Supply, Installation, Maintenance and Management of Digital Totems for the Town Centres

Procurement reference

CCBC/PS2864/AB/25

Procurement description

Caerphilly County Borough Council’s (the Council) Town Centre Support Team are seeking to appoint a qualified and competent bidder to supply, install and maintain sub-surface mounted, outdoor digital totems within the borough’s five (5) principal town centres of Bargoed, Blackwood, Caerphilly, Risca and Ystrad Mynach for a minimum period of three years. Due to potential budget constraints in delivering all five (5) digital totems the Council has developed three options (3, 4 or 5 totems). Applicants will be required to price against ALL three options as part of their submission. The Council will determine the final locations of the totems within the town centres, and which option (number) of totems will be awarded.

Main category

Goods

Delivery regions

• UKL16 - Gwent Valleys

Total value (estimated, excluding VAT)

130000 GBP to 130000GBP

Contract dates (estimated)

03 November 2025, 00:00AM to 31 March 2029, 23:59PM

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

Caerphilly County Borough Council

Procedure type

Below threshold - open competition

Is the total value above threshold?

Below threshold

CPV classifications

• 44423400 - Signs and related items
• 34928470 - Signage
• 30231300 - Display screens
• 45310000 - Electrical installation work
• 79341200 - Advertising management services

Delivery regions

• UKL16 - Gwent Valleys

Lot value (estimated)

130000 GBP Excluding VAT

156000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

03 November 2025, 00:00AM

Contract end date (estimated)

31 March 2029, 23:59PM

Extension end date (estimated)

31 March 2036, 23:59PM

Can the contract be extended?

Yes

Description of extensions

The Council reserves the right, at its sole discretion, to extend the contract beyond this date in successive periods of two (2) years, subject to satisfactory performance and continued operational requirements. Such extensions may continue for the life of the digital totems, as determined by the Council.

Participation

Award criteria

Tender submission deadline

22 October 2025, 12:00PM

Enquiry deadline

15 October 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 instructions ensuring 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 the tender 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. Please remember 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 have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. 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 must contain 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 under the 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 blue arrow.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 any questions/queries via telephone/email.If you require assistance please contact Jemma Ford 01443 863163 - fordj1@caerphilly.gov.uk.When submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing a tender submission using our Proactis Plaza system.

May tenders be submitted electronically?

Yes