---
title: "The Provision of a Leisure Management System"
ocid: "ocds-h6vhtk-055f4c"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-055f4c"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-055f4c.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-055f4c.json"
source: "Find A Tender Service"
current_stage: "Tender"
buyer: "CAERPHILLY COUNTY BOROUGH COUNCIL"
published: "2026-04-21"
---

# The Provision of a Leisure Management System

Buyer: CAERPHILLY COUNTY BOROUGH COUNCIL  
Current stage: Tender  
OCID: ocds-h6vhtk-055f4c

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## Summary

Caerphilly County Borough Council is overseeing the procurement process for the provision of a new Leisure Management System. The tender falls under the services category, specifically IT services like software development and support, and is aimed at the full replacement and upgrading of existing systems used across numerous leisure and park facilities within Caerphilly. Located in Hengoed, United Kingdom, this project is at the tender stage, with the submission deadline set for 27th October 2025. The procurement process invites competitive bids through an open method, utilising the Most Advantageous Tender methodology, ensuring the best value proposition is selected based on quality, social value, and pricing evaluations. Additionally, pre-market engagement sessions are scheduled to occur via Microsoft Teams in early August 2025.

This procurement represents a substantial opportunity for businesses specialising in leisure management systems, software development, and IT support services. With an estimated contract value of £1,200,000, service providers that offer scalable, secure, and integrated solutions are particularly well-suited to compete. The tender encourages participation from SMEs, highlighting a preference for bidders with sound economic health and technical accreditation such as Cyber Essentials or ISO27001. With potential extensions and additional sites considered during the contract period, businesses leveraging this tender stand to significantly increase their market presence and contribute innovative solutions geared towards enhancing customer experience and meeting public sector standards.

## Notice

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.

### Lot Information

Lot 1

Options: 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.

Renewal: 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.

### Planning Information

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

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/035858-2026 |
| Notice type | UK12 - Procurement Termination Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Competitive flexible procedure |
| Tender suitability | SME |
| Awardee scale | Not specified |
| All stages | Planning, Tender |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 21 Apr 2026 |
| Submission deadline | 27 Oct 2025 |
| Future notice date | 1 Oct 2025 |
| Award date | Not specified |
| Contract period | 31 Aug 2026 - 31 Aug 2031 |
| Recurrence | 2035-09-01 |

## Values

| Field | Value |
| --- | --- |
| Tender value | £1,000,000 |
| Lots value | £1,000,000 |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Complete |
| Awards status | Cancelled |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | CAERPHILLY COUNTY BOROUGH COUNCIL |
| Additional buyers | Missing |
| Locality | HENGOED |
| Post town | Cardiff |
| Postcode | CF82 7PG |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL5 South East Wales |
| ITL 3 | TLL53 Gwent Valleys |
| Local authority | Caerphilly |
| Electoral ward | Ystrad Mynach |
| Westminster constituency | Caerphilly |
| Delivery location | TLL16 Gwent Valleys |

## CPV Codes

### Divisions

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

### Codes

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

## Release History

- 21 Apr 2026 at 07:18 - TenderCancellation - UK12 - Procurement Termination Notice - https://www.find-tender.service.gov.uk/Notice/035858-2026
- 26 Sep 2025 at 09:31 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/060007-2025
- 15 Jul 2025 at 11:12 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/039920-2025

## Documents

- https://www.find-tender.service.gov.uk/Notice/035858-2026
  21st April 2026 - Procurement termination notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/060007-2025
  26th September 2025 - Tender notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/039920-2025
  15th July 2025 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- http://www.caerphilly.gov.uk
- https://supplierlive.proactisp2p.com/Account/Login
- https://www.legislation.gov.uk/ukpga/2023/54/contents

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-055f4c. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-055f4c.json.