Inspection and Maintenance of School Sports Equipment

Inspection and Maintenance of School Sports Equipment

This is a collaborative contract between Flintshire County Council, Wrexham County Borough Council, Denbighshire County Council and for the servicing of school sports equipment.


1 Authority Details


Authority Name and Address

Denbighshire County Council

County Hall, Wynnstay Road,


LL15 1YN


Alison Byles

+44 1352701809


Address from which documentation may be obtained

As in 1.1


Completed documents must be returned to:

As in 1.1

2 Contract Details



Inspection and Maintenance of School Sports Equipment


Description of the goods or services required

This is a collaborative contract between Flintshire County Council, Wrexham County Borough Council, Denbighshire County Council and for the servicing of school sports equipment.

The contract is to include:

• Gymnasia Equipment

• Fitness Equipment

• Outdoor Playground Equipment

• Adventure Equipment

• General Sports Equipment

This tender is split into 2 lots; tenderers are free to quote for any combination of lots. We would encourage an additional form of discount for the award of multiple lots.


1. Gymnasia & Fitness Equipment

2. Outdoor Playground Equipment, Adventure Equipment & General Sports Equipment.

Ideally the Authorities are looking to appoint one contractor to supply the services; however the Authorities reserve the right to award each lot separately. Tenders therefore will be accepted for any combination of the following pricing schedules.


Notice Coding and Classification

37400000 Sports goods and equipment
37410000 Outdoor sports equipment
37411000 Winter equipments
37415000 Athletics equipment
37416000 Leisure equipment
37420000 Gymnasium equipment
37421000 Gymnasium mats
37422000 Gymnastic bars or beams
37423000 Gymnastic ropes or rings or climbing accessories
37424000 Gymnastic vaulting equipment
37425000 Gymnastic trampolines
37426000 Balance equipment
37440000 Fitness equipments
37441000 Aerobic training equipment
37441100 Treadmills
37441200 Stair climbers
37441300 Stationary bicycles
37441400 Rowing machines
37441500 Jump ropes
37441600 Exercise trampolines
37441700 Exercise balls
37441800 Step aerobic equipment
37441900 Cross trainers
37442000 Weight and resistance training equipment
37460000 Target and table games and equipments
37480000 Machinery or apparatus for leisure equipment
45212222 Gymnasium construction work
45212290 Repair and maintenance work in connection with sports facilities
50800000 Miscellaneous repair and maintenance services
50870000 Repair and maintenance services of playground equipment
71000000 Architectural, construction, engineering and inspection services
92000000 Recreational, cultural and sporting services
92600000 Sporting services
92610000 Sports facilities operation services
92620000 Sport-related services

1013 Conwy and Denbighshire
1023 Flintshire and Wrexham


Total quantity or scope of tender

£135,000 over three years

3 Conditions for Participation


Minimum standards and qualification required

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
12-08-2015  Time  15:00

c) Estimated award date 01-09-2015


Language or languages in which tenders or requests to participate can be drawn up



Tender Submission Postbox

5 Other Information


Additional Information

Instructions for Supplier Registration

Instructions to Express Interest and Access Documentation

1. Log in to the Proactis Plaza E-Sourcing Portal at

2. PLEASE NOTE – If you are already registered on the Proactis portal please Login using your existing details and start at Step 14 of these instructions if not go to STEP 3

3. Click the “Sign Up” button at the bottom of the window

4. Enter your correct Organisation Name, address and Primary Contact Details. You will need to create the Organisation ID and User Name. Please note that if you have a Generic email address for your organisation e.g. then please use this as the primary contact email address as this will allow you to still receive messages compared to where you have a specific person identified in this role and they move on at a point in the future.

5. Please make a note of the Organisation ID and User Name, then click “Register”

6. You will then receive an email from the system asking you to “Click here to activate your account”. This takes you to Enter Organisation Details.

7. Please enter the information requested, click the “>” on the screen and follow the instructions ensuring that you enter all applicable details.

8. In the Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice as this will give you access to the tender process. Please ensure that the selected codes are relevant to your business to ensure that you get notification of opportunities that are of interest to your organisation.

9. In the Buyers screen please select Denbighshire County Council (although you may register with other buying organisations at the same time if you wish)

10. In the Primary Contact Details screen please ensure that all information is complete. (Please see note 4 above)

11. Accept the Terms and Conditions and then click the “>”. This takes you in to the Welcome window.

12. In the Finish screen please enter a new password and note all your Login details for future reference.

13. Now click “Complete Registration” and you will enter the Supplier Network page.

14. On the centre of the screen click “Opportunities”. This will take you to the list of current opportunities available to you.

15. Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and click “Register Interest”. Note there may be several opportunities that appear on this screen, please ensure that you select the correct one for your organisation.

16. In the “Your Opportunities” screen please note the closing time and date for completion of the relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. The Documents are accessed by clicking the down arrow underneath the General tab. Please ensure that you download all documents to your PC as you will be required to complete and upload some of the documents as part of your submission. There are also instructions on how to complete your submission in the Guidance for Bidders document held in this section

17. You can now either create your response” to, or “Decline” this opportunity.

18. Once you have started to complete your response to the opportunity and wish to save and return later click “Save”. The next time you Login to access the opportunity please go to the “Opportunities” tab and identify the relevant request that you previously saved.

19. When you have completed your response please click “Validate” to ensure that you have answered all the questions. If there are no errors identified click “Save” to ensure that your submission is saved, then click “Submit”. You will then get a “Pop Up” with your unique submission reference number. This is also confirmed by email to you.

20. If you are adding attachments at any point in the process please ensure that you click the “Add to Library” button as if you are invited to any subsequent opportunities in the future to tender any documents that you have added will automatically be added to your submission and all you will be required to do is check that they are the current version. This is a secure system and your documents will not be accessed by any other party.

21. Please note that any queries must be sent via the secure dialogue section of the e-tender portal. We will not respond to any queries received by any other method.

22. If you require any further assistance please contact the Project Manager as identified in the project details.

(WA Ref:29605)


Additional Documentation


Publication date of this notice


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