Official UK procurement notice
The Provision of a Leisure Management System
Authority: Caerphilly County Borough Council (Local council)
What is being bought
Published requirement descriptionCaerphilly County Borough Council are intending to award a contract for the Provision of a Leisure Management System. The contract is for the provision, implementation, support, maintenance and ongoing development of a cloud-based Leisure Management System for Caerphilly County Borough Council. The solution will support the management of leisure centres, sports facilities and parks bookings, memberships, courses, customer accounts, online payments, reporting and associated administration functions. The contract includes software licensing, implementation, training, support and maintenance services.
- The authority expects to re-tender this requirement around 1 Aug 2035, 23:59 BST.
- How the procedure runs: his procurement is being conducted using the Competitive Flexible Procedure in accordance with the Procurement Act 2023. The procedure will involve a multi‑stage evaluation process, including an initial compliance assessment followed by scored evaluation stages. The Council may shortlist bidders, invite system demonstrations, and seek clarifications in order to identify the Most Advantageous Tender. The precise structure of the procedure and evaluation stages is set out in the tender documentation.
CPV: IT services: consulting, software development, Internet and support · Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£1,300,000
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).
Published sub-criteria (3)
- Quality Questions: 20%
- System Demonstration: 45%
- Price: 35%
Published award criteria (3)
- Quality Questions
- Price
- System Demonstration
- Price carries 35 of 100 points: a 10% discount moves about 3.5 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
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- 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 Aug 2035
- First published
- 23 Apr 2026, 11:53 BST
- Last source update
- 7 Jul 2026, 16:39 BST
- Award evaluation window
- Submission end – 10 Jul 2026
- Authority reference
CCBC/PS2976/26/JT- FTS notice number
2026/S 000-037008- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-068973Find a Tender
- How it runs
his procurement is being conducted using the Competitive Flexible Procedure in accordance with the Procurement Act 2023. The procedure will involve a multi‑stage evaluation process, including an initial compliance assessment followed by scored evaluation stages. The Council may shortlist bidders, invite system demonstrations, and seek clarifications in order to identify the Most Advantageous Tender. The precise structure of the procedure and evaluation stages is set out in the tender documentation.
How it was run
Official notice- Submission deadline
- 26 May 2026, 12:00 BST
- Clarification deadline
- 14 May 2026, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en, cy
Timeline
23 Apr 2026 → 1 Sept 2027 · 8 dates- Tender notice published180 days ago23 Apr 2026, 11:53 BST
- Clarification questions by159 days ago14 May 2026, 12:00 BST
- Submission deadline147 days ago26 May 2026, 12:00 BST
- Assessment summaries sent105 days ago7 Jul 2026, 00:00 BST
- Latest notice published105 days ago7 Jul 2026, 16:39 BST
- Award decision expected by101 days ago10 Jul 2026, 23:59 BST
- Standstill ends94 days ago17 Jul 2026, 23:59 BST
- Today20 Oct 2026
- Contract startsin 316 days1 Sept 2027, 00:00 BST
Notice history
4 events · 2 releases on Find a Tender · since 23 Apr 2026- Tender notice published23 Apr 2026, 11:53 BSTUK4
- Contract award notice published7 Jul 2026, 16:39 BSTUK6
- Status changed to complete7 Jul 2026, 16:39 BST
- Contract signature expected20 Jul 2026, 23:59 BSTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Gladstone MRM LimitedSME1 Sept 2027 – 31 Aug 2032 · up to 31 Aug 2037Extensions: The Council reserves the right to extend the contract for a further period of up to 60 months. · Options: The Council reserves the right to purchase additional services and functionality from the successful supplier where they are directly related to and within the scope of the leisure management system. This may include (but is not limited to): Additional system modules or enhancements Integration with third-party systems Additional licences or user capacity System upgrades and configuration changes Training, support, and consultancy services These options may be exercised where required to support service improvement, operational changes, or evolving business needs during the term of the contract. | £1,500,000 | 29 Jun 2026standstill to 17 Jul 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2final-stage tenders · 5 at stage one | 1 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- GLADSTONE MRM LIMITEDAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: Documents can be accessed via: https://supplierlive.proactisp2p.com/Account/Login
Notices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender