Scope
Procurement reference
PS2923
Procurement description
Caerphilly County Borough Council is reviewing its asset management applications to consolidate multiple systems into a single solution through a tender process. The new system must comprehensively manage corporate assets including estate, land ownership, surveys, properties, finance and insurance.
Total value (estimated, excluding VAT)
1500000 GBP to 1500000GBP
Contract dates (estimated)
01 April 2026, 00:00AM to 31 March 2031, 23:59PM
Extension end date (if all the extensions are used): 31 March 2036
Contracting authority
Caerphilly County Borough Council
Identification register:
Address 1: Penallta House, Tredomen Park
Town/City: Hengoed
Postcode: CF82 7PG
Country: United Kingdom
Website: www.caerphilly.gov.uk
Public Procurement Organisation Number: PWHP-2369-JPYL
Contact name: Jessica Thomas
Email: thomaj11@caerphilly.gov.uk
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales
Procedure
Procedure type
Competitive flexible procedure
Is the total value above threshold?
Above threshold
Trade agreements
Government Procurement Agreement (GPA)
Lots
Divided into 1 lots
Lot number: 1
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
Lot value (estimated)
1500000 GBP Excluding VAT
1800000 GBP Including VAT
Sustainability
Small and medium-sized enterprises (SME)
Contract start date (estimated)
01 April 2026, 00:00AM
Contract end date (estimated)
31 March 2031, 23:59PM
Extension end date (estimated)
31 March 2036, 23:59PM
Can the contract be extended?
Yes
Description of extensions
The contract can be extended for a period of 60 months renewable on a two year or yearly basis.
Does the lot include options?
Yes
Description of options
The Council reserves the right to purchase additional licences or services from the successful supplier that relate to the subject matter of the contract.
Participation
Conditions of participation
Information is provided in the Proactis eTendering system
Conditions of participation
Information is provided in the Proactis eTendering system
Award criteria
Type: quality
Name
Quality Questions
Description
Response to quality questions set out in the Proactis eTendering system.
Weighting: 25.00
Weighting type: percentageExact
Type: price
Name
Price
Description
Completion of the pricing schedule and uploading to the Proactis eTendering system.
Weighting: 35.00
Weighting type: percentageExact
Type: quality
Name
System Demonstration
Description
The top three scoring bidders (quality questions plus price) will be invited to provide a system demonstration, questions are provided in the Proactis eTendering system.
Weighting: 40.00
Weighting type: percentageExact
Contract terms and risks
Payment terms
In line with the contract terms and conditions
Tender submission deadline
15 December 2025, 00:00AM
Enquiry deadline
05 December 2025, 00:00AM
Date of award of contract
19 February 2026, 23:59PM
Submission address and any special instructions
Tenders must be submitted via the Proactis eTendering system: 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)
14 January 2030, 23:59PM
Languages that may be used for submission
Tender submission deadline
15 December 2025, 00:00AM
Enquiry deadline
05 December 2025, 00:00AM
Date of award of contract
19 February 2026, 23:59PM
Submission address and any special instructions
Tenders must be submitted via the Proactis eTendering system: 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)
14 January 2030, 23:59PM
Languages that may be used for submission
Document type
Bidding documents
Document type
Tender documents can be accessed via the Proactis eTendering system:
https://supplierlive.proactisp2p.com/Account/Login
Document type
Conflict of interest
Description
Not published