Leisure Management System for Caerphilly County Borough Council

Procurement description

Caerphilly's Sport & Leisure Services are seeking a new Leisure Management System (LMS) to replace the current solution introduced in 2007. As part of the Council's ongoing commitment to enhancing community services, we plan to implement a new integrated leisure management software solution across our park and leisure sites.

The existing LMS is utilised across 9 leisure centres, 1 Athletics Hub, 1 Centre for Sporting Excellence and 4 School Sport Facilities. It manages 180,000 member records and processes approximately 2,346,000 transactions annually.

The new system aims to improve the customer experience by providing:

• Online self-service portal for joining

• Online self-service portal for Direct Debit set up

• Online self-service portal for Direct Debit cancellation (in accordance with the new Digital Consumer Bill 2026)

• Bookings

• Payment administration (including direct debit management with full integration with Bacs and monthly Invoicing)

• Account management

• Course management (Swimming Lessons) with a Parent Portal

• Access control (Automated Card Swipe and/or QR Code Entry)

• Mobile App

• Compatibility with various devices, including smartphones

• Statistical analysis reports

• Intelligent marketing and communication capabilities

Additionally, Park Services require a new Pitch Booking Management System to replace the solution introduced in 2013. It manages approximately 116 pitches across rugby, football and cricket, 80 clubs made up of various age groups and processes approximately 3500 bookings annually.

The new system aims to improve the customer experience by providing:

• Online self-service portal for joining

• Online self-service portal for card and BAC’s payments

• Online self-service portal for read only access (view availability, statements, balance etc).

• Bookings

• Payment administration

• Account management

• Mobile App

• Compatibility with various devices, including smartphones

• Booking & Audit reports

• Intelligent marketing and communication capabilities

Additionally, all customer facing platforms must be fully bi-lingual in compliance with Welsh Language Standards regulations.

Main category

Services

Delivery regions

• UKL16 - Gwent Valleys

Total value (estimated)

1000000 GBP Excluding VAT

1200000 GBP Including VAT

Contract dates (estimated)

01 September 2026, 00:00AM to 31 August 2031, 23:59PM

Extension end date (if all the extensions are used): 31 August 2036

Caerphilly County Borough Council

Is the total value above threshold?

Above threshold

CPV classifications

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

Delivery regions

• UKL16 - Gwent Valleys

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 September 2026, 00:00AM

Contract end date (estimated)

31 August 2031, 23:59PM

Extension end date (estimated)

31 August 2036, 23:59PM

Can the contract be extended?

Yes

Engagement process description

Interested suppliers will be invited to attend individual engagement sessions with the project team to discuss the requirements, ask any questions and provide feedback on the brief provided in this notice. The sessions will be 30 minutes long and held via Microsoft Teams w/c 04 August 2025. Interested suppliers should email Jessica Thomas (thomaj11@caerphilly.gov.uk) confirming they wish to attend an engagement session and provide email addresses of the attendees.

Interested suppliers are also able to provide relevant information on their solutions, including:

• System Capabilities

• Security Features

• Integration Options

• Roadmap for Future Enhancements

• Support and Maintenance Plans

Due date

08 August 2025, 23:59PM

Has the engagement period already ended?

No

Publication date of tender notice (estimated)

01 October 2025