Find a TenderAwardedContract details notice

Published 10 Mar 2026, 15:05 GMT

Official UK procurement notice

Maintenance & Support of Hardware & Software for Generators & UPS

Authority: Caerphilly County Borough Council (Local council)

ServicesBelow threshold - open competitionBelow thresholdLight touch regimeSME suitable

Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30)Electrical machinery, apparatus, equipment and consumables; lighting (31)Repair & Maintenance (50) Delivery: Wales (UKL16)

Published estimate£125,000≈ £42k / year · £150,000 inc. VAT28% above published estimate

Submissions closed 27 Mar 2026awarded 14 May 2026

Awarded to A J CREWS & CO LIMITED

Contract term 3 yrsends 30 Apr 2029 · up to 30 Apr 2031 with extensions · starts 1 May 2026

What is being bought

Published requirement description

Caerphilly County Borough Council has 300+ locations throughout the borough. At three of these locations (which are deemed critical) there are generators linked to uninterruptible power systems (of varying sizes). The Authority is seeking quotations from invited Suppliers to provide hardware, and software support and maintenance on its generators and uninterruptible power systems, initially this will be limited to those listed in Appendix A of this document. Caerphilly CBC reserves the right to amend this list as necessary during the term of the contract, this may result in an increase or decrease of the inventory; charges for such changes will be discussed at the appropriate time. Suppliers shall ensure that they have access to appropriate parts and software to fulfil this contract.

CPV: Electrical machinery, apparatus, equipment and consumables; lighting · Office and computing machinery, equipment and supplies except furniture and software packages · Repair and maintenance services

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 3 yrsSMEPublished value£125,000

Contract period: 1 May 2026 – 30 Apr 2029 (3 yrs) · up to 30 Apr 2031 with extensionsValue: £125,000 exc. VAT · £150,000 inc. VAT

Delivery: WalesEligibility: SME eligible

Extensions: 2 x 12 months

30000000 Office and computing machinery, equipment and supplies except furniture and software packages 31000000 Electrical machinery, apparatus, equipment and consumables; lighting 50000000 Repair and maintenance services

What it takes to win
i
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Quality: 60%Price: 40%

Published award criteria (2)

Quality: 60%
Price: 40%

What this means for your bid

Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record

Procedure method: Below threshold - open competition
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Services
Notice status: Awarded
Procurement threshold: Below threshold
Regulatory regime: Light touch regime
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Unspecified in notice
Recurring procurement: Unspecified in notice
First published: 10 Mar 2026, 15:05 GMT
Last source update: 29 May 2026, 14:35 BST
Authority reference: CCBC/PS2963/26/SKA
FTS notice number: 2026/S 000-021406
Latest notice: Contract details notice (UK7)
Classification (CPV): Electrical machinery, apparatus, equipment and consumables; lightingOffice and computing machinery, equipment and supplies except furniture and software packagesRepair and maintenance services
Delivery area: Wales (UKL16)
Official registry OCID: ocds-h6vhtk-066680 Find a Tender

How it was run

Official notice

Run through: ProContract (Due North) · Who buys & how to bid on ProContract

Supplier login requiredElectronic submission allowed

Access & registration note: Free · short registration with manual review; public opportunity list

Submission deadline: 27 Mar 2026, 12:00 GMT
Clarification deadline: 18 Mar 2026, 17:00 GMT
Submission channel: Official e-sourcing portal
Electronic submission: Allowed

Detailed submission instructions & authority contactsFrom official release

supplierlive.proactisp2p.com/Account/Login ↗

Timeline

10 Mar 2026 → 29 May 2026 · 5 dates

Tender notice published230 days ago
10 Mar 2026, 15:05 GMT
Clarification questions by222 days ago
18 Mar 2026, 17:00 GMT
Submission deadline213 days ago
27 Mar 2026, 12:00 GMT
Contract starts179 days ago
1 May 2026, 00:00 BST
Latest notice published150 days ago
29 May 2026, 14:35 BST

Notice history

5 events · 3 releases on Find a Tender · since 10 Mar 2026

Tender notice published
10 Mar 2026, 15:05 GMT
UK4
Contract award notice published
29 May 2026, 13:29 BST
UK6
Status changed to complete
29 May 2026, 13:29 BST
Contract details notice published
29 May 2026, 14:35 BST
UK7
Contract signature expected
1 Jun 2026, 23:59 BST
scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £160,0001 award exc. VAT

Bids received 11 from SMEs

Contracts signed 1latest 29 May 2026

Awarded to	Value	Date	Status
A J CREWS & CO LIMITED1 Jun 2026 – 31 May 2029 · up to 31 May 2031Extensions: The Council reserves the right to extend the contract for a further period of up to 24 months · Options: The supplier may provide any additional works and services within the subject matter of the contract as required by the Council for the duration of the contract.	£160,000	14 May 2026	Awarded

Contracts

Maintenance & Support of Hardware & Software for Generators & UPS · A J CREWS & CO LIMITED
Signed
29 May 2026
Value
£160,000
Period
1 Jun 2026 – 14 May 2029 · up to 14 May 2031 with extensions
Status
active
Extensions
Council has the option to extend for up to 24 months
Options
Council reserves the right to purchase any additional good or services that relate to the subject matter of the contract.

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
1final-stage tenders	1	0	—

Contracting authority & participating public bodies

Caerphilly County Borough Council

Contracting authorityPublic authority - sub-central governmentWelsh devolved regulations apply GB-PPON: PWHP-2369-JPYL Penallta House, Tredomen Park, Hengoed, Wales, CF82 7PGContact name, email

Bidders & participating suppliers

1 commercial party on the notice

A J CREWS & CO LIMITEDAwarded supplierGB-PPON: PXMH-6762-MGGP Unit 30 45 Salisbury Road, Cardiff, Wales, CF24 4ABContact email

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender29 May 2026, 14:35 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender29 May 2026, 13:29 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender10 Mar 2026, 15:05 GMT