Scope
Reference
CCBC/PS2678/25/HS
Description
Caerphilly County Borough Council (the Council) has the requirement for the supply, installation and On-Going Support and Maintenance of an Education Management Information System (EMIS) for an Option A - on premises or Option B- Cloud Hosted Solution. Bidders are requested to submit a tender for their recommended solution.
Full details can be found in the tender pack (ITT)
Total value (estimated)
- £1,500,000 excluding VAT
- £1,800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 2 March 2026 to 28 February 2031
- Possible extension to 29 February 2036
- 9 years, 11 months, 30 days
Description of possible extension:
After the initial five (5) year contract the contract can be extended on an annual basis up to a further period of five (5) years.
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
- 72212190 - Educational software development services
Contract locations
- UKL16 - Gwent Valleys
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
11 July 2025, 12:00am
Tender submission deadline
18 July 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
15 September 2025
Award criteria
| Name | Description | Type |
|---|---|---|
| Quality - Cost | Total cost for the initial five (5) years including implementation and annual support and maintenance including licences. |
Cost |
| Quality - | Quality 60% - consisting of Tender response 20% and System Demonstration 40%. System Demonstration includes - Technical workshop - 10%, System Administration - 10% and Scenarios - 20% Full details are... |
Quality |
Weighting description
Quality 60%
Cost 40%
Full details are in the tender documents
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
A prior information notice has been issued under the old PCR 2015 regulations and a supplier engagement event is being held Wednesday 18 June 2025 via Teams when the tender is live.
Contracting authority
Caerphilly County Borough Council
- Public Procurement Organisation Number: PWHP-2369-JPYL
Penallta House, Tredomen Park
Hengoed
CF82 7PG
United Kingdom
Contact name: Helen Sellwood
Telephone: +441443863282
Email: sellwhl@caerphilly.gov.uk
Website: http://www.caerphilly.gov.uk
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales