Asset Management Solution for Property & Finance Services

{
    "tag": [
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    "id": "ocds-h6vhtk-05e1c0-2026-01-22T13:53:32Z",
    "date": "2026-01-22T13:53:32Z",
    "ocid": "ocds-h6vhtk-05e1c0",
    "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"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.caerphilly.gov.uk",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    },
                    {
                        "id": "GB-WLS",
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PWHP-2369-JPYL",
        "name": "Caerphilly County Borough Council"
    },
    "planning": {
        "noEngagementNoticeRationale": "Pre market engagement was undertaken as part of a previous tender process under PCR2015, however no responses were received for this element of the tender and therefore a new tender process is being undertaken in line with PA23."
    },
    "tender": {
        "id": "PS2923",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Asset Management Solution for Property & Finance Services",
        "description": "Caerphilly County Borough Council is reviewing its asset management applications to consolidate multiple systems into a single solution through a tender process. The new system must comprehensively manage corporate assets including estate, land ownership, surveys, properties, finance and insurance.",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "72000000",
                        "description": "IT services: consulting, software development, Internet and support"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 1800000,
            "amount": 1500000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "This procurement will follow a multi-stage evaluation process under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023. The stages are: Stage 1: Compliance - Assessment of mandatory requirements (Pass/Fail). Stage 2: Social Value - Evaluation of proposed social value contributions (Pass/Fail). Stage 3: Quality - Scored responses to quality questions (25%). Stage 4: Price - Assessment of priced submissions (35%). Stage 5: System Demonstration - Demonstration by top-scoring bidders (40%). Stage 6: Preferred Bidder Stage - Final clarifications and due diligence (not scored). Stage 7: Contract Award - Formal award to the preferred bidder. Only bidders passing the compliance stage will proceed to scoring. The top three bidders (based on combined scores from Quality and Price) will be invited to the system demonstration. In the event of a tie, all tied bidders will be invited."
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "Tenders must be submitted via the Proactis eTendering system: https://supplierlive.proactisp2p.com/Account/Login",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en",
                "cy"
            ]
        },
        "tenderPeriod": {
            "endDate": "2025-12-15T00:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2025-12-05T00:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-02-19T23:59:59+00:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "complete",
                "value": {
                    "amountGross": 1800000,
                    "amount": 1500000,
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                "awardCriteria": {
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                            "name": "Quality Questions",
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                                    "number": 25,
                                    "weight": "percentageExact"
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                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Completion of the pricing schedule and uploading to the Proactis eTendering system.",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "System Demonstration",
                            "description": "The top three scoring bidders (quality questions plus price) will be invited to provide a system demonstration, questions are provided in the Proactis eTendering system.",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
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                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Information is provided in the Proactis eTendering system"
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                        {
                            "type": "technical",
                            "description": "Information is provided in the Proactis eTendering system"
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2031-03-31T23:59:59+01:00",
                    "maxExtentDate": "2036-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The contract can be extended for a period of 60 months renewable on a two year or yearly basis."
                },
                "hasOptions": true,
                "options": {
                    "description": "The Council reserves the right to purchase additional licences or services from the successful supplier that relate to the subject matter of the contract."
                }
            }
        ],
        "documents": [
            {
                "id": "future",
                "documentType": "biddingDocuments",
                "accessDetails": "Tender documents can be accessed via the Proactis eTendering system: https://supplierlive.proactisp2p.com/Account/Login"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "074086-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/074086-2025",
                "datePublished": "2025-11-14T15:19:07Z",
                "format": "text/html"
            },
            {
                "id": "005770-2026",
                "documentType": "tenderCancellationNotice",
                "noticeType": "UK12",
                "description": "Procurement termination notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/005770-2026",
                "datePublished": "2026-01-22T13:53:32Z",
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        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2030-01-14T23:59:59+00:00"
                }
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        },
        "contractTerms": {
            "financialTerms": "In line with the contract terms and conditions"
        }
    },
    "language": "en",
    "awards": [
        {
            "id": "1",
            "status": "cancelled",
            "statusDetails": "The Contracting Authority has decided not to award the contract following the publication of the Tender Notice for this procurement.",
            "finalStatusDate": "2026-01-22T00:00:00+00:00",
            "relatedLots": [
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}