Official UK procurement notice
Asset Management Solution for Property & Finance Services
Authority: Caerphilly County Borough Council (Local council)
What is being bought
Published requirement descriptionCaerphilly 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.
- The authority expects to re-tender this requirement around 14 Jan 2030, 23:59 GMT.
- How the procedure runs: This procurement will follow a multi-stage evaluation process under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023. The stages are: Stage 1: Compliance – Assessment of mandatory requirements (Pass/Fail). Stage 2: Social Value – Evaluation of proposed social value contributions (Pass/Fail). Stage 3: Quality – Scored responses to quality questions (25%). Stage 4: Price – Assessment of priced submissions (35%). Stage 5: System Demonstration – Demonstration by top-scoring bidders (40%). Stage 6: Preferred Bidder Stage – Final clarifications and due diligence (not scored). Stage 7: Contract Award – Formal award to the preferred bidder. Only 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.
- No preliminary market engagement: 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.
CPV: IT services: consulting, software development, Internet and support
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£1,500,000
- Economic & financial standing
Information is provided in the Proactis eTendering system
- Technical & professional ability
Information is provided in the Proactis eTendering system
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (3)
- Quality Questions: 25%
- System Demonstration: 40%
- Price: 35%
Published award criteria (3)
- Quality Questions: Response to quality questions set out in the Proactis eTendering system.
- Price: Completion of the pricing schedule and uploading to the Proactis eTendering system.
- System Demonstration: 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.
- Economic & financial standing
Information is provided in the Proactis eTendering system
- Technical & professional ability
Information is provided in the Proactis eTendering system
- Price carries 35 of 100 points: a 10% discount moves about 3.5 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 22 Jan 2026 | CancelledThe Contracting Authority has decided not to award the contract following the publication of the Tender Notice for this procurement. |
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Cancelled
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 14 Jan 2030
- First published
- 14 Nov 2025, 15:19 GMT
- Last source update
- 22 Jan 2026, 13:53 GMT
- Award evaluation window
- Submission end – 19 Feb 2026
- Authority reference
PS2923- FTS notice number
2025/S 000-074086- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05e1c0Find a Tender- Contract terms summary
In line with the contract terms and conditions
- How it runs
This procurement will follow a multi-stage evaluation process under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023. The stages are:
Stage 1: Compliance – Assessment of mandatory requirements (Pass/Fail).
Stage 2: Social Value – Evaluation of proposed social value contributions (Pass/Fail).
Stage 3: Quality – Scored responses to quality questions (25%).
Stage 4: Price – Assessment of priced submissions (35%).
Stage 5: System Demonstration – Demonstration by top-scoring bidders (40%).
Stage 6: Preferred Bidder Stage – Final clarifications and due diligence (not scored).
Stage 7: Contract Award – Formal award to the preferred bidder.
Only 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.
How it was run
Official notice- Submission deadline
- 15 Dec 2025
- Clarification deadline
- 5 Dec 2025
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en, cy
Tenders must be submitted via the Proactis eTendering system:
Timeline
14 Nov 2025 → 1 Apr 2026 · 6 dates- Tender notice published358 days ago14 Nov 2025, 15:19 GMT
- Clarification questions by338 days ago5 Dec 2025
- Submission deadline328 days ago15 Dec 2025
- Latest notice published289 days ago22 Jan 2026, 13:53 GMT
- Award decision expected by261 days ago19 Feb 2026, 23:59 GMT
- Contract starts221 days ago1 Apr 2026, 00:00 BST
Notice history
3 events · 2 releases on Find a Tender · since 14 Nov 2025- Tender notice published14 Nov 2025, 15:19 GMTUK4
- Procurement termination notice published22 Jan 2026, 13:53 GMTUK12
- Status changed to complete22 Jan 2026, 13:53 GMT
Contracting authority & participating public bodies
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: Tender documents can be accessed via the Proactis eTendering system: https://supplierlive.proactisp2p.com/Account/Login
Notices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender