Asset Management Solution for Property & Finance Services

{
  "buyer": {
    "id": "GB-PPON-PWHP-2369-JPYL",
    "name": "Caerphilly County Borough Council"
  },
  "date": "2025-11-14T15:19:07Z",
  "id": "074086-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05e1c0",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Hengoed",
        "postalCode": "CF82 7PG",
        "region": "UKL16",
        "streetAddress": "Penallta House, Tredomen Park"
      },
      "contactPoint": {
        "email": "thomaj11@caerphilly.gov.uk",
        "name": "Jessica Thomas"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Welsh devolved regulations apply",
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "http://www.caerphilly.gov.uk"
      },
      "id": "GB-PPON-PWHP-2369-JPYL",
      "identifier": {
        "id": "PWHP-2369-JPYL",
        "scheme": "GB-PPON"
      },
      "name": "Caerphilly County Borough Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "Pre market engagement was undertaken as part of a previous tender process under PCR2015, however no responses were received for this element of the tender and therefore a new tender process is being undertaken in line with PA23."
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-02-19T23:59:59+00:00"
    },
    "contractTerms": {
      "financialTerms": "In line with the contract terms and conditions"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "Caerphilly County Borough Council is reviewing its asset management applications to consolidate multiple systems into a single solution through a tender process. The new system must comprehensively manage corporate assets including estate, land ownership, surveys, properties, finance and insurance.",
    "documents": [
      {
        "accessDetails": "Tender documents can be accessed via the Proactis eTendering system:\nhttps://supplierlive.proactisp2p.com/Account/Login",
        "documentType": "biddingDocuments",
        "id": "future"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-11-14T15:19:07Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "074086-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/074086-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-12-05T00:00:00+00:00"
    },
    "hasRecurrence": true,
    "id": "PS2923",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Response to quality questions set out in the Proactis eTendering system.",
              "name": "Quality Questions",
              "numbers": [
                {
                  "number": 25.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Completion of the pricing schedule and uploading to the Proactis eTendering system.",
              "name": "Price",
              "numbers": [
                {
                  "number": 35.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "The top three scoring bidders (quality questions plus price) will be invited to provide a system demonstration, questions are provided in the Proactis eTendering system. ",
              "name": "System Demonstration",
              "numbers": [
                {
                  "number": 40.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2031-03-31T23:59:59+01:00",
          "maxExtentDate": "2036-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "The Council reserves the right to purchase additional licences or services from the successful supplier that relate to the subject matter of the contract. "
        },
        "renewal": {
          "description": "The contract can be extended for a period of 60 months renewable on a two year or yearly basis. "
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Information is provided in the Proactis eTendering system",
              "type": "economic"
            },
            {
              "description": "Information is provided in the Proactis eTendering system",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 1500000,
          "amountGross": 1800000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "This procurement will follow a multi-stage evaluation process under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023. The stages are:\nStage 1: Compliance \u2013 Assessment of mandatory requirements (Pass/Fail).\nStage 2: Social Value \u2013 Evaluation of proposed social value contributions (Pass/Fail).\nStage 3: Quality \u2013 Scored responses to quality questions (25%).\nStage 4: Price \u2013 Assessment of priced submissions (35%).\nStage 5: System Demonstration \u2013 Demonstration by top-scoring bidders (40%).\nStage 6: Preferred Bidder Stage \u2013 Final clarifications and due diligence (not scored).\nStage 7: Contract Award \u2013 Formal award to the preferred bidder.\nOnly bidders passing the compliance stage will proceed to scoring. The top three bidders (based on combined scores from Quality and Price) will be invited to the system demonstration. In the event of a tie, all tied bidders will be invited."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2030-01-14T23:59:59+00:00"
        }
      ]
    },
    "status": "active",
    "submissionMethodDetails": "Tenders must be submitted via the Proactis eTendering system: \nhttps://supplierlive.proactisp2p.com/Account/Login",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en",
        "cy"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-12-15T00:00:00+00:00"
    },
    "title": "Asset Management Solution for Property \u0026 Finance Services",
    "value": {
      "amount": 1500000,
      "amountGross": 1800000,
      "currency": "GBP"
    }
  }
}