Find a TenderAwarded

Published 8 Oct 2024, 15:45 BST

Official UK procurement notice

Supply, Installation and On-Going Maintenance & Support of an Asset Management Solution

Authority: Caerphilly County Borough Council (Local council)

5 lotsGoodsOpen procedure

Sectors: Software Packages & ERP (48)IT Services & Software (72)Agricultural, forestry, horticultural, aquacultural and apicultural services (77) Delivery: Wales (UKL16)

Awarded value£597,5353 contracts · exc. VAT

Submissions closed 5 Mar 2025awarded 30 Mar 2026

Awarded to Riskmonitor Ltd +2 more3 awards

Notice summaryFrom the published notice

Caerphilly County Borough Council have awarded contracts for the Provision of an Asset Management Solution as follows: Lot 2 – Asbestos, Health & Safety, Statutory Maintenance and Fire. Published lot titles: Property, Corporate Finance and Performance & Policy (current systems K2, QGIS/Terrier & Asset Register); Asbestos, Health & Safety, Statutory Maintenance and Fire (current system RAMIS); Burials (current system Asset Track, BACASNG); Trees (current system Arbortrack); Public Rights of Way (current system CAMS).

What is being bought5 lots · detail below

Published requirement description

Caerphilly County Borough Council have awarded contracts for the Provision of an Asset Management Solution as follows:

Lot 2 – Asbestos, Health & Safety, Statutory Maintenance and Fire

Lot 4 – Trees

Lot 5 – Public Rights of Way

Recurrence: 12 months before the expiry of the contract

CPV: Forestry management services · Software package and information systems · System management software development services · System management software package · System, storage and content management software development services

Lots and requirements (5)Procurement structure

5 lots · no lot values published · evaluation weights differ by lot

Lot #1Property, Corporate Finance and Performance & Policy (current systems K2, QGIS/Terrier & Asset Register)CancelledRenewal

The Council sought bids for an asset management solution that covers Property, Corporate Finance and Performance & Policy. This Lot was not awarded.

Delivery: Wales

Extensions: The Council reserves the right to add additional requirements to the contract. · Option to extend for further 84 months renewable on an annual basisVariant bids: not allowed

48000000 Software package and information systems 48781000 System management software package 72212780 System, storage and content management software development services 72212781 System management software development services

Lot #2Asbestos, Health & Safety, Statutory Maintenance and Fire (current system RAMIS)AwardedRenewal

The Council sought tender bids for an asset management system for Asbestos, Health & Safety, Statutory Maintenance and Fire

Delivery: Wales

Extensions: The Council reserves the right to include additional requirements in this contract. · Extension option for 84 months renewable on an annual basis.Variant bids: not allowed

Lot #3Burials (current system Asset Track, BACASNG)CancelledRenewal

The Council sought tender bids for an asset management solution for Burials. This was not awarded under this tender process.

Delivery: Wales

Extensions: The Council reserves the right to add additional requirements to this contract. · Extension option for a further 84 months renewable on an annual basisVariant bids: not allowed

Lot #4Trees (current system Arbortrack)AwardedRenewal

The Council sought tender bids for an asset management solution for Trees

Delivery: Wales

Extensions: The Council reserves the right to add additional requirements to this contract. · Extension option for a further 84 months renewable on an annual basisVariant bids: not allowed

Lot #5Public Rights of Way (current system CAMS)AwardedRenewal

The Council sought bids for an asset management solution that covers Public Rights of Way

Delivery: Wales

Extensions: The Council reserves the right to add additional requirements to the contract. · Option to extend for further 84 months renewable on an annual basisVariant bids: not allowed

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

Lots publish different evaluation splits; there is no single procedure weighting.

Lot	Quality	Price
1 · Property, Corporate Finance and Performance & Policy (current systems K2, QGIS/Terrier & Asset Register)	60%	40%
2 · Asbestos, Health & Safety, Statutory Maintenance and Fire (current system RAMIS)	60%	40%
3 · Burials (current system Asset Track, BACASNG)	60%	40%
4 · Trees (current system Arbortrack)	60%	40%
5 · Public Rights of Way (current system CAMS)	60%	40%

Lot distribution rule: The Council aims to consolidate as many Lots into a single solution as possible. If a bidder can provide two or more Lots through a single solution, it would be advantageous for the Council.

What this means for your bid

Price carries 40 points on every lot: a 10% discount moves about 4 points.

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

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 5

Awarded value £597,5353 contracts exc. VAT

Bids received 6

Contracts signed 3latest 30 Mar 2026

Awarded to	Value	Date	Status
Lot 2 · Asbestos, Health & Safety, Statutory Maintenance and Fire (current system RAMIS)1 award
Riskmonitor Ltd	£257,260 †	—	Awarded
Lot 4 · Trees (current system Arbortrack)1 award
Causeway Technologies Limited	£230,452 †	—	Awarded
Lot 5 · Public Rights of Way (current system CAMS)1 award
IDOX SOFTWARE LTD	£109,823 †	—	Awarded

2 further award records carry no date or value.

Contracts

Asbestos, Health & Safety, Statutory Maintenance and Fire (current system RAMIS) · Riskmonitor Ltd
Signed
30 Mar 2026
Value
£257,260
Status
active
Trees (current system Arbortrack) · Causeway Technologies Limited
Signed
30 Mar 2026
Value
£230,452
Status
active
Public Rights of Way (current system CAMS) · IDOX SOFTWARE LTD
Signed
30 Mar 2026
Value
£109,823
Status
active

Bid statistics published by the authority

Lot	Bids	VCSE	Valid bid range
2 · Asbestos, Health & Safety, Statutory Maintenance and Fire (current system RAMIS)	2bids · 2 electronic · 2 from abroad	—	—
4 · Trees (current system Arbortrack)	3bids · 3 electronic · 3 from abroad	—	—
5 · Public Rights of Way (current system CAMS)	1bids · 1 electronic · 1 from abroad	—	—

Procedure terms & legal framework

From the official record · publisher note attached

Procedure method: Open procedure
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Goods
Notice status: Awarded
Procurement threshold: Unspecified in notice
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Yes (GPA)
Recurring procurement: Yes · 12 months before the expiry of the contract
First published: 8 Oct 2024, 15:45 BST
Last source update: 3 Nov 2026, 11:51 GMT
Award evaluation window: 5 Mar 2025 – …
Authority reference: CCBC/PS2706/24/JT
FTS notice number: 2026/S 000-104137
Classification (CPV): Forestry management servicesSoftware package and information systemsSystem management software development servicesSystem management software packageSystem, storage and content management software development services
Delivery area: Wales (UKL16)
Official registry OCID: ocds-h6vhtk-04a6d3 Find a Tender

Contract terms

Electronic trading: e-invoicing allowed · electronic ordering · electronic payment
Performance terms: Conditions are included within the tender documentation

Publisher note: (WA Ref:163862)

How it was run

Official notice

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

Supplier login requiredLanguage: EN, CY

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

Tender documents are also served through a separate tool: https://supplierlive.proactisp2p.com/Account/Login ↗

Submission deadline: 5 Mar 2025, 17:00 GMT
Submission channel: {"electronicSubmission"}
Accepted languages: en, cy
Bid validity: 180 days from the deadline
Bids opened: 5 Mar 2025, 17:00 GMT

Detailed submission instructions & authority contactsFrom official release

supplierlive.proactisp2p.com/Account/Login ↗

Timeline

22 Nov 2024 → 3 Nov 2026 · 4 dates

Next notice expected
22 Nov 2024
Submission deadline
5 Mar 2025, 17:00 GMT
Bids opened
5 Mar 2025, 17:00 GMT
Notice published2 days ago
3 Nov 2026, 11:51 GMT

Notice history

4 events · 3 releases on Find a Tender · since 3 Feb 2025

Status changed to active
3 Feb 2025, 16:42 GMT
Procurement method changed
3 Feb 2025, 16:42 GMT
Deadline published: 5 Mar 2025, 17:00 GMT
3 Feb 2025, 16:42 GMT
Status changed to complete
3 Nov 2026, 11:51 GMT

Contracting authority & participating public bodies

Caerphilly County Borough Council

Contracting authorityLocal CouncilRegional or local authorityGeneral public services Penallta House, Tredomen Park, Ystrad Mynach, Hengoed, Wales, CF82 7PGContact name, email, phone Published organisation website ↗

Dispute resolution & review bodies

High CourtReview body LondonContact phone

Bidders & participating suppliers

3 commercial parties on the notice

Causeway TechnologiesAwarded supplier Comino House, Bourne End, UK, SL85AQ
IDOX SOFTWARE LTDAwarded supplier Unit 5, Woking 8, Forsyth Road, Woking, UK, GU215SB
RISKMONITOR LTDAwarded supplier RISKMONITOR LTD, UNIT 10 MAERDY ROAD, FERNDALE, UK, CF434AB

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

Economic and financial selection criteriatenderEconomic and financial selection criteria
Technical selection criteriatenderTechnical selection criteria

What is being bought5 lots · detail below

Lots and requirements (5)Procurement structure

What it takes to winiHow 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).

Commercial outcome & contract awards

Procedure terms & legal framework

How it was run

Timeline

Notice history

Contracting authority & participating public bodies

Bidders & participating suppliers

Official documents & specifications (2)

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).