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The Provision of a Leisure Management System

Caerphilly County Borough Council

This public procurement record has 3 releases in its history.

TenderCancellation

21 Apr 2026 at 08:18

UK12 - Procurement Termination Notice
Tender

26 Sep 2025 at 10:31

UK4 - Tender Notice
Planning

15 Jul 2025 at 12:12

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Caerphilly County Borough Council is overseeing the procurement process for the provision of a new Leisure Management System. The tender falls under the services category, specifically IT services like software development and support, and is aimed at the full replacement and upgrading of existing systems used across numerous leisure and park facilities within Caerphilly. Located in Hengoed, United Kingdom, this project is at the tender stage, with the submission deadline set for 27th October 2025. The procurement process invites competitive bids through an open method, utilising the Most Advantageous Tender methodology, ensuring the best value proposition is selected based on quality, social value, and pricing evaluations. Additionally, pre-market engagement sessions are scheduled to occur via Microsoft Teams in early August 2025.

This procurement represents a substantial opportunity for businesses specialising in leisure management systems, software development, and IT support services. With an estimated contract value of £1,200,000, service providers that offer scalable, secure, and integrated solutions are particularly well-suited to compete. The tender encourages participation from SMEs, highlighting a preference for bidders with sound economic health and technical accreditation such as Cyber Essentials or ISO27001. With potential extensions and additional sites considered during the contract period, businesses leveraging this tender stand to significantly increase their market presence and contribute innovative solutions geared towards enhancing customer experience and meeting public sector standards.

How relevant is this notice?

Notice Information

Notice Title

The Provision of a Leisure Management System

Notice Description

The 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.

Lot Information

Lot 1

Options: 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 the contract.

Renewal: 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.

Planning Information

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. Interested suppliers should email Jessica Thomas (thomaj11@caerphilly.gov.uk) 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

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-055f4c
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/035858-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK12 - Procurement Termination Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
£1,000,000 £1M-£10M
Lots Value
£1,000,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
21 Apr 20264 months ago
Submission Deadline
27 Oct 2025Expired
Future Notice Date
1 Oct 2025Expired
Award Date
Not specified
Contract Period
1 Sep 2026 - 31 Aug 2031 Over 5 years
Recurrence
2035-09-01

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Cancelled
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Caerphilly County Borough Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
HENGOED
Postcode
CF82 7PG
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL53 Gwent Valleys
Delivery Location
TLL16 Gwent Valleys
Local Authority
Caerphilly
Electoral Ward
Ystrad Mynach
Westminster Constituency
Caerphilly

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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