Tender

System Weinyddol Gweithrediadau / Sports Operations Administration System

SPORT WALES

This public procurement record has 1 release in its history.

Tender

13 Mar 2026 at 14:24

UK4 - Tender Notice
Summary of the contracting process

Sport Wales is seeking to procure a Sports Operations Administration System to streamline administrative functions and communications for its national governing bodies. This tender, with an end date for submissions on 10th April 2026, falls under the industry categories of Software Packages and IT Services. The procurement process is at the 'Tender' stage, conducted through an open procedure with an anticipated contract award by 30th April 2026. The contract will be managed from Sport Wales National Centre in Cardiff, focusing on integrating existing systems to reduce inefficiencies and administrative workload.

This tender presents significant opportunities for businesses involved in software development and IT consultancy, particularly those experienced with digital platforms and system integrations. Suitable vendors would benefit from providing a robust, versatile solution that meets the comprehensive requirements noted by Sport Wales, including calendar management and communication tools. The contract offers a potential growth avenue for businesses specialising in software and IT services, with a gross value of £270,000, emphasizing quality and functional capabilities as key criteria for success. The project aims to enhance operational efficiency for Welsh sport partners, offering software firms a chance to contribute to regional sports management and athlete development.

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Notice Information

Notice Title

System Weinyddol Gweithrediadau / Sports Operations Administration System

Notice Description

Yn hanesyddol, mae partneriaid chwaraeon Cymru wedi dibynnu ar nifer o systemau a rhaglenni gwahanol, gan gynnwys WhatsApp, Calendrau Microsoft, e-bost, rhaglenni Microsoft Office, a Spond (https://www.spond.com/), i reoli eu gweithrediadau a'u cyfathrebu. Mae'r darnio hwn wedi arwain at aneffeithlonrwydd, dyblygu ymdrech, a baich gwaith gweinyddol cynyddol. Nododd ymchwil defnyddwyr diweddar gyda Chyrff Rheoli Cenedlaethol chwaraeon i'n system rheoli athletwyr bresennol (Edrychwch ar Atodiad A) sawl angen heb eu diwallu gan ddefnyddwyr, yn enwedig o ran gofynion gweinyddol Cyrff Rheoli Cenedlaethol. Mae'r gofynion allweddol a nodwyd o'r ymchwil defnyddwyr yn cynnwys y canlynol: * Calendr a gallu amserlennu cadarn a greddfol * Dosbarthu dogfennau a ffeiliau'n ddiogel i ofalwyr, athletwyr a hyfforddwyr mewn sawl fformat cyfryngau * Sianeli cyfathrebu syml ac uniongyrchol ar gyfer gofalwyr, athletwyr a hyfforddwyr * Y gallu i wthio hysbysiadau wedi'u targedu ar draws rhaglenni perfformiad * Rheoli gwybodaeth teithio, hedfan a theithlenni yn ganolog * Mesurau rheoli gweinyddol ffurfweddadwy i gefnogi rheoli rhaglenni effeithiol * Y gallu i amserlennu sesiynau hyfforddi a chystadlaethau, gan gynnwys lleoliadau, amseriadau a manylion teithio cysylltiedig * Mecanwaith effeithlon ar gyfer cofnodi a rheoli presenoldeb athletwyr mewn gweithgareddau allweddol, gan gynnwys cyfarfodydd, sesiynau hyfforddi, cystadlaethau a gwersylloedd Er mwyn mynd i'r afael a'r heriau hyn ac anghenion defnyddwyr, mae Chwaraeon Cymru yn chwilio am blatfform digidol sy'n cyfuno swyddogaethau gweithredol craidd yn un system gydlynol sy'n integreiddio gyda'n system rheoli athletwyr, Teamworks AMS (https://teamworks.com/ams/) drwy ryngwyneb rhaglennu cymwysiadau deugyfeiriadol (API). Dylai'r platfform digidol hefyd gael swyddogaeth API agored i integreiddio a systemau trydydd parti eraill fel calendr Outlook a systemau adnoddau dynol sy'n cynnwys manylion aelodaeth. Bydd y system yn gwasanaethu fel platfform canolog i gefnogi rheolaeth weithredol partneriaid chwaraeon Cymru, gan ddarparu datrysiad unedig ar gyfer calendrau, rhestrau tasgau, gweinyddiaeth athletwyr, cyfathrebu, rheoli ffeiliau, a gwybodaeth teithio. Er mwyn diwallu'r anghenion defnyddwyr hyn sydd heb eu diwallu, mae Chwaraeon Cymru yn gwahodd cynigion gan werthwyr sydd a'r profiad, yr arbenigedd, yr adnoddau a'r galluoedd sydd eu hangen i gyflwyno System Ddigidol Gweinyddu Gweithrediadau Chwaraeon sydd ar gael yn fasnachol yn llwyddiannus ac sy'n bodloni gofynion Chwaraeon Cymru a'u partneriaid. Dylai'r datrysiad alluogi partneriaid chwaraeon i weithredu'n fwy effeithlon, lleihau'r baich gweinyddol, a chanolbwyntio adnoddau ar ddatblygu athletwyr a chyflwyno rhaglenni'n effeithiol. Historically, Welsh sport partners have relied on multiple disparate systems and applications, including WhatsApp, Microsoft Calendars, email, Microsoft Office applications, and Spond (https://www.spond.com/), to manage their operations and communications. This fragmentation has resulted in inefficiencies, duplication of effort, and increased administrative workload. Recent user research with National Governing Bodies of sports into our existing athlete management system (See Appendix A) identified several unmet user needs, particularly relating to the administrative requirements of National Governing Bodies. Key requirements identified from the user research include: * A robust, intuitive calendar and scheduling capability * Secure distribution of documents and files to carers, athletes, and coaches in multiple media formats * Simple, direct communication channels for carers, athletes, and coaches * The ability to push targeted notifications across performance programmes * Centralised management of travel, flight, and itinerary information * Configurable administrative controls to support effective programme management * The ability to schedule training sessions and competitions, including locations, timings, and related itinerary details * An efficient mechanism for capturing and managing athlete attendance at key activities, including meetings, training sessions, competitions, and camps To address these challenges and user needs, Sport Wales is seeking a digital platform that consolidates core operational functions into a single, cohesive system which integrates with our athlete management system, Teamworks AMS (https://teamworks.com/ams/) through a bi-directional application programming interface (API). The digital platform should also have an open API functionality to integrate with other third-party systems such as Outlook calendar, and human resource systems which contain membership details. The system will serve as a centralised platform to support the operational management of Welsh sport partners, providing a unified solution for calendars, task lists, athlete administration, communication, file management, and travel information. To meet these unmet user needs Sport Wales is inviting proposals from vendors who have the experience, expertise, resources, and capabilities required to successfully deliver a commercially available Sport Operations Administration Digital System that meets Sport Wales and their partners requirements. The solution should enable sports partners to operate more efficiently, reduce administrative burden, and focus resources on athlete development and effective programme delivery.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0669f7
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/023042-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48000000 - Software package and information systems

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

Notice Value(s)

Tender Value
£225,000 £100K-£500K
Lots Value
£225,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
13 Mar 2026Yesterday
Submission Deadline
10 Apr 20264 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
29 Apr 2026 - 30 Apr 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
SPORT WALES
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CARDIFF
Postcode
CF11 9SW
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL52 Cardiff and Vale of Glamorgan
Delivery Location
TLL Wales
Local Authority
Cardiff
Electoral Ward
Riverside
Westminster Constituency
Cardiff West

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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