Supply and Maintenance of Flood Warning Systems

A Tender Notice

Framework (Supply)
4 year
17 Jan 2023
01 Mar 2023 to 28 Feb 2027
10 Feb 2023 12:00



Within the boundaries or near boundaries of Caerphilly County Borough

Geochart for 2 buyers and 0 suppliers


Framework for replacing and installing flood warning systems located across Caerphilly County Borough Council. The initial work will require new telemetry systems at 6 sites with the chance to go to an additional 40 sites subject to funding. Future requirements could extend to a total of 238 sites. The initial work will need to be completed by the end of this financial year. A maintenance contract is required for all sites. This will be for an initial five year period, renewed annually by written agreement thereafter until no longer required or end of life of the equipment.

Total Quantity or Scope

1.There are approximately 1,530 culvert inlets and other land drainage assets identified across Caerphilly County Borough Council area, of which approximately 238 are included on the Severe Weather Culvert (SWC) Register maintained by the Lead Local Flood Authority (LLFA). Approximately 46 of these have been identified as high priority assets. The first 6 sites will need to be completed by the end of this current financial year. 2.The majority of these high priority assets are in the form of culvert inlets with debris or security inlet screens of varying age, design and condition. A smaller number would be in the form of high capacity highway drainage inlets, gullies or similar. 3. The LLFA would like to implement a network of remote monitoring and telemetry systems, with an initial focus on the 46 high priority assets, such that monitoring can be carried out on a more regular basis and in a more timely manner whilst also enabling efficiency savings and reductions in carbon associated with officers travelling to multiple and often remote areas of the County. 4. The LLFA also carry out a number of improvement schemes on a continual basis, for which supporting evidence in relation to flood risk, frequency and severity of rainfall patterns and stream flow is required. 5. When flooding does occur, the LLFA has a statutory obligation to carry out Flood Investigation Reports (FIRs) under Section 19 of the Flood and Water Management Act (2010) for which data on the severity of individual or sequential storm events is also important. 6. The LLFA are therefore looking to include rain gauges and stream flow gauges at strategically important locations across the Borough in order to improve the data acquisition and evidence base for improvement schemes and FIRs. This may also include for temporary installations or relocation of systems as schemes are delivered and / or new scheme locations identified. 7. With an increasing focus and awareness on water quality, the LLFA have also identified a future need to monitor certain key outfalls in relation to water quality indicators, including but not necessarily limited to Suspended Solids and Turbidity, pH, Temperature, Heavy Metals, Nutrients (predominantly Phosphorus and Nitrogen) and Oil and Hydrocarbons. 8. The LLFA has previously had remote monitoring and telemetry equipment installed on 3 sites, which has now reached or is reaching the end of its life and will be replaced under this tender. 9. This tender is therefore intended to allow for: a)A progressive increase in sensors, including an allowance for CCTV where appropriate, across 46 sites with a potential to expand to further sites up to a maximum of 238 should resources and funding be available. b)Data logging and communication systems, including an allowance for data export and / or storage and early warning or alarm systems. c)Online system for monitoring of remote stations. d)Rain Gauges or weather stations, with an initial expectation of 3 sites, but potential to expand to a maximum of 10 locations e)Flow meters for streams, open channels and pipes, with an initial expectation for 3 sites, but with potential to expand to a maximum of 46 locations or to enable temporary systems that can be re-located and re-used according to particular needs. f)Water quality monitoring systems. Whilst no specific need has been identified at present, there is a potential need for up to a maximum of 46locations. g)Survey of site locations h)Installation and commissioning of systems. i)Ongoing support and maintenance provision.

Renewal Options

Any Maintenance packages associated with the installed equipment will be renewed annually after the first 5 year maintenance window until product replacement, removal or end of life. Bidders should provide discount off price list for other flood warning related systems or products upgrades as and when available that may be purchased under this framework.

CPV Codes

  • 32441000 - Telemetry equipment
  • 32441200 - Telemetry and control equipment
  • 32440000 - Telemetry and terminal equipment
  • 32441100 - Telemetry surveillance system
  • 38291000 - Telemetry apparatus
  • 45246400 - Flood-prevention works
  • 45246410 - Flood-defences maintenance works


  • Bids should cover the whole contract.
  • Options are available.
  • Renewals are available.
  • Performance considerations apply.
  • Professional qualifications are sought.
  • Staff qualifications are relevant.
  • Award on basis of price and quality.

Other Information

Framework may be used for Welsh Government Funded projects that are granted to CCBC Tenderers must express an interest in this tender by completing the following : 1.Log in to the Proactis Supplier Portal at 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 to 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 to ensures that you will be alerted to all relevant opportunities. 9.Terms & Conditions. Read the terms & 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 dropdown 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. Supplier guides are available via the portal and this contract notice detailing how to use the eTender system including for how to register on the e-tender portal. If you require assistance, please contact Jemma Ford 01443 863163 — or the procurement team on 01443 863161. Procurement Clinics are also available should you require further assistance when completing and submitting your tender or for general tendering advice aside from this process. NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are: Bidders will be required to submit their Social Value deliverables and targets, detailing how they will assist the Council in achieving its objectives with regard to the Wellbeing of Future Generations (Wales) Act 20 15, this will include Social Value benefits such as local supply chains, community initiatives etc and will become part of the framework agreement. (WA Ref:126306) The buyer considers that this contract is suitable for consortia.