{ "uri": "https://www.find-tender.service.gov.uk/api/1.0/ocdsRecordPackages/ocds-h6vhtk-059498", "publisher": { "name": "Cabinet Office", "scheme": "GB-GOR", "uid": "D2", "uri": "https://www.gov.uk/government/organisations/cabinet-office" }, "publishedDate": "2026-06-26T07:44:17+01:00", "license": "http://www.nationalarchives.gov.uk/doc/open-government-licence/version/3/", "publicationPolicy": "https://www.gov.uk/government/publications/open-contracting", "version": "1.1", "extensions": [ "https://standard.open-contracting.org/profiles/eu/latest/en/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_amendment_rationale_classifications_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_budget_breakdown_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_contract_completion_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_documentation_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_pagination_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_suitability_extension/master/extension.json", "https://raw.githubusercontent.com/portaledcahn/ocds_Links_extension/main/extension.json", "https://raw.githubusercontent.com/cabinetoffice/ocds_uk_extension/main/extension.json" ], "packages": [ "https://www.find-tender.service.gov.uk/api/1.0/ocdsRecordPackages/ocds-h6vhtk-059498" ], "records": [ { "ocid": "ocds-h6vhtk-059498", "releases": [ { "ocid": "ocds-h6vhtk-059498", "id": "054107-2025", "tag": [ "planning" ], "date": "2025-09-05T08:31:41+01:00", "initiationType": "tender", "parties": [ { "name": "Caerphilly County Borough Council", "id": "GB-PPON-PWHP-2369-JPYL", "identifier": { "scheme": "GB-PPON", "id": "PWHP-2369-JPYL" }, "address": { "streetAddress": "Penallta House, Tredomen Park", "locality": "Hengoed", "postalCode": "CF82 7PG", "country": "GB", "countryName": "United Kingdom", "region": "UKL16" }, "contactPoint": { "name": "Jessica Thomas", "email": "thomaj11@caerphilly.gov.uk" }, "roles": [ "buyer" ], "details": { "url": "http://www.caerphilly.gov.uk", "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicAuthoritySubCentralGovernment", "description": "Public authority - sub-central government" }, { "scheme": "UK_CA_DEVOLVED_REGULATIONS", "id": "GB-WLS", "description": "Welsh devolved regulations apply" } ] } } ], "buyer": { "id": "GB-PPON-PWHP-2369-JPYL", "name": "Caerphilly County Borough Council" }, "planning": { "milestones": [ { "id": "engagement", "type": "engagement", "description": "1. Purpose of Engagement\nThe Council is undertaking a pre-market engagement exercise to inform the future procurement of a comprehensive Schools Management Information System (MIS). The purpose is to:\nUnderstand current market capabilities.\nIdentify innovative solutions and best practices.\nRefine the scope and requirements of the future tender.\nEnsure the procurement process is aligned with supplier capacity and sector developments.\n2. Scope of Requirement\nThe proposed MIS must support:\nPrimary Schools\nSecondary Schools\n3–18 Schools\nSpecial Schools\nPupil Referral Units (PRUs)\nThe system should enable schools to meet statutory and legislative responsibilities efficiently, with minimal reliance on third-party add-ons. \nKey functionalities include:\nStudent information management\nAttendance tracking\nTimetabling\nAssessment and progression tracking\nExamination management\nSafeguarding incident logging\nCommunication tools\nPayment processing\nClassroom management\nGDPR and Welsh Government compliance\n3. Supplier Questionnaire\nInterested suppliers are asked to complete the following questionnaire:\n(a) Supplier Details\nCompany Name:\nContact Name & Role:\nEmail Address:\nPhone Number:\nWebsite (if applicable):\n(b) System Overview\nDoes your MIS support the following school types?\n Primary\n Secondary\n 3–18\n Special\n PRUs\nIs your solution a single platform or does it require third-party add-ons?\nBriefly describe your system’s core features (max 150 words):\n(e.g. attendance, assessment, safeguarding, communication, payments)\n(c) Compliance & Deployment\nHow does your system ensure compliance with GDPR and Welsh Government legislation?\nWhat deployment options are available? (Cloud, On-Premise, Hybrid)\n(d) Experience & Support\nDo you currently supply MIS to any Welsh schools or local authorities? (If yes, please specify)\nWhat support and training do you offer post-implementation?\n(e) Commercial Model\nIndicative pricing model (e.g. per pupil, per school, annual licence):\n(For market research only – not used for evaluation)\n(d) Additional Comments\nAny innovations or features that differentiate your solution?\nAny feedback on the proposed scope or procurement approach?\nPlease return the above information to:\nJessica Thomas – Principal Procurement Officer thomaj11@caerphilly.gov.uk\nDeadline: Friday 19 September 2025\nCaerphilly CBC reserve the right to host virtual engagement sessions to understand more about supplier offerings and to gain further insight into the market and to give suppliers an opportunity to ask questions about the Council's requirements. \n4. Feedback and Analysis\nResponses and insights from suppliers will be analysed to:\nRefine the specification and procurement strategy\nIdentify potential risks and mitigation strategies\nEnsure the tender is realistic and attractive to the market\n5. Confidentiality and Transparency\nAll engagement will be conducted in accordance with public procurement regulations. Participation in this process does not confer any advantage in the subsequent tender.", "dueDate": "2025-09-19T23:59:59+01:00", "status": "scheduled" } ], "documents": [ { "id": "054107-2025", "documentType": "marketEngagementNotice", "noticeType": "UK2", "description": "Preliminary market engagement notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/054107-2025", "datePublished": "2025-09-05T08:31:41+01:00", "format": "text/html" } ] }, "tender": { "id": "ocds-h6vhtk-059498", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Schools Management Information System ", "description": "Caerphilly County Borough Council (the Council) are seeking expressions of interest from suppliers for the provision of a comprehensive Schools Management Information System. 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The questions can be found in the Proactis eTendering system. ", "numbers": [ { "number": 40, "weight": "percentageExact" } ] } ] }, "selectionCriteria": { "criteria": [ { "type": "economic", "description": "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. " }, { "type": "technical", "description": "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. 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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.", "status": "complete", "procurementMethod": "open", "procurementMethodDetails": "Competitive flexible procedure", "coveredBy": [ "GPA" ], "lots": [ { "id": "1", "status": "complete" } ], "documents": [ { "id": "conflictOfInterest", "documentType": "conflictOfInterest", "description": "Not published" } ] }, "awards": [ { "id": "1", 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"options": { "description": "The Council reserves the right to procure additional goods and services from the appointed supplier where these are directly related to, and compatible with, the core system.\nThis may include, but is not limited to:\n- Additional software modules, functionality or system enhancements\n- Additional user licences or capacity increases\n- Integration services with other Council or third-party systems\n- Further configuration, development, or consultancy services\n- Training and support services beyond the initial implementation\n- Data migration, reporting, or analytics enhancements\nAny such options will only be utilised where they remain within the overall scope of the original procurement and are necessary to enhance, extend or optimise the operation of the system.\nThe use of these options will be subject to available budget and internal approval processes and will be agreed in accordance with the contract terms." }, "value": { "amountGross": 2000000, 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"ocds-h6vhtk-059498-2026-06-26T07:43:53+01:00", "date": "2026-06-26T07:43:53+01:00", "ocid": "ocds-h6vhtk-059498", "initiationType": "tender", "parties": [ { "id": "GB-PPON-PWHP-2369-JPYL", "name": "Caerphilly County Borough Council", "identifier": { "scheme": "GB-PPON", "id": "PWHP-2369-JPYL" }, "address": { "streetAddress": "Penallta House, Tredomen Park", "locality": "Hengoed", "postalCode": "CF82 7PG", "country": "GB", "countryName": "United Kingdom", "region": "UKL16" }, "contactPoint": { "name": "Jessica Thomas", "email": "thomaj11@caerphilly.gov.uk" }, "roles": [ "buyer" ], "details": { "url": "http://www.caerphilly.gov.uk", "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicAuthoritySubCentralGovernment", "description": "Public authority - sub-central government" }, { "scheme": "UK_CA_DEVOLVED_REGULATIONS", "id": "GB-WLS", "description": "Welsh devolved regulations apply" } ] } }, { "id": "GB-PPON-PXPL-8349-GQXG", "name": "ARBOR EDUCATION PARTNERS GROUP LTD", "identifier": { "scheme": "GB-PPON", "id": "PXPL-8349-GQXG" }, "address": { "streetAddress": "Fora - Great Eastern Street, 4th Floor, 21-33 Great Eastern Street", "locality": "London", "postalCode": "EC2A 3EJ", "country": "GB", "countryName": "United Kingdom", "region": "UKI41" }, "contactPoint": { "email": "bids@arbor-education.com" }, "roles": [ "supplier" ], "details": { "scale": "large", "vcse": false, "publicServiceMissionOrganization": false, "shelteredWorkshop": false } } ], "buyer": { "id": "GB-PPON-PWHP-2369-JPYL", "name": "Caerphilly County Borough Council" }, "planning": { "milestones": [ { "id": "engagement", "type": "engagement", "description": "1. Purpose of Engagement\nThe Council is undertaking a pre-market engagement exercise to inform the future procurement of a comprehensive Schools Management Information System (MIS). The purpose is to:\nUnderstand current market capabilities.\nIdentify innovative solutions and best practices.\nRefine the scope and requirements of the future tender.\nEnsure the procurement process is aligned with supplier capacity and sector developments.\n2. Scope of Requirement\nThe proposed MIS must support:\nPrimary Schools\nSecondary Schools\n3–18 Schools\nSpecial Schools\nPupil Referral Units (PRUs)\nThe system should enable schools to meet statutory and legislative responsibilities efficiently, with minimal reliance on third-party add-ons. \nKey functionalities include:\nStudent information management\nAttendance tracking\nTimetabling\nAssessment and progression tracking\nExamination management\nSafeguarding incident logging\nCommunication tools\nPayment processing\nClassroom management\nGDPR and Welsh Government compliance\n3. Supplier Questionnaire\nInterested suppliers are asked to complete the following questionnaire:\n(a) Supplier Details\nCompany Name:\nContact Name & Role:\nEmail Address:\nPhone Number:\nWebsite (if applicable):\n(b) System Overview\nDoes your MIS support the following school types?\n Primary\n Secondary\n 3–18\n Special\n PRUs\nIs your solution a single platform or does it require third-party add-ons?\nBriefly describe your system’s core features (max 150 words):\n(e.g. attendance, assessment, safeguarding, communication, payments)\n(c) Compliance & Deployment\nHow does your system ensure compliance with GDPR and Welsh Government legislation?\nWhat deployment options are available? (Cloud, On-Premise, Hybrid)\n(d) Experience & Support\nDo you currently supply MIS to any Welsh schools or local authorities? (If yes, please specify)\nWhat support and training do you offer post-implementation?\n(e) Commercial Model\nIndicative pricing model (e.g. per pupil, per school, annual licence):\n(For market research only – not used for evaluation)\n(d) Additional Comments\nAny innovations or features that differentiate your solution?\nAny feedback on the proposed scope or procurement approach?\nPlease return the above information to:\nJessica Thomas – Principal Procurement Officer thomaj11@caerphilly.gov.uk\nDeadline: Friday 19 September 2025\nCaerphilly CBC reserve the right to host virtual engagement sessions to understand more about supplier offerings and to gain further insight into the market and to give suppliers an opportunity to ask questions about the Council's requirements. \n4. Feedback and Analysis\nResponses and insights from suppliers will be analysed to:\nRefine the specification and procurement strategy\nIdentify potential risks and mitigation strategies\nEnsure the tender is realistic and attractive to the market\n5. Confidentiality and Transparency\nAll engagement will be conducted in accordance with public procurement regulations. Participation in this process does not confer any advantage in the subsequent tender.", "dueDate": "2025-09-19T23:59:59+01:00", "status": "scheduled" } ], "documents": [ { "id": "054107-2025", "documentType": "marketEngagementNotice", "noticeType": "UK2", "description": "Preliminary market engagement notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/054107-2025", "datePublished": "2025-09-05T08:31:41+01:00", "format": "text/html" }, { "id": "062739-2025", "documentType": "plannedProcurementNotice", "noticeType": "UK1", "description": "Pipeline notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/062739-2025", "datePublished": "2025-10-07T10:14:51+01:00", "format": "text/html" } ] }, "tender": { "id": "CCBC/PS2931/25/JT", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Purchase of a Schools Management Information System", "description": "Caerphilly CBC (“the Council”) are purchasing a Software as a Service (SaaS) solution for the provision of a comprehensive Schools Management Information System (MIS). 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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.", "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "31711310", "description": "System for recording attendance" }, { "scheme": "CPV", "id": "72000000", "description": "IT services: consulting, software development, Internet and support" } ], "deliveryAddresses": [ { "region": "UKL16", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKL16", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKL12", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" } ], "value": { "amountGross": 3600000, "amount": 3000000, "currency": "GBP" }, "mainProcurementCategory": "services", "aboveThreshold": true, "lots": [ { "id": "1", "suitability": { "sme": true }, "contractPeriod": { "startDate": "2027-04-01T00:00:00+01:00", "endDate": "2032-03-31T23:59:59+01:00", "maxExtentDate": "2037-03-31T23:59:59+01:00" }, "hasRenewal": true, "status": "complete", "value": { "amountGross": 3600000, "amount": 3000000, "currency": "GBP" }, "awardCriteria": { "criteria": [ { "type": "quality", "name": "Quality Questions", "description": "Response to quality questions set out in the Proactis eTendering System", "numbers": [ { "number": 30, "weight": "percentageExact" } ] }, { "type": "price", "name": "Price", "description": "Total cost of providing the solution as per the pricing schedule", "numbers": [ { "number": 30, "weight": "percentageExact" } ] }, { "type": "quality", "name": "System Demonstration", "description": "The top four scoring bidders (based on quality questions and price) will be invited to a system demonstration. 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Purpose of Engagement\nThe Council is undertaking a pre-market engagement exercise to inform the future procurement of a comprehensive Schools Management Information System (MIS). The purpose is to:\nUnderstand current market capabilities.\nIdentify innovative solutions and best practices.\nRefine the scope and requirements of the future tender.\nEnsure the procurement process is aligned with supplier capacity and sector developments.\n2. Scope of Requirement\nThe proposed MIS must support:\nPrimary Schools\nSecondary Schools\n3–18 Schools\nSpecial Schools\nPupil Referral Units (PRUs)\nThe system should enable schools to meet statutory and legislative responsibilities efficiently, with minimal reliance on third-party add-ons. \nKey functionalities include:\nStudent information management\nAttendance tracking\nTimetabling\nAssessment and progression tracking\nExamination management\nSafeguarding incident logging\nCommunication tools\nPayment processing\nClassroom management\nGDPR and Welsh Government compliance\n3. Supplier Questionnaire\nInterested suppliers are asked to complete the following questionnaire:\n(a) Supplier Details\nCompany Name:\nContact Name & Role:\nEmail Address:\nPhone Number:\nWebsite (if applicable):\n(b) System Overview\nDoes your MIS support the following school types?\n Primary\n Secondary\n 3–18\n Special\n PRUs\nIs your solution a single platform or does it require third-party add-ons?\nBriefly describe your system’s core features (max 150 words):\n(e.g. attendance, assessment, safeguarding, communication, payments)\n(c) Compliance & Deployment\nHow does your system ensure compliance with GDPR and Welsh Government legislation?\nWhat deployment options are available? (Cloud, On-Premise, Hybrid)\n(d) Experience & Support\nDo you currently supply MIS to any Welsh schools or local authorities? (If yes, please specify)\nWhat support and training do you offer post-implementation?\n(e) Commercial Model\nIndicative pricing model (e.g. per pupil, per school, annual licence):\n(For market research only – not used for evaluation)\n(d) Additional Comments\nAny innovations or features that differentiate your solution?\nAny feedback on the proposed scope or procurement approach?\nPlease return the above information to:\nJessica Thomas – Principal Procurement Officer thomaj11@caerphilly.gov.uk\nDeadline: Friday 19 September 2025\nCaerphilly CBC reserve the right to host virtual engagement sessions to understand more about supplier offerings and to gain further insight into the market and to give suppliers an opportunity to ask questions about the Council's requirements. \n4. 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The primary objective of this tender is to procure a system that enables the school to efficiently and effectively fulfil its statutory and legislative responsibilities. The system must support compliance with all relevant educational regulations and standards. \nThe system must provide a provision for Primary Schools, Secondary Schools, 3-18 Schools, Special Schools and Pupil Referral Units (PRUs). \nThe desired system should streamline administrative processes, enhance data management, and improve overall operational efficiency. It is essential that the system 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 systems. " }, { "releaseID": "062739-2025", "releaseDate": "2025-10-07T10:14:51+01:00", "releaseTag": [ "planning" ], "value": "Caerphilly County Borough Council (the Council) require a comprehensive Schools Management Information System. The primary objective of this tender is to procure a system that enables the school to efficiently and effectively fulfil its statutory and legislative responsibilities. The system must support compliance with all relevant educational regulations and standards.\nThe system must provide a provision for Primary Schools, Secondary Schools, 3-18 Schools, Special Schools and Pupil Referral Units (PRUs).\nThe desired system should streamline administrative processes, enhance data management, and improve overall operational efficiency. It is essential that the system 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 systems." }, { "releaseID": "082606-2025", "releaseDate": "2025-12-12T15:33:46Z", "releaseTag": [ "tender" ], "value": "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.  \nThe solution must provide a provision for Primary Schools, Secondary Schools, 3-18 Schools, Special Schools and Pupil Referral Units (PRUs).  \nThe 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." }, { "releaseID": "040726-2026", "releaseDate": "2026-05-01T17:03:26+01:00", "releaseTag": [ "award", "contract" ], "value": "Caerphilly CBC (“the Council”) are purchasing 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." } ], "items": [ { "id": "1", "additionalClassifications": [ { "releaseID": "054107-2025", "releaseDate": "2025-09-05T08:31:41+01:00", "releaseTag": [ "planning" ], "value": [ { "scheme": "CPV", "id": "48000000", "description": "Software package and information systems" }, { "scheme": "CPV", "id": "72000000", "description": "IT services: 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