Provide Wi-Fi Services to Caerphilly County Borough Council

Provide Wi-Fi Services to Caerphilly County Borough Council

The Provision of Visitor and Guest Wi-Fi Services for Caerphilly CBC.

United Kingdom-Hengoed: Wireless telecommunications system

2016/S 167-300367

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
CF82 7PG
United Kingdom
Contact person: Jessica Thomas
Telephone: +44 1443863382
Fax: +44 1443863167
NUTS code: UKL16
Internet address(es):Main address:

Address of the buyer profile:

I.2)Joint procurement

The contract is awarded by a central purchasing body


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
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:

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


The Provision of Visitor and Guest Wi-Fi Services for Caerphilly CBC.

Reference number: CCBC/PS1384/16/JT

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Caerphilly County Borough Council is seeking tender bids from suitable suppliers to provide a Visitor and Guest Wi-Fi Solution for their Corporate Buildings, Schools and Standalone Buildings. The Authority has an existing public Wi-Fi solution in a number of locations across the Authority which facilitates digital inclusion for various service provisions. This provides an agile workforce and access for the public and guests who require information outside of the Authority’s control. The Authority has a growing demand for guest Wi-Fi Internet access and the existing guest solution can be found in various Council establishments and has expanded over the past 3 years.

II.1.5)Estimated total value

Value excluding VAT: 300 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKL16
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

The successful bidder shall be required to provide a guest Wi-Fi solution within various Council establishments. The framework is made up of three areas and bidders shall note that there is no guarantee that all three areas will be used. The 3 areas are as follows:

— Area 1 — Existing Corporate buildings;

— Area 2 — AD HOC requests for standalone new Guest installations;

— Area 3 — School Guest Networks.

Bidders are required to have the competency to undertake the service as follows:

— Be responsible for all internet filtering and associated legislation to restrict and block inappropriate material.

— Ensure that each user of the Public Wi-Fi network is required to register in accordance with current legislation.

— Provide and maintain a compliant registration and content filtering solution, which will provide throughput to meet the current requirements and future growth as dictated by the growing demand for visitor and guest Wi-Fi.

— Provide the provision of on-going support including access to a Customer Help Desk and associated monitoring and maintenance of the user registration solution during the term of the contract.

— Provide a helpdesk, a web portal, and support email address. The helpdesk will need to be available between the hours of 9:00 and 17:00 Monday to Friday.

— Ensure that the introduction of this solution shall not interfere with CCBC’s existing network solutions.

— Required to supply and undertake the installation of the Guest Wi-Fi router, and broadband, to interface to current CCBC Cisco Wi-Fi network controller,work must be scheduled and agreed with the Principal Operations Officer.

— IP address details of Guest Broadband router and SSID must be provided to CCBC before an engineer arrives on site.

— Consider that the council run layer 3 routed links between sites, so is not possible to provide layer two VLAN to different locations, for separate landing pages on an overlay service.

— Area 3 needs to be able to deploy a separate Schools Guest access Wi-Fi solution which be deployed within individual CCBC schools, this must also be an overlay network which can be deployed onto existing Cisco access points already installed within schools.

Detailed descriptions of what will be required under each area is available in the tender documents on the Proactis Portal e-tendering system.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality Questions / Weighting: 12 %
Quality criterion – Name: Technical Statement / Weighting: 10 %
Quality criterion – Name: Presentation / Weighting: 8 %
Price – Weighting: 70 %
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

There will be an option to extend this contract for a further period of up to twelve (12) months, after the initial thirty six (36) month contract period has expired.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

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.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

Tenderers will be required to evidence that their organisation has relevant skills and experience to allow them to provide the service as outlined within the tender specification. This information is required to be provided by all tenderers as part of the quality element in the Proactis Portal e-tendering system. Tenderers should ensure that they read the specification and associated documents carefully to ensure they are able to meet all of the requirements outlined by the Authority before submitting a bid.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the 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

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 30/09/2016
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English, Welsh

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 12 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 30/09/2016
Local time: 13:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

If there is still a requirement for this service in the future the Authority will issue a new tender notice near the end of this proposed arrangement and extension period.

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:

As part of the process, the tender will be undertaken utilising Caerphilly CBC’s Proactis Portal e-tendering system.

Therefore, companies are invited to follow the directions below to register on the system:

1. Log in to the Proactis Portal E-tendering system at

2. Click the ‘Sign Up’ button.

3. Enter your details such as Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and Login Name, then click Register.

5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details. Or you may be redirected straight to your account home page, depending on your browser.

6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details.

7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice.

8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.

9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.

10. Now click Done and you will enter the Supplier Home page.

11. From the Home Page, go to the ‘Opportunities’ area, where you can search for this Opportunity. Click on the ‘Show Me Arrow’ of the relevant opportunity and then click to register your interest on the relevant button.

12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the ‘Show Me Arrow’ of the relevant contract again and this will take you into the create a response section of the portal.

13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here.

14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the ‘Decline’ button at the top of the page.

Tenderers shall express an interest in tendering for this arrangement by registering their interest on the Proactis Portal System as stated above and then completing the online e-tender submission.

If you have any issues with your account please ‘raise a ticket’ with Proactis, instructions on how to do this can be found in the additional documents section of this notice.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at

(WA Ref:43892).

VI.4)Procedures for review

VI.4.1)Review body

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
CF82 7PG
United Kingdom
Telephone: +44 1443863161
Fax: +44 1443863167Internet
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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