Notice Information
Notice Title
The Provision of a Leisure Management System
Notice Description
Caerphilly 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.
Lot Information
Lot 1
Options: The Council reserves the right to purchase additional products, modules, licences and/or services during the contract term, where these are related to and enhance or extend the functionality of the solution within the scope of this procurement.
Renewal: The Council reserves the right to extend the contract for a further period of up to 60 months.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-068973
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/063834-2026
- Current Stage
- Award
- All Stages
- Tender, Award
Procurement Classification
- Notice Type
- UK6 - Contract Award Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Open
- Procurement Method Details
- Competitive flexible procedure
- Tender Suitability
- SME
- Awardee Scale
- SME
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
- £1,300,000 £1M-£10M
- Lots Value
- £1,300,000 £1M-£10M
- Awards Value
- £1,500,000 £1M-£10M
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 7 Jul 20261 weeks ago
- Submission Deadline
- 26 May 2026Expired
- Future Notice Date
- Not specified
- Award Date
- 28 Jun 20262 weeks ago
- Contract Period
- 31 Aug 2027 - 31 Aug 2032 Over 5 years
- Recurrence
- 2035-08-01
Notice Status
- Tender Status
- Complete
- Lots Status
- Complete
- Awards Status
- Pending
- 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
- Post Town
- 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
-
https://www.find-tender.service.gov.uk/Notice/063834-2026
7th July 2026 - Contract award notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/037008-2026
23rd April 2026 - Tender notice on Find a Tender
Open Contracting Data Standard (OCDS)
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.
{
"tag": [
"compiled"
],
"id": "ocds-h6vhtk-068973-2026-07-07T16:39:22+01:00",
"date": "2026-07-07T16:39:22+01:00",
"ocid": "ocds-h6vhtk-068973",
"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",
"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"
}
]
}
},
{
"id": "GB-PPON-PRHV-9662-QQBZ",
"name": "GLADSTONE MRM LIMITED",
"identifier": {
"scheme": "GB-PPON",
"id": "PRHV-9662-QQBZ"
},
"address": {
"streetAddress": "Gladstone House Hithercroft Road",
"locality": "Oxfordshire",
"postalCode": "OX10 9BT",
"country": "GB",
"countryName": "United Kingdom",
"region": "UKJ14"
},
"contactPoint": {
"email": "tenders@gladstonesoftware.co.uk"
},
"roles": [
"supplier"
],
"details": {
"scale": "sme",
"vcse": false,
"publicServiceMissionOrganization": false,
"shelteredWorkshop": false
}
}
],
"buyer": {
"id": "GB-PPON-PWHP-2369-JPYL",
"name": "Caerphilly County Borough Council"
},
"tender": {
"id": "CCBC/PS2976/26/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": "Caerphilly 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.",
"status": "complete",
"items": [
{
"id": "1",
"additionalClassifications": [
{
"scheme": "CPV",
"id": "48000000",
"description": "Software package and information systems"
},
{
"scheme": "CPV",
"id": "72000000",
"description": "IT services: consulting, software development, Internet and support"
}
],
"deliveryAddresses": [
{
"region": "UKL16",
"country": "GB",
"countryName": "United Kingdom"
}
],
"relatedLot": "1"
}
],
"value": {
"amountGross": 1560000,
"amount": 1300000,
"currency": "GBP"
},
"procurementMethod": "open",
"procurementMethodDetails": "Competitive flexible procedure",
"procedure": {
"features": "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."
},
"mainProcurementCategory": "services",
"aboveThreshold": true,
"coveredBy": [
"GPA"
],
"submissionMethodDetails": "https://supplierlive.proactisp2p.com/Account/Login",
"submissionTerms": {
"electronicSubmissionPolicy": "allowed",
"languages": [
"en",
"cy"
]
},
"tenderPeriod": {
"endDate": "2026-05-26T12:00:00+01:00"
},
"enquiryPeriod": {
"endDate": "2026-05-14T12:00:00+01:00"
},
"awardPeriod": {
"endDate": "2026-07-10T23:59:59+01:00"
},
"lots": [
{
"id": "1",
"status": "complete",
"value": {
"amountGross": 1560000,
"amount": 1300000,
"currency": "GBP"
},
"awardCriteria": {
"criteria": [
{
"type": "quality",
"name": "Quality Questions",
"description": "Quality Questions",
"numbers": [
{
"number": 20,
"weight": "percentageExact"
}
]
},
{
"type": "price",
"name": "Price",
"description": "Price",
"numbers": [
{
"number": 35,
"weight": "percentageExact"
}
]
},
{
"type": "quality",
"name": "System Demonstration",
"description": "System Demonstration",
"numbers": [
{
"number": 45,
"weight": "percentageExact"
}
]
}
]
},
"suitability": {
"sme": true
},
"contractPeriod": {
"startDate": "2027-09-01T00:00:00+01:00",
"endDate": "2032-08-31T23:59:59+01:00",
"maxExtentDate": "2037-08-31T23:59:59+01:00"
},
"hasRenewal": true,
"renewal": {
"description": "The Council reserves the right to extend the contract for a further period of up to 60 months."
},
"hasOptions": true,
"options": {
"description": "The Council reserves the right to purchase additional products, modules, licences and/or services during the contract term, where these are related to and enhance or extend the functionality of the solution within the scope of this procurement."
}
}
],
"documents": [
{
"id": "future",
"documentType": "biddingDocuments",
"accessDetails": "Documents can be accessed via: https://supplierlive.proactisp2p.com/Account/Login"
},
{
"id": "conflictOfInterest",
"documentType": "conflictOfInterest",
"description": "Not published"
},
{
"id": "037008-2026",
"documentType": "tenderNotice",
"noticeType": "UK4",
"description": "Tender notice on Find a Tender",
"url": "https://www.find-tender.service.gov.uk/Notice/037008-2026",
"datePublished": "2026-04-23T11:53:05+01:00",
"format": "text/html"
}
],
"hasRecurrence": true,
"recurrence": {
"dates": [
{
"startDate": "2035-08-01T23:59:59+01:00"
}
]
}
},
"language": "en",
"bids": {
"statistics": [
{
"id": "1",
"measure": "bids",
"value": 5,
"relatedLot": "1"
},
{
"id": "2",
"measure": "finalStageBids",
"value": 2,
"relatedLot": "1"
},
{
"id": "3",
"measure": "smeFinalStageBids",
"value": 1,
"relatedLot": "1"
},
{
"id": "4",
"measure": "vcseFinalStageBids",
"value": 0,
"relatedLot": "1"
}
]
},
"awards": [
{
"id": "1",
"title": "The Provision of a Leisure Management System",
"status": "pending",
"date": "2026-06-29T00:00:00+01:00",
"value": {
"amountGross": 1800000,
"amount": 1500000,
"currency": "GBP"
},
"mainProcurementCategory": "services",
"aboveThreshold": true,
"suppliers": [
{
"id": "GB-PPON-PRHV-9662-QQBZ",
"name": "GLADSTONE MRM LIMITED"
}
],
"items": [
{
"id": "1",
"additionalClassifications": [
{
"scheme": "CPV",
"id": "48000000",
"description": "Software package and information systems"
},
{
"scheme": "CPV",
"id": "72000000",
"description": "IT services: consulting, software development, Internet and support"
}
],
"deliveryAddresses": [
{
"region": "UKL16",
"country": "GB",
"countryName": "United Kingdom"
}
],
"relatedLot": "1"
}
],
"standstillPeriod": {
"endDate": "2026-07-17T23:59:59+01:00"
},
"contractPeriod": {
"startDate": "2027-09-01T00:00:00+01:00",
"endDate": "2032-08-31T23:59:59+01:00",
"maxExtentDate": "2037-08-31T23:59:59+01:00"
},
"hasRenewal": true,
"renewal": {
"description": "The Council reserves the right to extend the contract for a further period of up to 60 months."
},
"hasOptions": true,
"options": {
"description": "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."
},
"relatedLots": [
"1"
],
"documents": [
{
"id": "063834-2026",
"documentType": "awardNotice",
"noticeType": "UK6",
"description": "Contract award notice on Find a Tender",
"url": "https://www.find-tender.service.gov.uk/Notice/063834-2026",
"datePublished": "2026-07-07T16:39:22+01:00",
"format": "text/html"
}
],
"assessmentSummariesDateSent": "2026-07-07T00:00:00+01:00",
"milestones": [
{
"id": "1",
"type": "futureSignatureDate",
"dueDate": "2026-07-20T23:59:59+01:00",
"status": "scheduled"
}
]
}
]
}