✓Tender information last checkedLast checked 20 Oct 2026, 16:42.
Opportunity overview
Caerphilly County Borough Council ("the Authority") invites tenders from suitably qualified and experienced Providers for the provision of statutory inspection, examination, testing, certification and reporting services relating to Design and Technology (D&T) machinery and Local Exhaust Ventilation (LEV) systems located within maintained schools and educational establishments across Caerphilly County Borough.
The services are required to support the Authority's compliance with statutory health and safety obligations, including but not limited to:
- The Control of Substances Hazardous to Health Regulations 2002 (COSHH)
- The Provision and Use of Work Equipment Regulations 1998 (PUWER)
- Relevant Health and Safety Executive (HSE) guidance
- BS 4163:2021+A1:2022 Health and Safety for Design and Technology in Educational and Similar Establishments
- Building Bulletin 81 (BB81)
The successful provider(s) will undertake annual inspections, examinations, testing, certification and reporting activities, together with the identification and reporting of compliance and non-compliance issues.
The Tender is divided into three Lots as stipulated above. Bidders may submit a tender for Lot 1, Lot 2 or 3. The Authority recognises that some Bidders may only have capability and capacity to deliver one specialist service area, whilst others may be able to provide both service elements.
The Authority reserves the right to award the contract on the most cost-effective option to the Authority by evaluating Lot 1 and Lot 2 against the aggregated outcome of Lot 3. The contract may be awarded to two separate bidders under Lot 1 and Lot 2 or to one bidder under Lot 3.
Bidders tendering for both lots may be able to offer a discounted price if awarded both lots and have the opportunity to add a discounted value (if applicable) within the pricing schedule. This will include any discounted rates or other commercial efficiencies that may be achieved through the provision of a combined service under a single contract arrangement.
Classification
CPV71315410 — Inspection of ventilation system
CPV71321400 — Ventilation consultancy services
CPV71630000 — Technical inspection and testing services
CPV71631100 — Machinery-inspection services
Lots
Local Exhaust Ventilation (LEV) Examination and Testing£30k
Design and Technology Machinery Safety Examination and Testing£30k
Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.
Scope, procedure and submissions
Id
ocds-h6vhtk-078c0a
Status
active
Procurement Method
open
Procurement Method Details
Below threshold - open competition
Main Procurement Category
services
Above Threshold
No
How to submit
1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login 2. Click the "Sign Up" option on the Portal homepage (If already registered go to point 11.). 3. Enter your correct Organisation Name, Details and Primary Contact Details. 4. Please make a note of the Organisation ID and User Name, then click "Register". 5. You will then receive an email from the system asking you follow a link to activate your account. 6. Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details. 7. In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes, specific to your organisation are added to your profile. 8. Buyer Selection - At this stage you are required to indicate which Buyer Organisations you would like to register with. Please remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities. 9. Terms & Conditions - Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage. 10.Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select 'Complete Registration' and you will enter the Supplier Home page. 11. From the Home Page, go to the "Opportunities" icon, all current opportunities will be listed. Click on the blue arrow under the field 'Show Me' of the relevant opportunity then click to register your interest on the applicable button. 12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow. 13.Note the closing date for completion of the relevant project. To find all available documentation please drop down the 'Request Documents' option and click to download all documents. 14. You can now either complete your response or "Decline" this opportunity. All queries are to be made via the messaging system on the Proactis portal. Please note we will NOT accept any questions/queries via telephone/email. If you require assistance please contact Jemma Ford 01443 863163 - fordj1@caerphilly.gov.uk. 15. When submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing a tender submission using our Proactis Plaza system.
Local Exhaust Ventilation (LEV) Examination and Testing
Description
This lot comprises the annual statutory inspection, examination, testing and certification of LEV systems and associated extraction equipment including, but not limited to:
- Wood dust extraction systems
- Fume extraction systems
- Welding extraction systems
- Spray booths
- Electrostatic filters
- Science laboratory fume cupboards
The scope includes thorough examination and testing, visual inspections, performance testing and the provision of detailed inspection reports and test certificates.
Status
active
Has Renewal
Yes
Has Options
Yes
Value
Including VAT
36,000
Amount
30,000
Currency
GBP
Award criteria
Criteria
Criterion 1
Type
quality
Name
Quality
Numbers
Entry 1
Number
60
Weight
percentageExact
Criterion 2
Type
price
Name
Price
Numbers
Entry 1
Number
40
Weight
percentageExact
Suitability
Sme
Yes
Vcse
Yes
Contract period
Starts
1 Jan 2027, 00:00
Ends
31 Dec 2029, 23:59
Max Extent Date
31 Dec 2031, 23:59
Renewal
Description
Option to extend for a further period of up to twenty-four (24) months.
Options
Description
The Council reserves the right to utilise this contract across all Council establishments, where required.
Entry 2
Id
2
Title
Design and Technology Machinery Safety Examination and Testing
Description
This lot comprises the annual inspection, examination, testing and reporting of Design and Technology machinery, ancillary equipment and associated safety systems including, but not limited to:
- Bandsaws
- Circular saws
- Lathes
- Pillar drills
- Planer thicknessers
- Disc and belt sanders
- Grinders
- Kilns
- Spray booths
- Dust extraction systems
- Welding equipment
- Associated guarding, braking systems and emergency stop controls
The service must assess compliance with PUWER and relevant educational workshop safety requirements.
Status
active
Has Renewal
Yes
Has Options
Yes
Value
Including VAT
36,000
Amount
30,000
Currency
GBP
Award criteria
Criteria
Criterion 1
Type
quality
Name
Quality
Numbers
Entry 1
Number
60
Weight
percentageExact
Criterion 2
Type
price
Name
Price
Numbers
Entry 1
Number
40
Weight
percentageExact
Suitability
Sme
Yes
Vcse
Yes
Contract period
Starts
1 Jan 2027, 00:00
Ends
31 Dec 2029, 23:59
Max Extent Date
31 Dec 2031, 23:59
Renewal
Description
Option to extend for a further period of up to twenty-four (24) months.
Options
Description
The Council reserves the right to utilise this contract across all Council establishments, where required.
1 published notice version reviewed by ProcuraAxis.
1 VERSION
1
099087-2026Tender notice on Find a Tender ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
Caerphilly County Borough Council is seeking providers to carry out annual statutory inspection, examination, testing, certification and reporting for school D&T machinery and/or LEV systems. The supplied notice describes Lot 1 (LEV) and Lot 2 (machinery), and refers to a combined Lot 3, but no Lot 3 record is supplied.
Who this may suit
Suitable for specialist technical inspection and testing providers with evidenced capability in LEV examination or D&T machinery safety examination. Suppliers may bid for an individual specialist lot; combined-service pricing is contemplated.
Key points identified
Provider experience and qualificationsSuitably qualified and experienced providers required; specific qualifications are not stated.Evidence: "invites tenders from suitably qualified and experienced Providers"
Annual service frequencyAnnual inspections, examinations, testing, certification and reporting.Evidence: "The successful provider(s) will undertake annual inspections, examinations, testing, certification and reporting activities"
Compliance assessmentIdentify and report compliance and non-compliance issues.Evidence: "identification and reporting of compliance and non-compliance issues"
94% approved-analysis confidence7 supplier criteria identified3 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
Caerphilly County Borough Council is seeking providers to carry out annual statutory inspection, examination, testing, certification and reporting for school D&T machinery and/or LEV systems. The supplied notice describes Lot 1 (LEV) and Lot 2 (machinery), and refers to a combined Lot 3, but no Lot 3 record is supplied.
Who this may suit
Suitable for specialist technical inspection and testing providers with evidenced capability in LEV examination or D&T machinery safety examination. Suppliers may bid for an individual specialist lot; combined-service pricing is contemplated.
Key deliverables
Annual LEV inspection, examination, testing, certification and reports (Lot 1).
Annual D&T machinery inspection, examination, testing and reports (Lot 2).
Identification and reporting of compliance and non-compliance issues.
Test certificates and detailed inspection reports where applicable.
SUPPLIER REQUIREMENTS
7 criteria identified
Provider experience and qualifications
98% confidence
Suitably qualified and experienced providers required; specific qualifications are not stated.
View supporting evidence
"invites tenders from suitably qualified and experienced Providers"
Annual service frequency
99% confidence
Annual inspections, examinations, testing, certification and reporting.
View supporting evidence
"The successful provider(s) will undertake annual inspections, examinations, testing, certification and reporting activities"
Compliance assessment
98% confidence
Identify and report compliance and non-compliance issues.
View supporting evidence
"identification and reporting of compliance and non-compliance issues"
Lot 1 technical scope
99% confidence
LEV systems and associated extraction equipment, including wood dust, fume and welding extraction, spray booths, electrostatic filters and science laboratory fume cupboards.
View supporting evidence
Lot 1: "annual statutory inspection, examination, testing and certification of LEV systems and associated extraction equipment including, but not limited to" the listed equipment.
Lot 2 technical scope
99% confidence
D&T machinery, ancillary equipment and safety systems; assessment against PUWER and relevant educational workshop safety requirements.
View supporting evidence
Lot 2: "The service must assess compliance with PUWER and relevant educational workshop safety requirements."
Lot bidding
91% confidence
Bidders may tender for Lot 1, Lot 2 or the stated Lot 3; supplied lot records contain only Lots 1 and 2.
View supporting evidence
"Bidders may submit a tender for Lot 1, Lot 2 or 3."
Other supplier eligibility requirements
98% confidence
Unknown.
View supporting evidence
No further eligibility criteria are supplied.
COMMERCIAL AND DELIVERY
Contract intelligence
Commercial
Total stated maximum value
96% confidence
Up to GBP 60,000.
View supporting evidence
Process value_max: "60000"; currency: "GBP".
Lot values
99% confidence
Lot 1: GBP 30,000; Lot 2: GBP 30,000.
View supporting evidence
Lot 1 and Lot 2 each state value_amount: "30000" and currency: "GBP".
Combined-service discount
96% confidence
Bidders tendering for both lots may enter a discounted value in the pricing schedule.
View supporting evidence
"Bidders tendering for both lots may be able to offer a discounted price..."
Award approach
96% confidence
The authority may compare Lots 1 and 2 with the aggregated outcome of stated Lot 3 and award separately or to one provider.
View supporting evidence
"The contract may be awarded to two separate bidders under Lot 1 and Lot 2 or to one bidder under Lot 3."
Delivery
Delivery geography
97% confidence
Caerphilly County Borough / UKL16, United Kingdom.
View supporting evidence
Description: "located within maintained schools and educational establishments across Caerphilly County Borough"; delivery location region: "UKL16".
Service sites
98% confidence
Maintained schools and educational establishments.
View supporting evidence
"located within maintained schools and educational establishments"
procurement_method: "open"; procurement_method_details: "Below threshold - open competition".
Submission deadline
99% confidence
10 November 2026, 12:00 UTC.
View supporting evidence
submission_deadline: "2026-11-10T12:00:00+00:00".
RISKS AND UNKNOWNS
Points requiring attention
Lot-data inconsistency
99% confidence
The narrative says the tender has three lots and describes a combined Lot 3 route, but only Lot 1 and Lot 2 records are supplied. The scope, value, and submission mechanics for Lot 3 cannot be confirmed from the supplied data.
View supporting evidence
Description: "The Tender is divided into three Lots" and "Lot 3"; supplied lots array contains only lot_id "1" and "2".
Contract term
99% confidence
Unknown.
View supporting evidence
contract_start_at and contract_end_at are null.
Detailed tender conditions
93% confidence
Insurance, accreditation, staffing, scoring, pricing schedule terms and submission instructions are unknown from the supplied content.
View supporting evidence
Only the tender-notice metadata and descriptions are supplied.
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
Continue in your ProcuraAxis workspaceFree account · Full approved analysis