 3D Reality Capture Solution.

The Council is particularly interested in receiving information on: available 3D reality capture, scanning, imaging or digital asset recording solutions; the extent to which proposed solutions can meet surveying and spatial data capture requirements; data ownership and data hosting arrangements; software licensing and subscription models; compatibility with existing workflows and systems; training and implementation requirements; support, maintenance and upgrade arrangements; whole-life cost considerations; use by other local authorities or comparable public bodies; and availability through public sector frameworks or other compliant procurement arrangements. Any values, dates and assumptions included in this notice are indicative only and may be amended following market engagement.

Confidentiality: Responses will be treated as commercially confidential where appropriate. However, respondents should identify any information they consider commercially sensitive. Aggregated and anonymised feedback may be used to inform the Council's procurement strategy and any future specification.

No commitment: This notice does not constitute an invitation to tender. The Council is not obliged to proceed with a procurement, use a particular route to market, or award a contract. Participation in this engagement will not guarantee inclusion in any future procurement process.

Due date

28 August 2026, 23:59PM

Has the engagement period already ended?

No

Publication date of tender notice (estimated)

31 August 2026