Scope
Procurement reference
CCBC/PS2869/25/JT
Procurement description
The Council has a requirement to procure a modern, scalable, secure and accessible Leisure Management System (LMS) to support the delivery of leisure services across the County Borough. The system will be used by customers, staff, and administrators, and must support full self-service capabilities. It must comply with relevant Welsh and UK public sector standards and be suitable for integration into a local authority digital ecosystem.
The Council aims to increase usage and income at its leisure centres by enhancing customer experience through improved communications, digital self-service and targeted marketing, while supporting corporate and national objectives around health, wellbeing and social inclusion. The approach focuses on building customer loyalty and delivering best value via stable, data-informed service improvements.
The Council’s Sport & Leisure Services consist of 9x leisure centres, 1x Athletics Hub, 1x Centre for Sporting Excellence and 4x School Sport Facilities. Park Services consists of 116x grass pitches, which play host to several thousand rugby, football and cricket matches each year as well as sport and public events.
Further information can be found in the Procurement Document in the Proactis eTendering system.
Total value (estimated, excluding VAT)
1000000 GBP to 1000000GBP
Contract dates (estimated)
01 September 2026, 00:00AM to 31 August 2031, 23:59PM
Extension end date (if all the extensions are used): 31 August 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
Telephone: 01443863382
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)
1000000 GBP Excluding VAT
1200000 GBP Including VAT
Sustainability
Small and medium-sized enterprises (SME)
Contract start date (estimated)
01 September 2026, 00:00AM
Contract end date (estimated)
31 August 2031, 23:59PM
Extension end date (estimated)
31 August 2036, 23:59PM
Can the contract be extended?
Yes
Description of extensions
The contract can be extend for up to a further 60 months, the Council have the option to renew the contract annually or every 24 months until the end of the 60 month period.
Does the lot include options?
Yes
Description of options
If additional sites are added to the Council's portfolio during the contract period the option will be available to use the services procured under the contract for those additional sites.
The Council reserve the right to procure additional services throughout the duration of the contract if they assist with improving the customer experience or provide innovation to enhance the service, within the subject matter of the contract.
Participation
Conditions of participation
Bidders will be required to confirm their acid-test ratio is higher than one (1) and that their turnover for the last FY was more than £400k.
Conditions of participation
Bidders must provide evidence that they hold a valid security accreditation, such as Cyber Essentials, ISO27001, or an equivalent recognised certification.
Bidders must confirm that their solution aligns with the principles and requirements set out in the Digital Service Standard for Wales, as defined by the Centre for Digital Public Services.
Bidders must describe how the proposed solution supports bilingual functionality in line with Welsh Language legislation and the expectations set out in the Digital Service Standard for Wales, including the Bilingual Technology Toolkit.
Award criteria
Type: quality
Name
Tender Response Questions
Description
Response to the quality questions set out in the Proactis eTendering system.
Weighting: 20.00
Weighting type: percentageExact
Type: price
Name
Pricing Schedule
Description
Completion of the pricing schedule provided in the Proactis eTendering system.
Weighting: 30.00
Weighting type: percentageExact
Type: quality
Name
System Demonstration
Description
Bidders shall attend a three hour system demonstration and shall be scored against the questions set out in the Proactis eTendering system.
Weighting: 40.00
Weighting type: percentageExact
Type: quality
Name
Social Value
Description
Bidders are required to submit the completed National TOMs document, outlining what social value they will deliver throughout the duration of the contract.
Weighting: 10.00
Weighting type: percentageExact
Tender submission deadline
27 October 2025, 12:00PM
Enquiry deadline
20 October 2025, 12:00PM
Date of award of contract
02 December 2025, 23:59PM
Submission address and any special instructions
All tenders must be submitted electronically via the Proactis eTendering system, link below: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)
01 September 2035, 23:59PM
Languages that may be used for submission
Tender submission deadline
27 October 2025, 12:00PM
Enquiry deadline
20 October 2025, 12:00PM
Date of award of contract
02 December 2025, 23:59PM
Submission address and any special instructions
All tenders must be submitted electronically via the Proactis eTendering system, link below: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)
01 September 2035, 23:59PM
Languages that may be used for submission