Official UK procurement notice
Provision of E-bulk Solution for the Administration of Disclosure and Barring Service (DBS) for Conwy County Borough Council
Authority: Conwy County Borough Council (Local council)
Sectors: Software Packages & ERP (48)Administration, defence and social security services (75)Business Services & Consultancy (79) Delivery: Wales (UKL13)
Published estimate£478,305≈ £159k / year · £505,592 inc. VAT · 1 value update
Submissions closed 19 May 2025
Contract term 3 yrsup to 5 yrs with extensions · starts 1 Aug 2025
What is being bought
Published requirement descriptionConwy County Borough Council is seeking to appoint an approved e-Broker to facilitate the administration of all its DBS checks electronically either via a hosted or umbrella body solution.
CCBC processes approximately 1800 DBS checks per annum for recruitment and registration purposes.
The approved e-Broker must be registered with DBS and must be able to administer DBS checks for employees and volunteers in other organisations that Conwy CBC currently undertake.
Please refer to the tender documents for full details of the contract requirements.
- The authority expects to re-tender this requirement around 31 Jul 2028, 23:59 BST.
How the procedure runs: This competitive flexible procedure will be conducted in two (2) stages. The two (2) stages are described in more detail below. Stage 1 – Invitation to tender a. Stage 1 will commence with the issuing of a Tender Notice and the publication of the documentation (specification, instructions and invitation to tender). b. Tenders must more…
be submitted in accordance with the timetable and instructions set out in the tender pack. c. After the deadline for submission of tenders, the Authority will undertake the necessary due diligence checks to assess the submissions for non-compliant tenders (including whether Suppliers are on the debarment list). If any tender(s) are found to be non-compliant, the Authority will notify the Supplier that they will not progress any further in the tender process. d. A panel of officers from the Authority will then evaluate and score the tender submissions in accordance with the assessment methodology and award criteria set out in the Tender Notice and documents provided. Based on the written submission weighted scores and pricing weighted scores combined, up to 3 top scoring tenderers may be shortlisted and invited to the second stage (unless they are unable to catch up with scores). e. In carrying out this evaluation, the Authority will disregard any tender from a Supplier that does not satisfy the tender instructions. The Authority may also disregard a tender in line with section 19 of the Procurement Act 2023. f. Stage 1 will conclude with the Authority notifying the unsuccessful Suppliers of the outcome and that they have not been shortlisted to participate in stage 2. Stage 2: Presentation g. Stage 2 will commence with inviting the successful Suppliers shortlisted at Stage 1 to attend an in person or Microsoft Teams presentation. The focus of the presentation will be a demonstration of the Suppliers eBulk solution and an opportunity for bidders to respond to evaluation panels questions. h. Once the presentations have concluded and the evaluation panel score the presentations (in accordance with the assessment methodology and award criteria), the Authority will provide an assessment summary to all Suppliers that submitted final tenders to: i. inform them whether they have been successful in being awarded the Contract ii. provide an explanation of the assessment of the Supplier’s tender against the relevant award criteria, in accordance with the requirements of the Act iii. where different to the Supplier concerned, provide information in respect of the most advantageous tender submitted, including details of the assessment of this tender against the relevant award criteria and the Supplier’s name i. Once the assessment summaries have been provided to the Suppliers that participated in stage 2, the Authority will also publish a contract award notice on sell2wales website and the Central Digital Platform to commence the mandatory standstill period (8 working days). j. Subject to completion of the mandatory standstill period, Stage 2 will end with the Authority entering into the Contract with the preferred Supplier and publication of a Contract Details Notice on sell2wales website and the Central Digital Platform (within 30 days of the date on which the Contract is entered into).- No preliminary market engagement: Conwy County Borough Council has not undertaken any preliminary engagement with market suppliers. This is due to officers already having a good understanding of the market and the project requirements.
CPV: Administration services · Business services: law, marketing, consulting, recruitment, printing and security · Database systems
The lotProcurement structure
single lot · value publishedLot #1Lot 1AwardedRenewalPublished value£478,305
- Value
- £478,305 exc. VAT · £505,592 inc. VAT
- Extensions
- 1 year + 1 year
48610000 Database systems75100000 Administration services79000000 Business services: law, marketing, consulting, recruitment, printing and security
What it takes to wini
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 morei
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).
How bids were scored
Published sub-criteria (2)
- Quality criteria — 40%
- Price — 60%
Published award criteria (2)
- Quality criteria — The quality evaluation criteria accounts for 40% of the total score. This comprises of 25% for the written submission and 15% for the presentation. Questions apart of the written submission include: - Capacity and commercial aspects; - Previous experience and specialist skills; - Project specific information, including overview of DBS eBulk system solution, timescales and implementation and any fees involved. The presentation will involve providing a demonstration of the solution and answering general questions.
- Price — The invitation to tender asks Bidders to cost for all the requirements listed in the Specification, and cover the whole life cost of the contract.
Conditions of participation2
- Economic & financial standingPlease see the tender pack for full details
- Technical & professional abilityPlease see the tender pack for full details
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Cancelled
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Yes · next expected 31 Jul 2028
- First published
- 29 Jul 2025, 11:00 BST
- Last source update
- 29 Jul 2025, 11:00 BST
- Award evaluation window
- Submission end — 23 Jun 2025, 23:59 BST
- Authority reference
CCBC/DBS-2015- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0505d0Find a Tender
- How it runs
This competitive flexible procedure will be conducted in two (2) stages. The two (2) stages are described in more detail below. Stage 1 – Invitation to tender a. Stage 1 will commence with the issuing of a Tender Notice and the publication of the documentation (specification, instructions and invitation to tender). b. Tenders must be submitted in accordance with the timetable and instructions set out in the tender more…
pack. c. After the deadline for submission of tenders, the Authority will undertake the necessary due diligence checks to assess the submissions for non-compliant tenders (including whether Suppliers are on the debarment list). If any tender(s) are found to be non-compliant, the Authority will notify the Supplier that they will not progress any further in the tender process. d. A panel of officers from the Authority will then evaluate and score the tender submissions in accordance with the assessment methodology and award criteria set out in the Tender Notice and documents provided. Based on the written submission weighted scores and pricing weighted scores combined, up to 3 top scoring tenderers may be shortlisted and invited to the second stage (unless they are unable to catch up with scores). e. In carrying out this evaluation, the Authority will disregard any tender from a Supplier that does not satisfy the tender instructions. The Authority may also disregard a tender in line with section 19 of the Procurement Act 2023. f. Stage 1 will conclude with the Authority notifying the unsuccessful Suppliers of the outcome and that they have not been shortlisted to participate in stage 2. Stage 2: Presentation g. Stage 2 will commence with inviting the successful Suppliers shortlisted at Stage 1 to attend an in person or Microsoft Teams presentation. The focus of the presentation will be a demonstration of the Suppliers eBulk solution and an opportunity for bidders to respond to evaluation panels questions. h. Once the presentations have concluded and the evaluation panel score the presentations (in accordance with the assessment methodology and award criteria), the Authority will provide an assessment summary to all Suppliers that submitted final tenders to: i. inform them whether they have been successful in being awarded the Contract ii. provide an explanation of the assessment of the Supplier’s tender against the relevant award criteria, in accordance with the requirements of the Act iii. where different to the Supplier concerned, provide information in respect of the most advantageous tender submitted, including details of the assessment of this tender against the relevant award criteria and the Supplier’s name i. Once the assessment summaries have been provided to the Suppliers that participated in stage 2, the Authority will also publish a contract award notice on sell2wales website and the Central Digital Platform to commence the mandatory standstill period (8 working days). j. Subject to completion of the mandatory standstill period, Stage 2 will end with the Authority entering into the Contract with the preferred Supplier and publication of a Contract Details Notice on sell2wales website and the Central Digital Platform (within 30 days of the date on which the Contract is entered into).
How it was run
Official notice- Submission deadline
- 19 May 2025, 12:00 BST
- Clarification deadline
- 8 May 2025, 12:00 BST
- Electronic submission
- Allowed
- Accepted languages
- en, cy
Detailed submission instructions & authority contactsFrom official release
To submit a compliant tender, you must submit the following: • a fully completed Invitation to Tender document including any permitted supporting documentation; • a completed and signed Form of Tender (Appendix 1). • a completed and signed Declaration (Appendix 2). • completed and signed the Anti-Collusion Certificate (Appendix 3). • any requested supporting documentation. The completed tender submission, together with any requested supporting information, must be uploaded more…
and submitted electronically to www.sell2wales.gov.wales website and be received by and no later than 12pm midday, 19.05.2025. Providers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. Failure to submit the tender submission as required may result in the relevant Supplier being excluded from any further participation in this procurement process. Any tender submitted and / or received after the date and time specified above may not be considered and the Organisation will be advised of this.Timeline
6 published dates · Europe/London- Tender notice published22 Apr 2025, 15:51 BST
- Clarification questions by8 May 2025, 12:00 BST
- Submission deadline19 May 2025, 12:00 BST
- Award decision expected by23 Jun 2025, 23:59 BST
- Latest notice published29 Jul 2025, 11:00 BST
- Contract starts1 Aug 2025, 00:00 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics — not a forecastAwards 1
| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 24 Jul 2025 | CancelledThe Authority reserves the right subject to the appropriate procurement regulations, to change without notice the basis of, or the procedures for, the competitive tendering procedure or to terminate the process at any time. It is the intention to re-advertise the opportunity within the next 6-12 months. |
Notice history
7 events · 2 releases on Find a Tender · since 22 Apr 2025- Procurement termination notice published29 Jul 2025, 11:00 BSTUK12
- Published value updated29 Jul 2025, 11:00 BSTwas £478,305
- Status changed to complete29 Jul 2025, 11:00 BST
- Procurement method changed29 Jul 2025, 11:00 BST
- Deadline withdrawn29 Jul 2025, 11:00 BST
- Buyer details updated29 Jul 2025, 11:00 BST
- Tender notice published22 Apr 2025, 15:51 BSTUK4
Contracting authority & participating public bodies
Official documents & specifications (5)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Tender pack
- Bidding documents and specifications Bilingual advert
- Conflict of interest declarationNot published
Notices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender