Provision of Employment and Digital ID Checks

Procurement description

Caerphilly County Borough Council (“the Council”) is undertaking pre market engagement to inform a future procurement for the Provision of Employment and Digital ID Checks. The Council employs a large and diverse workforce and engages volunteers, foster carers, personal assistants employed through Direct Payments that require Disclosure and Barring Service (DBS) checks as part of safe recruitment and safeguarding arrangements. The Council operates across multiple sites and working environments including offices, schools, care settings, community-based locations, and home working arrangements.

The existing contract is due to expire, and the Council is seeking to better understand the current market capability, delivery models, and innovations prior to commencing a formal procurement exercise. The Council is seeking to appoint a suitably experienced and compliant Provider to provide a secure, efficient, and fully compliant electronic bulk (“e-Bulk”) solution for the end-to-end administration of DBS applications with Digital ID Checking capability.

Main category

Services

Delivery regions

• UKL16 - Gwent Valleys

Total value (estimated)

100000.00 GBP Excluding VAT

120000.00 GBP Including VAT

Contract dates (estimated)

01 December 2026, 00:00AM to 30 November 2029, 23:59PM

Extension end date (if all the extensions are used): 30 November 2031

Caerphilly County Borough Council

Is the total value above threshold?

Below threshold

CPV classifications

• 79600000 - Recruitment services
• 48170000 - Compliance software package
• 79130000 - Legal documentation and certification services
• 79900000 - Miscellaneous business and business-related services
• 72512000 - Document management services
• 75112000 - Administrative services for business operations

Delivery regions

• UKL16 - Gwent Valleys

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 December 2026, 00:00AM

Contract end date (estimated)

30 November 2029, 23:59PM

Extension end date (estimated)

30 November 2031, 23:59PM

Can the contract be extended?

Yes

Engagement process description

The Purpose of preliminary market engagement is to advise and engage with the Market prior to going to tender for the Provision of Employment and Digital ID Checks .

To register an interest Service Providers must send their request via email to procurement@caerphilly.gov.uk. **please note registering an interest against this notice on sell2wales may not get recorded by the Council**

All requests must be received by 15:00 hours Friday 03 July 2026 to the procurement inbox.

This notice is to commence market engagement prior to going to tender to understand services available to the Council.

Please note that this notice is not a contract notice for a call for competition, it is to advise the market of the Councils intension to visit the market for such services in the future. Full details of service specification shall be issued with the call for competition and will be fully detailed in the tender documents.

The Council reserves the right to hold a supplier engagement event and will invite interested parties who register an interest to procurement@caerphilly.gov.uk

It is intended that the contract will commence on 01 December 2026 for a period of three (3) years with the option to extend for up to a further period of two (2) years.

Due date

03 July 2026, 23:59PM

Has the engagement period already ended?

No

Publication date of tender notice (estimated)

31 July 2026