The Provision of a Leisure Management System

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    "id": "ocds-h6vhtk-055f4c-2025-09-26T10:31:48+01:00",
    "date": "2025-09-26T10:31:48+01:00",
    "ocid": "ocds-h6vhtk-055f4c",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PWHP-2369-JPYL",
            "name": "Caerphilly County Borough Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PWHP-2369-JPYL"
            },
            "address": {
                "streetAddress": "Penallta House, Tredomen Park",
                "locality": "Hengoed",
                "postalCode": "CF82 7PG",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL16"
            },
            "contactPoint": {
                "name": "Jessica Thomas",
                "email": "thomaj11@caerphilly.gov.uk",
                "telephone": "01443863382"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.caerphilly.gov.uk",
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                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
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                        "id": "GB-WLS",
                        "description": "Welsh devolved regulations apply"
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        }
    ],
    "buyer": {
        "id": "GB-PPON-PWHP-2369-JPYL",
        "name": "Caerphilly County Borough Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "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",
                "dueDate": "2025-08-08T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "039920-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/039920-2025",
                "datePublished": "2025-07-15T12:12:42+01:00",
                "format": "text/html"
            }
        ]
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    "tender": {
        "id": "CCBC/PS2869/25/JT",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "The Provision of a Leisure Management System",
        "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.",
        "items": [
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                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "72000000",
                        "description": "IT services: consulting, software development, Internet and support"
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                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL16",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKL16",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 1200000,
            "amount": 1000000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-09-01T00:00:00+01:00",
                    "endDate": "2031-08-31T23:59:59+01:00",
                    "maxExtentDate": "2036-08-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 1200000,
                    "amount": 1000000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Tender Response Questions",
                            "description": "Response to the quality questions set out in the Proactis eTendering system.",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Pricing Schedule",
                            "description": "Completion of the pricing schedule provided in the Proactis eTendering system.",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "System Demonstration",
                            "description": "Bidders shall attend a three hour system demonstration and shall be scored against the questions set out in the Proactis eTendering system.",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value",
                            "description": "Bidders are required to submit the completed National TOMs document, outlining what social value they will deliver throughout the duration of the contract.",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Bidders 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 PS400k."
                        },
                        {
                            "type": "technical",
                            "description": "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 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."
                        }
                    ]
                },
                "renewal": {
                    "description": "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."
                },
                "hasOptions": true,
                "options": {
                    "description": "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."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-10-01T23:59:59+01:00"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "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 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."
        },
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "All tenders must be submitted electronically via the Proactis eTendering system, link below: https://supplierlive.proactisp2p.com/Account/Login",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
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                "cy"
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        "tenderPeriod": {
            "endDate": "2025-10-27T12:00:00+00:00"
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        "enquiryPeriod": {
            "endDate": "2025-10-20T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2025-12-02T23:59:59+00:00"
        },
        "documents": [
            {
                "id": "future",
                "documentType": "biddingDocuments",
                "accessDetails": "The tender documentation can be found in the Proactis eTendering system: https://supplierlive.proactisp2p.com/Account/Login"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "060007-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/060007-2025",
                "datePublished": "2025-09-26T10:31:48+01:00",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2035-09-01T23:59:59+01:00"
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    },
    "language": "en"
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