Framework for Bus Shelters and Associated Parts

Caerphilly County Borough Council is procuring a comprehensive framework for the supply of new bus shelters and their associated parts, with an anticipated annual demand of roughly ten shelters beginning in the 2026/27 financial year. The council currently maintains about 515 shelters across the borough and requires a long‑term supply arrangement to cover ongoing replacement and continued deployment of additional shelters in future years.

Under the framework, the council will appoint up to three contractors to meet its needs for complete, ready‑to‑install shelters and ancillary components such as roofing, lighting, handrails and signage. The contract will span an initial three‑year term, with a possible extension of up to twenty-four months, and will include rights for the council to order parts from the original manufacturer throughout each shelter’s life cycle, while allowing the procurement of generic items from alternate suppliers where appropriate.

All supplied shelters must be compatible with existing infrastructure and meet the manufacturer’s specifications for durability and safety, ensuring that replacement and maintenance activities can be carried out in line with the original product standards.

Caerphilly County Borough Council is seeking to procure a Framework for Bus Shelters and Associated Parts.
The Authority is currently responsible for approximately 515 bus shelters located throughout the County Borough. The Authority anticipates that it will purchase approximately 10 bus shelters during the 2026/27 financial year. Suppliers will need to be able to confirm that they can do this prior to End of March 2027.
Further purchases of approximately 10 bus shelters per year in future financial years will also be required. For the avoidance of doubt, this figure is an estimate only and requirements are both grant funding dependent and demand led. The Authority does not guarantee to purchase any quantities of components or works.
Further to this, the Authority will likely require associated parts and equipment to ensure the upkeep of the Bus Shelters throughout their life. It is envisaged that parts will be purchased where appropriate from the original supplier throughout the lifetime of the shelter to ensure that they are maintained in accordance with the original product. Generic items may be purchased from the original supplier or elsewhere as the Authority deems appropriate.
All information relating to the tender and contract can be found within the Tender Document Pack.
This procurement process is being undertaken in accordance with the Open Procedure as set out within The Procurement Act 2023.
The Authority intends to establish a Framework for a period of three (3) years with the option to extend for a further period of up to twenty-four (24) months.
The Authority will appoint up to three (3) Contractors to this Framework Agreement.
The Tender Document Pack contains the following:
Tender Document
Appendix 1 – Schedule of Rates
Appendix 2 – Specification
Appendix 3 – TOMs Response Document
Appendix 4 – Framework Agreement
Appendix 5 – Call Off Form Terms & Conditions
Appendix 6 – Example Drawing
Tender Evaluation Process will be evaluated as a two-stage process:
• Stage One - The first stage of the evaluation process will consist of the Conditions of Participation using the Welsh Procurement Specific Questionnaire (“WPSQ”).
• Stage Two - The second stage of the evaluation process will consist of the Award Criteria.
Following confirmation that the evaluation requirements of Stage One have been met, Bidders will proceed to Stage Two of the evaluation process. This stage consists of the Project Team evaluating the Bidder’s response to the following criteria and weightings:
Price 100%
All tenders must be electronically submitted on Proactis by 12:00 (noon) on Thursday 20th of August 2026.

Contract location: UKL16
Communication: https://supplierlive.proactisp2p.com/Account/Login
Languages in which tenders or requests to participate may be submitted: En
Enquiry deadline: 2026-08-17T23:59:00+01:00
Submission address and any special instructions: https://supplierlive.proactisp2p.com/Account/Login
Tenders may be submitted electronically: allowed

Lot number: 1
Lot value (estimated)
375.000,00 GBP excluding VAT
450.000,00 GBP including VAT
This contract is subject to renewal: Yes
Description of renewals: The Authority intends to establish a Framework for a period of three (3) years with the option to extend for a further period of up to twenty-four (24) months.

Award criteria:

Name	Type	Weighting
Price	price	100%