Scope
Procurement reference
CCBC/PS2931/25/JT
Procurement 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, excluding VAT)
3000000 GBP to 3000000GBP
Contract dates (estimated)
01 April 2027, 00:00AM to 31 March 2032, 23:59PM
Extension end date (if all the extensions are used): 31 March 2037
Contracting authority
Caerphilly County Borough Council
Identification register:
Address 1: Penallta House, Tredomen Park
Town/City: Hengoed
Postcode: CF82 7PG
Country: United Kingdom
Website: www.caerphilly.gov.uk
Public Procurement Organisation Number: PWHP-2369-JPYL
Contact name: Jessica Thomas
Email: thomaj11@caerphilly.gov.uk
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales
Procedure
Procedure type
Competitive flexible procedure
Is the total value above threshold?
Above threshold
Trade agreements
Government Procurement Agreement (GPA)
Lots
Divided into 1 lots
Lot number: 1
CPV classifications
- 31711310 - System for recording attendance
- 72000000 - IT services: consulting, software development, Internet and support
Lot value (estimated)
3000000 GBP Excluding VAT
3600000 GBP Including VAT
Sustainability
Small and medium-sized enterprises (SME)
Contract start date (estimated)
01 April 2027, 00:00AM
Contract end date (estimated)
31 March 2032, 23:59PM
Extension end date (estimated)
31 March 2037, 23:59PM
Can the contract be extended?
Yes
Description of extensions
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.
Does the lot include options?
Yes
Description of options
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.
Participation
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.
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.
Award criteria
Type: quality
Name
Quality Questions
Description
Response to quality questions set out in the Proactis eTendering System
Weighting: 30.00
Weighting type: percentageExact
Type: price
Name
Price
Description
Total cost of providing the solution as per the pricing schedule
Weighting: 30.00
Weighting type: 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. The questions can be found in the Proactis eTendering system.
Weighting: 40.00
Weighting type: percentageExact
Tender submission deadline
21 January 2026, 12:00PM
Enquiry deadline
13 January 2026, 12:00PM
Date of award of contract
27 March 2026, 23:59PM
Submission address and any special instructions
All tenders must be submitted through the Proactis eTendering System, link provided below:https://supplierlive.proactisp2p.com/Account/Login
May tenders be submitted electronically?
Yes
Is this a recurring procurement?
No
Publication date of next tender notice (estimated)
01 March 2035, 23:59PM
Languages that may be used for submission
Tender submission deadline
21 January 2026, 12:00PM
Enquiry deadline
13 January 2026, 12:00PM
Date of award of contract
27 March 2026, 23:59PM
Submission address and any special instructions
All tenders must be submitted through the Proactis eTendering System, link provided below:https://supplierlive.proactisp2p.com/Account/Login
May tenders be submitted electronically?
Yes
Is this a recurring procurement?
No
Publication date of next tender notice (estimated)
01 March 2035, 23:59PM
Languages that may be used for submission
Document type
Bidding documents
Document type
The documentation can be found in the Proactis eTendering portal, link provided below:
https://supplierlive.proactisp2p.com/Account/Login
Document type
Conflict of interest
Description
Not published