Provision of Design and Technology Machinery Safety and Local Exhaust Ventilation (LEV) Examination Services

Procurement description

Caerphilly County Borough Council ("the Authority") invites tenders from suitably qualified and experienced Providers for the provision of statutory inspection, examination, testing, certification and reporting services relating to Design and Technology (D&T) machinery and Local Exhaust Ventilation (LEV) systems located within maintained schools and educational establishments across Caerphilly County Borough.

The services are required to support the Authority's compliance with statutory health and safety obligations, including but not limited to:

- The Control of Substances Hazardous to Health Regulations 2002 (COSHH)

- The Provision and Use of Work Equipment Regulations 1998 (PUWER)

- Relevant Health and Safety Executive (HSE) guidance

- BS 4163:2021+A1:2022 Health and Safety for Design and Technology in Educational and Similar Establishments

- Building Bulletin 81 (BB81)

The successful provider(s) will undertake annual inspections, examinations, testing, certification and reporting activities, together with the identification and reporting of compliance and non-compliance issues.

The Tender is divided into three Lots as stipulated above. Bidders may submit a tender for Lot 1, Lot 2 or 3. The Authority recognises that some Bidders may only have capability and capacity to deliver one specialist service area, whilst others may be able to provide both service elements.

The Authority reserves the right to award the contract on the most cost-effective option to the Authority by evaluating Lot 1 and Lot 2 against the aggregated outcome of Lot 3. The contract may be awarded to two separate bidders under Lot 1 and Lot 2 or to one bidder under Lot 3.

Bidders tendering for both lots may be able to offer a discounted price if awarded both lots and have the opportunity to add a discounted value (if applicable) within the pricing schedule. This will include any discounted rates or other commercial efficiencies that may be achieved through the provision of a combined service under a single contract arrangement.

Main category

Services

Delivery regions

• UKL16 - Gwent Valleys

Total value (estimated, excluding VAT)

60000.00 GBP to 60000.00GBP

Contract dates (estimated)

01 January 2027, 00:00AM to 31 December 2029, 23:59PM

Extension end date (if all the extensions are used): 31 December 2031

Caerphilly County Borough Council

Procedure type

Below threshold - open competition

Is the total value above threshold?

Below threshold

Description

This lot comprises the annual statutory inspection, examination, testing and certification of LEV systems and associated extraction equipment including, but not limited to:

- Wood dust extraction systems

- Fume extraction systems

- Welding extraction systems

- Spray booths

- Electrostatic filters

- Science laboratory fume cupboards

The scope includes thorough examination and testing, visual inspections, performance testing and the provision of detailed inspection reports and test certificates.

CPV classifications

• 71631100 - Machinery-inspection services
• 71630000 - Technical inspection and testing services
• 71315410 - Inspection of ventilation system
• 71321400 - Ventilation consultancy services

Delivery regions

• UKL16 - Gwent Valleys

Lot value (estimated)

30000.00 GBP Excluding VAT

36000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 January 2027, 00:00AM

Contract end date (estimated)

31 December 2029, 23:59PM

Extension end date (estimated)

31 December 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Option to extend for a further period of up to twenty-four (24) months.

Does the lot include options?

Yes

Description of options

The Council reserves the right to utilise this contract across all Council establishments, where required.

Award criteria

Description

This lot comprises the annual inspection, examination, testing and reporting of Design and Technology machinery, ancillary equipment and associated safety systems including, but not limited to:

- Bandsaws

- Circular saws

- Lathes

- Pillar drills

- Planer thicknessers

- Disc and belt sanders

- Grinders

- Kilns

- Spray booths

- Dust extraction systems

- Welding equipment

- Associated guarding, braking systems and emergency stop controls

The service must assess compliance with PUWER and relevant educational workshop safety requirements.

CPV classifications

• 71631100 - Machinery-inspection services
• 71630000 - Technical inspection and testing services
• 71315410 - Inspection of ventilation system
• 71321400 - Ventilation consultancy services

Delivery regions

• UKL16 - Gwent Valleys

Lot value (estimated)

30000.00 GBP Excluding VAT

36000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 January 2027, 00:00AM

Contract end date (estimated)

31 December 2029, 23:59PM

Extension end date (estimated)

31 December 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Option to extend for a further period of up to twenty-four (24) months.

Does the lot include options?

Yes

Description of options

The Council reserves the right to utilise this contract across all Council establishments, where required.

Award criteria

Tender submission deadline

10 November 2026, 12:00PM

Enquiry deadline

03 November 2026, 17:00PM

Submission address and any special instructions

1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login 2. 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 will enter 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. 15. 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