Scope
Reference
CCBC/PS2931/25/JT
Description
Caerphilly CBC ("the Council") are seeking a Software as a Service (SaaS) solution for the provision of a comprehensive Schools Management Information System (MIS). The primary objective of this tender is to procure a solution that enables schools to efficiently and effectively fulfil statutory and legislative responsibilities. The solution must support compliance with all relevant Welsh educational regulations and standards.
The solution must provide a provision for Primary Schools, Secondary Schools, 3-18 Schools, Special Schools and Pupil Referral Units (PRUs).
The desired solution should streamline administrative processes, enhance data management, and improve overall operational efficiency. It is essential that the solution minimises the need for third party add-ons by encompassing a wide range of functionalities within a single platform. This will ensure that schools can operate seamlessly without the additional burden of procuring and managing multiple solutions.
Total value (estimated)
- £3,000,000 excluding VAT
- £3,600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2027 to 31 March 2032
- Possible extension to 31 March 2037
- 10 years
Description of possible extension:
The contract shall be for a period of five years with an option to extend for a further period of up to 60 months renewable on a yearly or two yearly basis.
Options
The right to additional purchases while the contract is valid.
The Council reserve the right to procure additional services throughout the duration of the contract if they assist with improving the customer experience or provide innovation to enhance the service, within the subject matter of the contract.
Main procurement category
Services
CPV classifications
- 31711310 - System for recording attendance
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKL12 - Gwynedd
Participation
Legal and financial capacity conditions of participation
Information on Legal Capacity questions can be found in section 10 - WPSQ - Part 3A - Legal Capacity and Section 11 - Contractor Information Governance Due Diligence of the questions tab in the Proactis eTendering portal.
Technical ability conditions of participation
Information on Technical Ability questions can be found in section 12- WPSQ - Part 3A - Technical Ability of the questions tab in the Proactis eTendering portal.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
13 January 2026, 12:00pm
Submission type
Tenders
Tender submission deadline
21 January 2026, 12:00pm
Submission address and any special instructions
All tenders must be submitted through the Proactis eTendering System, link provided below:
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
27 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 March 2035
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| System Demonstration | The top four scoring bidders (based on quality questions and price) will be invited to a system demonstration. The questions can be found in the Proactis eTendering system. |
Quality | 40.00% |
| Quality Questions | Response to quality questions set out in the Proactis eTendering System |
Quality | 30.00% |
| Price | Total cost of providing the solution as per the pricing schedule |
Price | 30.00% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This procurement will be conducted using the Competitive Flexible Procedure under the Procurement Act 2023 and will follow a multi-stage evaluation process:
Stage 1: Compliance (Pass/Fail) - Mandatory requirements assessed on a pass/fail basis.
Stage 2: Quality (30%) - Evaluation of responses to quality questions.
Stage 3: Price (30%) - Assessment of priced submissions.
Stage 4: System Demonstration (40%) - Demonstration by shortlisted bidders.
Stage 6: Preferred Bidder Stage - Final clarifications, negotiations, and due diligence.
Stage 7: Contract Award - Award to the preferred bidder.
Documents
Documents to be provided after the tender notice
The documentation can be found in the Proactis eTendering portal, link provided below:
Contracting authority
Caerphilly County Borough Council
- Public Procurement Organisation Number: PWHP-2369-JPYL
Penallta House, Tredomen Park
Hengoed
CF82 7PG
United Kingdom
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales