Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
UK
Contact person: Jessica Thomas
Telephone: +44 1443863161
E-mail: thomaj11@caerphilly.gov.uk
NUTS: UKL16
Internet address(es)
Main address: https://www.caerphilly.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://supplierlive.proactisp2p.com/Account/Login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://supplierlive.proactisp2p.com/Account/Login
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://supplierlive.proactisp2p.com/Account/Login
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Supply, Installation and On-Going Maintenance & Support of an Asset Management Solution
Reference number: CCBC/PS2706/24/JT
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
Caerphilly County Borough Council are seeking tender bids for the Provision of an Asset Management Solution. The requirement will be split into five (5) Lots as follows:
Lot 1 – Property, Corporate Finance and Performance & Policy (current systems K2, QGIS/Terrier & Asset Register)
Lot 2 – Asbestos, Health & Safety, Statutory Maintenance and Fire (current system RAMIS)
Lot 3 – Burials (current system Asset Track, BACASNG)
Lot 4 – Trees (current system Arbortrack)
Lot 5 – Public Rights of Way (current system CAMS)
Bidders may submit responses for one, multiple, or all Lots. Each Lot will be evaluated separately, and there is no restriction on the number of Lots a single bidder can win. Each Lot will be awarded to a single bidder. If a bidder is awarded multiple Lots, they must provide a unified solution that encompasses all awarded Lots, rather than separate solutions for each.
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
The Council aims to consolidate as many Lots into a single solution as possible. If a bidder can provide two or more Lots through a single solution, it would be advantageous for the Council.
II.2) Description
Lot No: 1
II.2.1) Title
Property, Corporate Finance and Performance & Policy (current systems K2, QGIS/Terrier & Asset Register)
II.2.2) Additional CPV code(s)
48781000
48000000
72212780
72212781
II.2.3) Place of performance
NUTS code:
UKL16
II.2.4) Description of the procurement
The Council are seeking bids for an asset management solution that covers Property, Corporate Finance and Performance & Policy (current systems K2, QGIS/Terrier & Asset Register). Full information can be found in the specification documentation.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Questions
/ Weighting: 30
Quality criterion: Demonstration
/ Weighting: 30
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: Yes
Description of renewals:
Option to extend for further 84 months renewable on an annual basis
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to add additional requirements to the contract.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 2
II.2.1) Title
Asbestos, Health & Safety, Statutory Maintenance and Fire (current system RAMIS)
II.2.2) Additional CPV code(s)
48000000
48781000
72212780
72212781
II.2.3) Place of performance
NUTS code:
UKL16
II.2.4) Description of the procurement
The Council is seeking tender bids for an asset management system for Asbestos, Health & Safety, Statutory Maintenance and Fire (current system RAMIS).
Further information can be found in the specification documentation.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Questions
/ Weighting: 30
Quality criterion: Demonstrations
/ Weighting: 30
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: Yes
Description of renewals:
Extension option for 84 months renewable on an annual basis.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to include additional requirements in this contract.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 3
II.2.1) Title
Burials (current system Asset Track, BACASNG)
II.2.2) Additional CPV code(s)
48000000
48781000
72212780
72212781
II.2.3) Place of performance
NUTS code:
UKL16
II.2.4) Description of the procurement
The Council are seeking tender bids for an asset management solution for Burials (current system Asset Track, BACASNG).
Further information can be found in the specification documentation.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Questions
/ Weighting: 30
Quality criterion: Demonstrations
/ Weighting: 30
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: Yes
Description of renewals:
Extension option for a further 84 months renewable on an annual basis
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to add additional requirements to this contract.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 4
II.2.1) Title
Trees (current system Arbortrack)
II.2.2) Additional CPV code(s)
48000000
48781000
72212780
72212781
77231000
II.2.3) Place of performance
NUTS code:
UKL16
II.2.4) Description of the procurement
The Council is seeking tender bids for an asset management solution for Trees (current system Arbortrack).
Further information can be found in the specification documentation.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Questions
/ Weighting: 30
Quality criterion: Demonstrations
/ Weighting: 30
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: Yes
Description of renewals:
Extension option for a further 84 months renewable on an annual basis
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to add additional requirements to this contract.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 5
II.2.1) Title
Public Rights of Way (current system CAMS)
II.2.2) Additional CPV code(s)
48781000
48000000
72212780
72212781
II.2.3) Place of performance
NUTS code:
UKL16
II.2.4) Description of the procurement
The Council are seeking bids for an asset management solution that covers Public Rights of Way (current system CAMS).
Full information can be found in the specification documentation.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Questions
/ Weighting: 30
Quality criterion: Demonstration
/ Weighting: 30
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: Yes
Description of renewals:
Option to extend for further 84 months renewable on an annual basis
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The Council reserves the right to add additional requirements to the contract.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Conditions are included within the tender documentation
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2024/S 000-032290
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
05/03/2025
Local time: 17:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
CY
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
05/03/2025
Local time: 17:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
12 months before the expiry of the contract
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=147801.
(WA Ref:147801)
The buyer considers that this contract is suitable for consortia.
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
03/02/2025