Official UK procurement notice
The Provision of a Leisure Management System
Authority: Caerphilly County Borough Council (Local council)
Sectors: IT Services & Software (72) Delivery: Wales (UKL16)
Published estimate£1,000,000≈ £200k / year · £1,200,000 inc. VAT · 1 value update
Submissions closed 27 Oct 2025
Next notice expected 1 Oct 2025
Contract term 5 yrsup to 10 yrs with extensions · starts 1 Sept 2026
What is being bought
Published requirement descriptionThe 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.
- The authority expects to re-tender this requirement around 1 Sept 2035, 23:59 BST.
How the procedure runs: This procurement will be evaluated using the Most Advantageous Tender (MAT) methodology and will include the following stages: Pre-Market Engagement Compliance Stage (Pass/Fail Questions) Tender Response (Quality Questions, Social Value and Pricing) System Demonstration (3 hour demonstration in person or online) Preferred Bidder more…
Stage Award Stage The three top scoring bidders from the tender response stage will be taken through to the system demonstration stage. The highest overall scoring bidder, taking into consideration tender response and system demonstration scores will be taken through to the preferred bidder stage. If a bidder fails any of the compliance questions this will result in their tender submission being disregarded and not considered further. Bidders shall note that scoring twenty (20) marks or less in any of the quality/demonstration questions will result in their submission being disqualified and not considered further.
CPV: IT services: consulting, software development, Internet and support
The lotProcurement structure
single lot · value publishedLot #1Lot 1AwardedRenewalPublished value£1,000,000
- Value
- £1,000,000 exc. VAT · £1,200,000 inc. VAT
- Extensions
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 more…
the contract. · 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.
72000000 IT services: consulting, software development, Internet and support
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 (4)
- Tender Response Questions — 20%
- System Demonstration — 40%
- Pricing Schedule — 30%
- Social Value — 10%
Published award criteria (4)
- Tender Response Questions — Response to the quality questions set out in the Proactis eTendering system.
- Pricing Schedule — Completion of the pricing schedule provided in the Proactis eTendering system.
- System Demonstration — Bidders shall attend a three hour system demonstration and shall be scored against the questions set out in the Proactis eTendering system.
- Social Value — Bidders are required to submit the completed National TOMs document, outlining what social value they will deliver throughout the duration of the contract.
Conditions of participation2
- Economic & financial standingBidders 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.
- Technical & professional ability
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 more…
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.
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
- Yes (GPA)
- Recurring procurement
- Yes · next expected 1 Sept 2035
- First published
- 21 Apr 2026, 08:18 BST
- Last source update
- 21 Apr 2026, 08:18 BST
- Award evaluation window
- Submission end — 2 Dec 2025, 23:59 GMT
- Authority reference
CCBC/PS2869/25/JT- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-055f4cFind a Tender
- How it runs
This procurement will be evaluated using the Most Advantageous Tender (MAT) methodology and will include the following stages: Pre-Market Engagement Compliance Stage (Pass/Fail Questions) Tender Response (Quality Questions, Social Value and Pricing) System Demonstration (3 hour demonstration in person or online) Preferred Bidder Stage Award Stage The three top scoring bidders from the tender response stage will more…
be taken through to the system demonstration stage. The highest overall scoring bidder, taking into consideration tender response and system demonstration scores will be taken through to the preferred bidder stage. If a bidder fails any of the compliance questions this will result in their tender submission being disregarded and not considered further. Bidders shall note that scoring twenty (20) marks or less in any of the quality/demonstration questions will result in their submission being disqualified and not considered further.
How it was run
Official noticeRun through: ProContract (Due North) · Who buys & how to bid on ProContract
Access & registration note: Free · short registration with manual review; public opportunity list
- Submission deadline
- 27 Oct 2025, 12:00 GMT
- Clarification deadline
- 20 Oct 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en, cy
Detailed submission instructions & authority contactsFrom official release
All tenders must be submitted electronically via the Proactis eTendering system, link below:
supplierlive.proactisp2p.com/Account/Login ↗
Timeline
9 published dates · Europe/London- Planning notice published15 Jul 2025, 12:12 BST
- Market engagement8 Aug 2025, 23:59 BST
Interested suppliers will be invited to attend individual engagement sessions with the project team to discuss the requirements, ask any questions and provide feedback on the brief provided in this notice. The sessions will be 30 minutes long and held via Microsoft Teams w/c 04 August 2025. more…
Interested suppliers should email Jessica Thomas ([email protected]) confirming they wish to attend an engagement session and provide email addresses of the attendees. Interested suppliers are also able to provide relevant information on their solutions, including: • System Capabilities • Security Features • Integration Options • Roadmap for Future Enhancements • Support and Maintenance Plans - Tender notice published366 days ago26 Sept 2025, 10:31 BST
- Next notice expected360 days ago1 Oct 2025, 23:59 BST
- Clarification questions by342 days ago20 Oct 2025, 12:00 BST
- Submission deadline335 days ago27 Oct 2025, 12:00 GMT
- Award decision expected by298 days ago2 Dec 2025, 23:59 GMT
- Latest notice published159 days ago21 Apr 2026, 08:18 BST
- Contract starts26 days ago1 Sept 2026, 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 Mar 2026 | CancelledNone of the tenders submitted were able to fully meet the specified requirements. |
Notice history
11 events · 3 releases on Find a Tender · since 15 Jul 2025- Procurement termination notice published21 Apr 2026, 08:18 BSTUK12
- Published value updated21 Apr 2026, 08:18 BSTwas £1,000,000
- Status changed to complete21 Apr 2026, 08:18 BST
- Procurement method changed21 Apr 2026, 08:18 BST
- Deadline withdrawn21 Apr 2026, 08:18 BST
- Buyer details updated21 Apr 2026, 08:18 BST
- Tender notice published26 Sept 2025, 10:31 BSTUK4
- Status changed to active26 Sept 2025, 10:31 BST
- Procurement method changed26 Sept 2025, 10:31 BST
- Deadline published: 27 Oct 2025, 12:00 GMT26 Sept 2025, 10:31 BST
- Preliminary market engagement notice published15 Jul 2025, 12:12 BSTUK2
Contracting authority & participating public bodies
Official documents & specifications (5)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: The tender documentation can be found in the Proactis eTendering system: https://supplierlive.proactisp2p.com/Account/Login
- 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
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender