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Provision of Self-Service RFID Library Kiosks

Caerphilly County Borough Council

This public procurement record has 1 release in its history.

Planning

20 Aug 2026 at 10:57

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Caerphilly County Borough Council is planning to procure self-service RFID library kiosks and related support for its Library Service. The requirement is intended to cover all 18 public libraries, where RFID self-service terminals are already an established service. The anticipated scope includes new RFID self-service terminals, associated software, consumables such as RFID tag pads, and maintenance and servicing to keep the system operating. This is primarily a goods requirement involving office and computing machinery, equipment and supplies, with related software and support services. Delivery and operation will be across Caerphilly County Borough in Wales. The procurement is being considered because the existing contract is due to expire and the Council wants to understand current market capabilities, delivery models and emerging innovations before defining the formal requirement.

This process is at the planning stage and is preliminary market engagement, not an invitation to tender or a call for competition. The Council expects to use the engagement to inform a future procurement and may hold a supplier engagement event for interested organisations. Expressions of interest for the engagement are expected by 15:00 on 4 September 2026, with a future notice provisionally anticipated by 30 September 2026. The planned contract is expected to start on 31 March 2027 and run for two years, with an option to extend for up to a further two years, giving a possible end date of 31 March 2031. The estimated value is £100,000 excluding VAT, or £120,000 including VAT. One lot is planned, and the requirement is identified as suitable for SMEs.

The work is likely to suit suppliers that provide RFID library self-service systems, kiosk hardware, library management or associated software, consumables and ongoing technical support. Relevant capability includes supplying and installing RFID terminals across a multi-site public library network, integrating or supporting the associated software, providing replacement RFID tag pads and maintaining equipment throughout the contract. Suppliers with established servicing arrangements, responsive maintenance capacity and experience supporting customer-facing self-service technology will be well placed to contribute to the Council’s market understanding. The Council is specifically looking at available delivery models and emerging innovations, so businesses should be ready to explain different approaches, current product capabilities and how they could support reliable operation across all 18 libraries. The planned lot is marked as suitable for small and medium-sized enterprises.

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Notice Information

Notice Title

Provision of Self-Service RFID Library Kiosks

Notice Description

Caerphilly County Borough Council ("the Council") is undertaking pre-market engagement to inform a future procurement for the Provision of Self-Service RFID Library Kiosks. The Council offers RFID self-service terminals at all 18 public libraries where self-service has become an integral and trusted service provision. The existing contract is due to expire, and the Council is seeking to better understand the current market capabilities, available delivery models, and emerging innovations before commencing a formal procurement process. The Library Service is therefore looking to procure a range of RFID solutions, including new RFID terminals, associated software, consumable items such as RFID tag pads, and a maintenance and servicing contract to support the ongoing operation of the system.

Planning Information

The Purpose of preliminary market engagement is to advise and engage with the Market prior to going to tender for the Provision of Self-Service RFIS Kiosks To register an interest Service Providers must send their request via email to procurement@caerphilly.gov.uk. **please note registering an interest against this notice on sell2wales may not get recorded by the Council** All requests must be received by 15:00 hours Friday 04 September 2026 to the procurement inbox. This notice is to commence market engagement prior to going to tender to understand services available to the Council. Please note that this notice is not a contract notice for a call for competition, it is to advise the market of the Councils intension to visit the market for such services in the future. Full details of service specification shall be issued with the call for competition and will be fully detailed in the tender documents. The Council reserves the right to hold a supplier engagement event and will invite interested parties who register an interest to procurement@caerphilly.gov.uk It is intended that the contract will commence on 31 March 2027 for a period of two (2) years with the option to extend for up to a further period of two (2) years.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06e856
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/079340-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

30 - Office and computing machinery, equipment and supplies except furniture and software packages

CPV Codes

30000000 - Office and computing machinery, equipment and supplies except furniture and software packages

Notice Value(s)

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

Notice Dates

Publication Date
20 Aug 20266 days ago
Submission Deadline
Not specified
Future Notice Date
30 Sep 20262 months to go
Award Date
Not specified
Contract Period
31 Mar 2027 - 31 Mar 2029 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
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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