Section one: Contracting authority
one.1) Name and addresses
Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
Hengoed
CF82 7PG
Contact
Helen Sellwood Sellwood
Telephone
+44 1443863161
Country
United Kingdom
NUTS code
UKL16 - Gwent Valleys
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
one.3) Communication
Additional information can be obtained from the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Education Management Information Solution (EMIS)
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
The Purpose of the Prior Information Notice (PIN) is to advise and engage with the Market for an Education Management Information Solution for Caerphilly County Borough Council.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKL16 - Gwent Valleys
Main site or place of performance
Within the boundaries of Caerphilly CBC
two.2.4) Description of the procurement
The Council is seeking to engage with and carry pre market engagement for an Education Management Information Solution to meet the following requirements:-
Supports integration or import of data from existing council and LA software including IDP files, SIMS (and other school MIS systems) and inter-authority Admission files
Is cloud hosted
Ability to integrate securely with each individual authorities ‘customer account’ using Single Sign on Solution
Integrates with Microsoft 365 applications
The ability to automate archiving and deletion of records for data protection requirements
Portal facility for parents/guardians to apply for school & early years’ applications places, transport, FSM
Portal facility with schools for sharing information and managing processes such as exclusions.
GIS Functionality for Admissions processes
Ability to design portals for seamless transition and branding from LA website to the application portals for Admissions, Transport and FSM – English and Welsh requirements.
Portal for schools/childcare providers to view data relating to their pupils
The facility to record multiple services providing support/interventions to young people.
Link to an appropriate mapping solution to view locations and routes on maps Within the software the following functionality is also required:
Fully bilingual (Welsh)
Accessible from a range of devices
Send alerts/emails to users
Facility for users to generate reports
Send emails/alerts to portal users
Full auditing facility
Import data in a range of formats
Export data in a range of formats
Automatically calculate distances using GIS
Automatically rank pupils in order of eligibility criteria for school places
Link seamlessly with other systems e.g. Social care systems if required
Test and Live environments
Automatically rank pupils by a range predetermined criteria
Ability to customise/adapt portal to each Authorities own specification
Ability to restrict grant access to data on a granular level
Import bilingual address files and validate addresses
The above requirements are only an outline of requirements and will be defined prior to going to market
This notice is not a call for competition, its a Prior information notice for expression of interests from the market to commence market engagement and to advise the market of the potential tender.
Full details shall be provided in the tender documents. The Council is still considering the route to market open or use of a framework
two.3) Estimated date of publication of contract notice
1 April 2025
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
All expression of interests must be provided in writing by email to Helen Sellwood email: sellwhl@caerphilly.gov.uk by 17:00 Hours Friday 07 March 2025 and not by expressing an interest to the sell2wales portal.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=148424.
(WA Ref:148424)