Provision of Security at Ty Fesen and One Other Emergency Accommodation

Procurement reference

CCBC/PS3079/26/HS

Procurement description

Caerphilly County Borough Council (the “Council”) is seeking to procure a security Contract with a suitable provider for the Provision of Security at Ty Fesen and One Other Emergency Accommodation.

The Council previously undertook a procurement exercise for the provision of security services comprising of the following lots:

• Lot 1 – Security Services at Ty Fesen and one other emergency accommodation site; and

• Lot 2 – Security Services at Tredomen Park.

Following evaluation of bids in accordance with the methodology and award criteria set out in the procurement documentation, the Council was unable to conclude the procurement process for Lot 1. Accordingly, the Council is re-tendering its requirement for:

Security Services at Ty Fesen and one other emergency accommodation site.

The procurement process for Lot 2 – Security at Tredomen is being concluded under the original tender process and does not form part of this tender opportunity.

Previous notices

ocds-h6vhtk-0655dc UK2

ocds-h6vhtk-0655dc UK4

Caerphilly County Borough Council’s Housing Solutions Service is seeking to construct a contract to procure the Provision of Security at Ty Fesen and one other identified temporary accommodation.

Ty Fesen is a two-storey building in the centre of Caerphilly (very close to both the train & bus stations). There are 13 almost fully self-contained units within the scheme, i.e. 10 units with two bedrooms and 3 bedsits.

Within the scheme there are several communal rooms, such as, laundry rooms, kitchens/dining rooms and a playroom. There’s office space on both the ground and first floors.

Ty Fesen provides short term accommodation to households that present themselves as homeless to the Council. Households include couples with children, single parent families, couples and single female/males.

Households will stay at Ty Fesen on a temporary basis for a period of approximately 6 to 12 months and are then moved on into alternative and suitable accommodation.

The other known Emergency Accommodation site is a Hotel based in Abertridwr. This site is currently a 10 bed accommodation with potential to increase during the period of the contract.

The remit of the security provider, with additional concierge duties, will be to protect the welfare, safety and security of the premises, staff and residents of Ty Fesen and one other known emergency accommodation.

Full details are in the tender documents ITT on the councils e tender portal Proactis Plaza

The Council will hold a supplier engagement event Thursday 29 October 2026 at 15:00 hours via Microsoft Teams. Service providers wishing to attend will need to message directly via the e-tendering portal, Proactis Plaza dialogue function with their email address and will be provided with a link to attend.

Main category

Services

Delivery regions

• UKL16 - Gwent Valleys

Total value (estimated, excluding VAT)

1050000.00 GBP to 1050000.00GBP

Contract dates (estimated)

01 February 2027, 00:00AM to 31 January 2030, 23:59PM

Extension end date (if all the extensions are used): 31 January 2032

Caerphilly County Borough Council

Procedure type

Open procedure

Is the total value above threshold?

Above threshold

Trade agreements

Government Procurement Agreement (GPA)

CPV classifications

• 79710000 - Security services

Delivery regions

• UKL16 - Gwent Valleys

Lot value (estimated)

1050000.00 GBP Excluding VAT

1260000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 February 2027, 00:00AM

Contract end date (estimated)

31 January 2030, 23:59PM

Extension end date (estimated)

31 January 2032, 23:59PM

Can the contract be extended?

Yes

Description of extensions

With the option to extend for up to a further period of twenty-four (24) months

Award criteria

Tender submission deadline

27 November 2026, 12:00PM

Enquiry deadline

20 November 2026, 17:00PM

Date of award of contract

23 December 2026, 23:59PM

Submission address and any special instructions

https://supplierlive.proactisp2p.com/Account/Login#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

Languages that may be used for submission

• English
• Welsh